There are many situations in a students’ college life when they have to contact their professors. These situations include a need to clarify the assignment, to ask a question about a course-related issue, or to ask for a recommendation. The simplest way to do that is to write them an email. It will be most convenient both for you and the professor. On the one hand, you will have time to think about your request and formulate it best. On the other hand, this will let the professor respond to you when they have time. If you want to send your professor an email and are not sure how to do it properly, below are a few tips that you might find helpful.
You Should Be Formal
First of all, you should use your college email address. This will eliminate the possible confusion of your professors regarding the sender. They will know immediately that you are a part of the university where they teach. Secondly, you should use a formal structure that includes a greeting, statement of the problem, request, and your signature. Thirdly, you need to use the proper form when addressing your professor. The title “Professor” would be the best choice, unless the professor didn’t specify otherwise. It is recommended to use “Dear” before the title.
You Should Be Specific
Start with the subject line. You must understand that the professor probably has many students, and remembering them all is a nearly impossible task. So, do not expect that your professor remembers you immediately. Instead, you should set the context and tell them why exactly you are writing.
Do not forget to state your name and mention your course. Also, provide all the necessary details that will help your case, whether it is a simple course-related question or a recommendation request.
You Should Be Polite
Be respectful to the professor. A simple use of the “polite” words, such as “please” or “thank you” will do the magic and win you their favor. Do not be pushy, but rather show your appreciation of their time, status, and experience. Remember that it is your professor who is asked for a courtesy, not you.
You Should Be Thorough
Be attentive to details that you are providing or should provide. Try to anticipate any additional questions from your professor and put the sentences in a way that makes all subsequent clarifications unnecessary. Save your own and your professor’s time by being thorough in your statement of the problem. Also, you should read your email before sending it to the professor. Even minor mistakes can spoil their impression of you.
Make sure to follow the rules of formality, politeness, precision, and thoroughness, in order to get an adequate response and gain yourself a good impression from the person on whom your potential academic success depends. Do not expect your professor to read your mind or fulfill your request immediately. Remember that they might be busy with their academic duties or, probably, in the middle of responding a hundred of emails that are similar to yours.