how to email your professor

Emails are often considered a more informal mode of communication, but audience awareness remains an important consideration. Even though your email correspondence with your professor doesn't directly impact your grade, the messages you send -- whether written or non-verbal -- make an impression. Forming good communication habits now will serve you well beyond the scope of this course and your college career. The suggestions below should help you maintain a necessary level of professionalism.*



The format:
Regardless of what email platform you use, please pay attention to the way your message looks. A poorly formatted email with distracting colors and added graphics will detract from your credibility.

• Include a brief, specific subject line. Do not simply respond to a message sent from the professor at the beginning of the semester; instead, make sure that your subject line adequately expresses the topic of your message.
• Include a formal salutation such as "Dear Professor ___" or "Dear Dr, ___." Do not assume that female professors go by the title of Mrs. When in doubt, use Ms.
• Within the first line or two, identify yourself by indicating the class and meeting time for your section. You do not need to include a phrase that states "Hello, my name is..." because this information will be in your signature.
• Pay attention to paragraphs. Indentations are not necessary in email messages, but if you do have multiple paragraphs, it's customary to  use block formatting, which means that you skip lines between paragraphs or elements of the message.
• Use a closing element, like "Thank you," at the end of your message.
• Include a signature element, even when sending messages from your smartphone or other handheld device. This can be as simple as your name, but it helps your professor identify you quickly.

The process:
You probably don't consider writing an email as something that requires multiple steps, but when sending an important message or communicating with someone you're trying to make a good impression on, it's a good idea to write and revise before sending.

• Use your UNG account.
• Be concise and specific in your message. Get to the point quickly without rambling.
• State your problem or issue
• Question what is relevant about that problem or issue
• Justify your need for an answer
• Request a response, if needed
• Save a draft of the message before you send it. Work on something else; then return to the draft and read through it again.
• Check the sentences. They should be complete.
• Check the spelling.
• Check the grammar, including punctuation and capitalization. All should abide by the standard rules of written American English.

Reasons to email your professor:

• To thank her for assistance during office hours or with a particular question
• To convey something interesting relating to class discussion
• To request an appointment outside of office hours
• To notify her of an upcoming absence
• To ask a specific question about an assignment
• To apologize for something rude you might have done in class

Other matters:

• Pay attention to grammar. Yes, this is worth repeating.
• Use an appropriately formal tone, which is similar to what you'd use in an academic essay. Avoid cliches and conversational phrases.

*Modified from the course blog of Dr. M. Horton.