How To E-mail A Professor Correctly?

As for many university and college students, their professors are idolized because they concentrate on their life experience, knowledge, high beliefs, and morals, making many students feel some distance and revere these people. To add more, the cooperation level and personal communication quality with them might determine the attitude of students towards a specific discipline and even their academic achievement. 

Provided the facts mentioned above, students may often feel frustrated or be hesitant concerning communication with their tutors. For most of them, it might happen if they face the communication in written form that provided the expected demands for the formal written language. 

It is possible to communicate by email. This scenario of communication with your professor is the one where you will get their complete attention with regards to your problem. Therefore, it supposes you to include very clearly and efficiently formulated clarifications, questions, and thoughts, all written in a formal language. 

Why Email a Professor?

There might be multiple reasons why students need to email their professors. Here we created a list of possible reasons that correspond to each situation:

Late Submissions

Before you compose such an email, you would better inform yourself concerning the late submission policy that might accompany the assignment – the latter may clearly describe the possible penalties according to the lateness degree. Despite the fact there are clear policies, it is necessary and wise to write a letter to your professor. First of all, it is essential to let them know that you still work on the assignment and how late you are supposed to be.

Secondly, in some cases, students face extreme circumstances, making completing the task a secondary priority or even impossible. These events might be Internet or power outages, funerals, or other extreme events. If you let the professor know, it might result in an emphatic decision that might abolish the penalty. Do not present unrealistic excuses or lie because it might make the case even worse. However, if you are guilty, you would better acknowledge the guilt but not deny it. 


Each of us might get sick so that a part of our work is lost either entirely or partially. It might include everything starting with accidents and finishing with powerful migraines. It is vivid that you are supposed to have the proof to prove to the professor that you are not lying. Try to be specific about the way certain health problems prevented you from completing the assignment. You would better tell your professor about the issue in advance. If it happened before the deadline, the professor might have fewer suspicions to make up an excuse since you might be running out of time. 

Clarifications of Homework

Often, the main reason to email the professor is just the failure to comprehend the demands for a provided assignment. So you might not be clarifying it only for yourself but for other students and even for your professor. Perfectly, a person must carefully examine the requirements and even discuss them with other colleagues to make sure they faced the same problems comprehending the assignment. By clarifications, you might check how to add a proper piece of evidence or source or seek approval for a freely selected paper topic.

Key Conventions When You Email a Professor

Emails are considered to be formal messages, to some extent. They resemble the traditional letters. Therefore, specific requirements and conventions apply when creating them.

  • Do not use improper or vague subject or subject lines. These are such titles that are supposed to be informative and short. They must assist in the genuine description of the message content. It is important if you consider that professors often receive hundreds of emails every day. So clear subjects will let them find your message and navigate it easily. 
  • Greet and address your recipient properly. If there is no addressing line in the initial email, it might be treated to be very unnatural and bad manners. It is recommended to use the word “Professor,” which is followed by their last name. It might be standard and fine to put the word “Dear” in front of it. However, skip it if it feels uncomfy for you.
  • Utilize the proper ending like “Respectfully,” “Sincerely,” “Regards,” “Best regards.” You should be careful with an email signature. Such signatures might append unimportant data, specifying the app or the device from which you sent the email. Such signatures might insert ending formulas that may double the manually composed ending.
  • Utilize standard capitalization, punctuation, language, follow grammar and spelling rules. Do not use informal language. It might look incomprehensible and unprofessional. Make sure your punctuation is correct because it makes the written text more exact and readable. Never use colored text, emojis, and GIFs that are commonly used in messaging applications. Proofread your emails always for any autocorrected text, typos, sentence structure mistakes, or missing words.
  • Make sure things sound simple for your professor. Give them links to the docs you refer to. Add the respective page’s screenshots as email attachments. It might help your professor address the question matter easier, leading to their fast reply. 

How Do You Address a Professor in an Email?

Start your email by greeting your professor politely. For instance, it might be “Dear Professor Jones” or “Hi Dr. Smith.” Once you compose your message, finish it with signature and closing. For example, you might write “Thanks, Your Name” or “Sincerely, Your Name.” Utilize your full name in case your professor does not know you well. Try to make your letter easy-to-read, so proofread it before sending it to them. Do not be afraid to compose a letter to your professor because they are still humans, so they will not punish you just because you have written an email for them.  

How Do You Communicate With Your Professor?

First of all, you should begin your email letter with the salutation. Meaning, you will have to write “Dear” or “Hello.” Follow these words by the last name of your professor. Provide them with context. Make sure the letter is short and easy-to-read. Sign off a letter. Utilize a clear subject line. Be professional when you are writing the letter and make sure there are no grammar mistakes. The last but not least step is to send it from your university email address. Keep the communication formal when you are writing a letter to your professor for them to feel that you respect them. Proofread each letter you are planning to send to your professor.   

How Do You Write a Professional Email to a Teacher?

First of all, you should utilize formal greetings. Then, you will have to utilize formal closing lines. Add the name of the teacher to greetings. Double-check your spelling and punctuation. Utilize formal titles. Then, you are supposed to create a letter in Microsoft Word, but not just in the email program. Give your instructor a specific context. Be grateful to your teacher. Make sure your letter is clear and concise, and proofread it. 

How Do You Email a Professor About Your Grade?

Initially, you will have to briefly describe the reason why you are writing this email to them. As soon as possible, get up to the point to your specific concern. So your professor will comprehend your concern. Then, they are supposed to give some feedback within a specific period of time. For instance, you might state: “I am writing a letter to you concerning the grade I received for my term paper.” Make sure your letter does not contain grammar mistakes. Keep it brief and concise. It is recommended to proofread your letter as you finish writing it.


Composing the email must not be a great challenge if only you used the general recommendations mentioned above. The main thing to keep in mind is that this is one form of communication that, despite some formality requirements, is designed for maximum clarity and efficiency.