Emailing a professor for whatever reason is stressful, but doing so to win what you want is highly nerve-wracking. A well-crafted email to your professor will open the right doors to incredible opportunities, advice, and favors. So, how do you write a convening email the right way? This guide will provide all the tips and steps to write a killer email that gets your professor to do whatever you want.
First, take time to understand why you are writing the email. Do you need advice about the course you are taking? Are you looking for mentorship opportunities? Are you seeking feedback on your manuscript?
Ensure that there is a real need to email the professor. For instance, If you need clarification about an assignment, deadline, or word count, you could ask your classmates instead. Remember that professors are busy professionals who spend time on only the most important and relevant things.
The correct email with a clear plan or goal will stand out and get the professor to take the time to read and respond to it.
Next, know more about your professor. Please learn more about their titles, backgrounds, and previous and current research to tailor your email correctly. If you have no idea where to begin, check the following:
Having the right information will help you personalize the message depending on the subject of the email.
The subject line is the first thing your professors will see when they open your email. This statement is an opportunity for you to stand out and show your professors why they should take the time to read your email. Thus, you must write a clear, concise, professional subject line that appears entirely in the inbox.
Some effective subject lines you can use include:
Do you notice how specific these subject lines are? That is what you should aim for. One glance at these, and your professor will know what your email is about and immediately read and respond depending on the urgency.
If you want the subject line to be more specific, consider also posing a question like, "Are you available in the coming days to discuss the research topic? Frame your question however you want as long as it is straight to the point.
Having a clear outline of how your email should be will make it easier not only to write but also for the professor to read. To structure your email the right way, ensure you include the following:
Structuring your email the right way will significantly impact how your message is perceived.
Salutations such as, Dear professor. Dear Dr, Good morning/afternoon, professor. It is proper to use when emailing your professor. Use the professor, then provide their last name. If your professor has a PhD (or MD): Dear Dr. [last name]. Failing to address the professor appropriately could offend them because it shows you don't respect them or their profession.
Ensure you use the professor's correct title, followed by their last name. Avoid using greetings such as hi or hey as they are considered to be informal. Aim to use a proper and respectful salutation to set the tone for your email.
Always double-check the titles and their names before hitting send. Once you have written the salutation, put a comma before writing the rest of the email.
If you are writing to a general university address and are unsure who will read your email, consider beginning with "to whom it may concern." It is polite and ensures your email gets a response even if the recipient is not your professor.
Let the professor know who you are by introducing yourself. This is important, especially if you dont know the professor or have recently enrolled in a large class with them. Even if you have interacted a couple of times, remind them who you are.
Professors interact with many people (both students and faculty), so it is essential to tell them your name, which course/class you are taking, your major, and the assignment details. The introduction should not be more than two sentences long.
Remember, professors teach multiple classes, so specifying which class you are in ensures they really know who you are.
Here is an example to guide you;
Good Morning, Professor Johnson,
My name is Lindsay Lohan, and I'm a student in (class/course name). I recently attended your lecture and found it extremely insightful. I'm writing to request a meet-up to discuss any available research opportunities in your lab.
Alternatively, you can begin with a dear or a hello instead of "hey" or "hi," which are considered informal. Keep in mind that this is a professional email, and you dont want to seem casual even if you have interacted with them many times.
Show your professor how committed you are to the reason for the email. For instance, if you are writing to ask for potential research opportunities, demonstrate your seriousness by providing an example of previous research you have been part of. Alternatively, you could share your passion for the course and attach your high grades to prove that your mind is in the game.
If this is about a research opportunity, explain why you are interested in the particular research. Mention whether the interest stems from a class you took that covered a topic you are passionate about or whether you wish to do similar research in the near future. The goal is to show initiative and how valuable you would be to the professor's research team. Consider also including links to any published works to bolster your credibility.
If you are requesting a deadline extension because of any emergencies you had, for instance, sickness, you could attach a doctor's note.
