How To Write an Email To Professor

How-to-Email-a-Professor | How To Write an Email To Professor | Whether you want to ask about a research project or just say hello, writing an email to a professor can certainly be intimidating. Thus, here is a short and simple guide for you provided by Assignment help to write effective emails to your professors. 

1. Start off with a professional greeting 

Greet your professors using a ‘dear’ or a ‘hello.’ You can use ‘hi’ in case you had sent several emails before already but haven’t received a response. 

2. Use the right honorific title

  • This is where many students often tend to poke their professor’s sensitive ego unknowingly. 
  • Using the right honorific title shows that you respect your professor’s authority and position. 
  • If you have no idea what to write, address them as simply ‘Professor.’
  • You can refer to them as ‘Dr.’ in case the professor has a doctorate degree. 

3. Get your professor’s name right 

Never ever get your professor’s name wrong, especially when you are writing them an email. Do your homework about the professor and note down the spelling of her/his name. 

4. Follow the ritual of polite interest

  • It doesn’t hurt to say something like ‘I hope you are having a good day’ or ‘I hope you are enjoying today’s beautiful weather.’ 
  • Make this line come off like you genuinely meant it. 
  • Professors like it when you are polite and consider them as someone who has some kind of life. 

5. Remind them how they know you 

  • Your professors won’t be interested in your email if she isn’t able to figure out who the recipient is. 
  • This tip is important, especially if you are writing an email for the first time. 
  • Write down your name or the class that you think will help the professor know who you are. If there’s anything distinctive about you, write that down too so that your professors look upon you fondly. 

6. Reveal the reason purpose of your email

  • By this time, your professor knows the recipient and wants to know the real reason for your email. 
  • Without beating around the bush, state what you need from the professor. 
  • Don’t be rude while you write the reason. 
  • Making a bunch of excuses or exaggerating the details isn’t required. 


“I was hoping if we meet to discuss my research project X. Kindly let me know the right time for that.”

7. Do your homework

This is your chance to prove what a wonderful person you are. 

Let’s say you want to clarify some queries over the email. First, check out class notes to see if the question has already been answered or not. 

Contact the professor only if you need helpful information that isn’t available anywhere else. 

8. Restate your request once again politely 

Restate your request politely in case you are looking for an answer to a question. 

You can ask something like this:

‘I would really appreciate it if you could let me know at your earliest convenience.’

It shows that the matter is urgent, but you aren’t pushing your professors to the point of annoyance. 

9. Finally, sign off 

  • ‘Thank you’ is the simplest way to sign off. 
  • Other words include ‘All the best’ or ‘sincerely’ that act as some form of ‘’thanks.