Updated on December 14, 2023

  • 8 min
  • 32

How to write an email to a professor

How to write an email to a professor

There’s a certain formality that comes with how to write an email to a professor. You aren’t dealing with a high-paying job interview, but a certain approach can go a long way with the right professor. Many people stress over certain nuances and requirements in their writing, as they want their message to leave a positive impression. This article will cover how to write emails to professors, alongside a handful of do's and don'ts you should always remember. On top of that, we'll also go over how AImReply can help you craft the perfect email.

Icon Communication
Transform Your Communication

Harness the power of AI with AImReply and convey your thoughts flawlessly in every email.

How to write an email to a professor with examples | AImReply

For some students, emailing their professors can be stressful at every turn. Many worry about saying the wrong thing, which can lead to wasted time and stress. Thankfully, there's plenty of advice from the experts, which means you have all the support you'll ever need.

To get started, we’re going to look at a few templates that’ll help you learn how to write emails to professors. Of course, it’s more than just a single method, as some examples are bound to be effective with some professors compared to others.

How to write an email to a professor with examples | AImReply

Templates for Inspiration

What makes writing emails so challenging for people is the starting point. Overthinking the beginning and direction of your message only makes the rest of the steps even more difficult.

By working with a few templates, you can use them as a base for your own message while keeping it personalized to the necessary tone and context. You can use these near verbatim or give them a special twist that resonates more with your personal voice.

How to write an email to a professor with examples | AImReply
1. Formalities first

If you aren’t sure how to write an email to professors, it's best to assume you should stick with a formal tone. This will always work with a professor, even if it lacks some of your own personality. Using this template is a safe bet if you're unsure about how you should approach your professor via email.

Dear [professor’s name]

My name is [your name], and I’m currently a student in your class [class name]. I’m reaching out as I had a question that I wanted some insight on, and I thought you could help. [Insert question here].

Any time you spend on this would be greatly appreciated, and my apologies for any inconvenience. I look forward to your response! Thank you.

All the best,
[your name]

This approach covers your needs while being careful about what you're asking for. Even if it's a question, it's important not to make your message sound demanding, as if your inquiry is a requirement.

How to write an email to a professor with examples | AImReply
2. When you need an excuse

The reality is that no student is perfect, and sometimes excuses are needed to get through the day. Although excuses aren’t necessarily encouraged, they can be helpful in giving yourself a little extra wiggle room with deadlines. If you need to send an effective excuse to your professor, consider implementing the following template.

Dear [professor’s name],

This is [your name], and I'm a part of your [insert class name]. First and foremost, I apologize that I was unable to [insert what you need an excuse for]. There were a few personal circumstances that were out of my hands at the time, and I simply couldn't meet the deadline.

Not only will this not happen again, but I’ll make sure to communicate better moving forward. I appreciate your understanding.

All the best,
[your name]

This message offers all the sincerity you need without going over the top like you’re writing a monologue. Short and sweet is best for these types of emails.

How to write an email to a professor with examples | AImReply
3. Do you need an extension?

Even the best students miss deadlines every once in a while. One way you can save yourself if you’re behind on work is to ask your professor for an extension. If you want this to go your way, then you’ll need to know how to write an email to professors. The template below acts as a practical blueprint for when you need to ask your professor for an extension.

Dear [professor’s name],

This is [your name], and I’m a part of your class [insert class name]. We have [insert assignment] that’s due in a few days, and I honestly don’t believe I’ll be able to get it finished on time.

I'm sending this email to inquire if it would be possible to get a small extension on this assignment. This request won't become a trend by any means; I just need a little more time on this one. Please let me know if you have any questions or concerns. Thank you.

All the best,
[your name]

With what you're asking, your best bet is to remain sincere and to the point. There's no need to beat around the bush or makeup excuses; just be direct and ask for what you need. You just have to be hopeful your professor is feeling generous in this situation.

How to write an email to a professor with examples | AImReply

Tips and Tricks

Aside from the templates above, you should keep several tips and tricks in your back pocket whenever you need to write this email. Knowing how to write emails to professors can put you in a positive light and save you unnecessary stress down the road.

Here are a few notes you should take with you:

  • Make sure to always refer to the professor by name at the beginning of your email
  • Introduce yourself; professors have a lot of names to remember
  • Always check your writing for grammar and spelling
  • Make use of a formal closing with every email, regardless of the context

Combining these points with the notes above will set you on the right path to an effective email. Learning how to write an email to assistant professors or the professors themselves should all come with the same tact.

Being yourself is okay, but you shouldn't ever drop that sense of professionalism. If you find the whole process extremely taxing, then you might find our tool, AImReply, quite useful.

How to write an email to a professor with examples | AImReply

What is AImReply?

Using the power of artificial intelligence, AImReply is a tool that you can use to craft unique and personalized email responses. You can adapt the tool to your specified tone, style, length, and a variety of other parameters with a little input. What this does is save you time and the stress of sending emails to your professor, or anyone else for that matter.

It can also be held to uphold ongoing conversions without losing tone or context. Through tailored communication, you can send optimized and effective emails to your professor. The tool is available as a convenient Google Chrome extension, as well as through web or mobile version, which enables you to handle your inbox no matter where you are. What’s great is that it’s entirely free to be used. Make use of our free subscription and start using AImReply within minutes.

How to write an email to a professor with examples | AImReply

The bottom line

You may not be able to get around emailing your professor, but you don't have to do it alone. Using AImReply to your advantage can take the stress off the process while increasing your emails' effectiveness.

Taking advantage of the free subscription enables you to see what AImReply is capable of. AImReply is more than equipped to handle back-and-forth conversations with your professor.

  • Web version
  • Google Chrome Extension
  • Mobile version
More articles

January 22, 2024

  • 9 min
  • 33

Receiving a long-awaited job offer is a reason for celebration. It is the potential launch of a new chapter in one’s career, one filled with promise. However, when crafting an email to formally accept this new opportunity, it’s important that you take care.

January 16, 2024

  • 9 min
  • 19

Whether exploring job options or searching for a career direction during your summer break, internships can be crucial stepping stones. Handled well, they can provide either training opportunity or an opening to a future, career-directed job – or both. However, your internship email request..

January 09, 2024

  • 8 min
  • 22

Email remains a ubiquitous form of business and personal correspondence in the digital era. Yet crafting messages that make memorable impressions is an art with many moving parts from subject lines, to body text and even to how you say goodbye, depending on context.