Let your professor know the progress you have made so far in your academics and professional life. This is especially important if you are writing to ask for opportunities to work with them. So include a short bio showing who you are, what your accomplishments so far are, and what previous jobs you have done.
Additionally, talk about how eager you are to begin working by providing your schedule. Share your research idea if you are looking for research opportunities. Consider also mentioning whether you have any previous experiences in research and provide an attachment as proof.
Therefore, if you have not created a resume and cover letter that highlight your qualifications and achievements, do so before emailing your professor.
Let your professor know when you will be available to meet up and discuss the opportunities you would like in greater detail. Typically, the professors would want to meet to discuss something as important as this. So, share details about your availability so your professors can plan their schedules.
Here is an example to help you:
My experience in biology research has shaped my interest and intention to seek new research opportunities to develop my skills. I understand you are busy, so maybe we could schedule a meet-up this week at your office during office hours at any time of your convenience.
If your email is about seeking a deadline extension, propose a new deadline that demonstrates your commitment to completing the assignment. Even though this decision rests with your professor, taking a proactive approach shows respect for their time and assignment requirements. Ensure this meet-up is during office hours because it shows you respect their time and professionalism.
Take note that there is no right way to set up a meet-up. Some professors prefer you tell them when you are available, while others prefer that you request a meeting and let them decide. Consider suggesting broader times that you are free; for instance, I will be available on Thursday from 12 pm.
End your email with an appropriate sign-off that makes your expectations or requests clear. This way, you can ensure the professor understands what you need or expect.
In addition, thank them for taking the time to read the email and consider your request regardless of the situation. Doing this creates a positive impression and maintains professionalism. So do this even if you are requesting an assignment extension deadline.
Finally, provide a polite salutation such as, best regards, sincerely followed by your full name and contact information. It is important to include your full name, especially if your email address does not have your name in it. This will help your professor locate you in the system.
Additionally, some professors would also appreciate information such as your current position, the degree you are pursuing, and the expected graduation date.
For example,
Thank you for taking the time to read and consider my request. I truly appreciate your contributions to the (course name). I appreciate your input and guidance on this particular issue and throughout the semester.
Sincerely,
Lindsay Lohan
Even though an email is not a class assignment, it is still important to edit it. Check your spelling, grammar, and sentence structure. Avoid awkward phrasing, slang, and abbreviations as they are not only inappropriate, but your professor may not understand what they mean.
Consider also passing your content through a grammar checker or asking a friend to proofread it so you can identify any errors you missed.
Follow these tips to ensure you email your professor the right way and win.
If you want your email to look professional and avoid landing in the spam folder, use the institution's email. It will also signal to your professor that you are one of their students, increasing their chances of reading and responding to the request.
If you are writing a lengthy email, consider dividing it into different paragraphs to make it easier to read. Use the essay format, where you divide the email into three sections: introduction, body, and conclusion.
The conclusion should summarize your message and remind readers of the main purpose of the writing.
Just because this is a formal email doesn't mean your message has to be boring. Consider saying something like, I hope you are enjoying this beautiful weather, I hope you had a relaxing weekend, etc. Including niceties signifies to your professor that you view them as human beings.
Faculty like it when you understand that they also have lives outside the classroom. But take note that this is not mandatory; use your judgment and ensure if you write them, it comes off as genuine. Please note that in some instances, it would be best to just go straight to the point instead of engaging in pleasantries. For instance, if you are in a medical emergency, there is no need for small talk as it won't seem genuine.
Gmail has great settings that you can use when sending your email. For instance, "undo send" will help you cancel an email that you sent, allowing you an opportunity to revise and edit it. "Boomerang for Gmail" allows you to write the email now, then send it later, and set reminders to follow up on them. Therefore, make use of these features to ensure you send a relevant email at the right time.
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Writing an email to your professor and winning whatever you want is never easy. But when you do it the right way, it will open many doors of opportunities and meaningful relationships. By following the above steps and tips, you can write an effective email that captures the attention of your professor and gets them to do whatever you want.
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