Writing Emails to Professors

One common question students often have is, “What is the proper way to write an email to a
professor?” Within this question lies several sub-questions; for example, “How do I begin the
email?”; “How can I communicate my message politely?”; “What is the proper way to ask for
something?” With these issues in mind, this reading provides instructions and tips for
communicating with your professors through email.

1. Subject line.
Always make sure that you write a concise (short), descriptive subject when sending an email.
This immediately tells the professor what the email is about.
Examples:
A. (submitting an assignment)
Subject: Assignment 3 submission

B. (requesting feedback for an assignment)

Subject: Request for Assignment 3 feedback

C. (explaining an absence from class)

Subject: Regarding absence from tomorrow’s class

2. Salutation.
Always open your emails with the polite salutation, “Dear Prof. <Surname>”
Example: If your professor’s name is Alvin Williams, you would open the email with:

Dear Prof. Williams,

(Prof. is short form for Professor).

Addressing your professors simply by name is considered rude. Avoid this.

Example: Dear Williams, (or Dear Alvin,)
3. The message: Get to the point
Opening with questions/statements such as “Did you have lunch today?” or “The weather is cold,
I hope you are careful of your health” is unnecessary. Most of your professors will be quite busy
and they will appreciate your email if you state your purpose (get to the point) directly.
Stating the purpose of your email can be done easily. The language you sue depends on the
purpose of your email.
Examples:
A. (a student who is asking to be excused from class).

Dear Prof. Williams,

I am writing to inform you that I cannot attend class this Wednesday because I must attend an
information session for my internship. May I please be excused from class this Wednesday? I
can bring proper documentation to your office.

B. (a student who is requesting feedback for an assignment on which he received a poor grade)
Dear Prof. Williams,

Would it be possible to receive further feedback for the assignment you gave back to us
yesterday? My grade was lower than I had hoped and I would greatly appreciate any further
feedback you could give me so I can improve on future assignments.

C. (a student submitting an assignment)

Dear Prof. Williams,

Attached is my submission for Assignment 3.

Avoid
- Avoid overly familiar or casual language such as “I want…” or “Give me…”. Remember to
write your requests as questions (i.e., Could I please receive further feedback for this
assignment) rather than as orders (Give me some feedback for this assignment/ I want more
feedback).
- The best way to effectively communicate with your professor is to use clear, polite language.
Phrases to avoid Polite alternatives
- I want you to… - Would it be possible to…?
(I want you to excuse me from class - Could you please…?
tomorrow)
(Would it be possible to excuse me from class
tomorrow?)
- Give me… - Could you please provide….?
(Give me one more day to finish this essay) - Could I please have…?
(Could I please have one more day to
complete this essay?)
I need your help - Would it be possible to get some help on
this?
- Could you please help me with….?
Thanks for… - Thank you for…
- I appreciate…

4. Details
Sometimes, you must provide further details in an email, either to explain the situation more
clearly, or provide support or reasons for your request. These details are usually given in a
second paragraph (after the opening).

5. Closing
Always close an email politely by including a closing and your name (you may also include your
student number).

Example:

Best regards,

Jinsu Kim
Example:

Sincerely,

Jinsu Kim

NOTE: You may also end with a polite statement, such as “Thank you for your time” or “I
appreciate your consideration”, depending on the context of your email. If you include a
statement like this, it goes before your closing. Do not close with “Thank you for reading”. It is
not a typically closing line.

Example:
I appreciate your consideration.

Best regards,

Jinsu Kim

- SEE EXAMPLE BELOW-

TO: williamsa@kmu.ac.kr
FROM: jinsu.kim@kmu.ac.kr
SUBJECT: Request for further feedback on Assignment 3

Dear Prof. Williams,

Would it be possible to receive further feedback for the assignment you gave back to us
yesterday? My grade was lower than I had hoped and I would greatly appreciate any further
feedback you could give me so I can improve on future assignments.
I am most worried about Question 1. I thought that I understood the concept clearly, but my
grade on that question indicates that I may still have some trouble with the concept.
I can come by your office during your office hours tomorrow or at another time that is
convenient for you.
I greatly appreciate any further feedback you can give me.

Best regards,

Jinsu Kim