Mastering professional communication is something that takes practice! Here are some tips for how to email professors or bosses and sound like you know what you’re doing:
Do’s
- Use a Clear and Relevant Subject Line: Make it easy for your professor to understand the purpose of your email at a glance. Always include the course name or number as well, since they might be teaching multiple courses at the same time. Examples: “Personal Finance: Question about Homework Assignment” or “Chem 1110: Lab Meeting Request”
- Greet Formally: Address your professor with their appropriate title and last name (e.g., “Dear Dr. Smith” or “Hello Professor Johnson”). Using formal greetings sets a respectful tone.
- Be Concise and Specific: Professors are busy, so get to the point of your email quickly. Clearly state your question or concern in a few sentences to make it easier for your professor to respond.
- Proofread Your Email: Doing a quick read-through for spelling and grammar to make sure that names are spelled correctly and you’re using the correct “your” can go a long way. Spelling is hard sometimes, Grammarly helps.
- Be Polite and Professional: Always be courteous and thank your professor for their time and assistance. This helps build a positive relationship and shows appreciation.

Don’ts
- Don’t Use Informal Language: Emails to professors are not like text messages to friends. Avoid slang, emojis, or overly casual language.
- Don’t Overlook the Importance of Proper Formatting: No one wants to see an email that looks like you just rewrote Harry Potter. Use paragraphs or bullet points to break up information and make your email easier to read.
- Don’t Expect Immediate Responses: Professors are people with lives outside of class, too. Be patient and allow a reasonable amount of time for a reply before sending a follow-up email. A good rule of thumb is 24 hours during the week, 48 hours on the weekend.
- Don’t Write Without Context: If you’re referring to specific class material or previous communications, provide enough context so the professor understands exactly what you’re discussing.
- Don’t Email During Unreasonable Hours: Just because you’re up working at 2am, doesn’t mean your professor wants to receive your email at 2am. Schedule the email to be sent during business hours to be courteous of your professor’s time.
Following these guidelines will help ensure your email is well-received by your professor and you get the best, most helpful response. Happy emailing!
-Bea Amsalu, Graduate Assistant
References:
https://www.linkedin.com/learning/tips-for-writing-business-emails/email-an-extension-of-your-brand