How to Email Your College Professor
Your test did not go well. You studied for 6 hours and you got a D-. Yikes! What are you doing wrong? Who do you talk to about this? Your roommate is nice but is in an entirely different major. What should you do?
The answer is in the title of this article: contact your college professor! You may feel awkward about initiating a conversation but remember your teachers do want you to succeed. They won’t know you need help, however, unless you tell them.
I’ve mentioned this before, but I taught college freshmen for two years. I liked helping students, but I found that many students struggled to communicate properly with their professors. So, let me give you the inside information on how to contact your college professor.
1. How not to contact your professor
Knowing when to contact your college professor is important! But if you don’t also know how to contact your teacher, you will frustrate your professor (which will not help your grade).
As a general rule, college teachers do not like being contacted over social media, through poorly worded emails, outside of school or much later than a scheduled appointment.
Your teachers like helping you at school, but when they’re at home they prefer you don’t contact them over Instagram, Facebook or text. They don’t dislike you as a person. They just would prefer to talk within school hours or at a previously scheduled appointment.
Side note: Some professors are the exception to this. They have no problem with you contacting them over text or social media. But do not assume they’re fine with this unless they tell you! Not following the guidelines for contacting your professors can actually show a lack of respect or laziness. So, please do not contact them in a way they dislike.
Imagine if the tables were turned. Would you really want your professor texting or direct-messaging you? Would you like it if your teacher came up to you at Walmart to ask for your late assignments?
You might be catching that email is usually the best way to contact your college professor. But if you haven’t used email much, you might be worried.
In reality most college freshman have little experience with emailing before college. Your professors expect some of this. But do try to master the skill of emailing, because in internships and future jobs you will use email to communicate with coworkers and clients.
Here is a pretty typical example of an email your professor would not like to receive:
hey matt
i know i signed up to present my project today but i didnt get a chance to finish it. ill plan on presenting another day
steven
No capitalization, little punctuation, and no explanation—this is a nightmare! Don’t do this to your college professors. They don’t want you to call them by their first name. They can’t rearrange the class schedule for one student, because they have to stick to the syllabus.
Worse still, this email may cause a teacher to categorize you as a lazy student. (A college professor is not likely to put extra effort into helping a lazy student.) This email communicates little effort and a self-centered focus. This is not the way to earn your teacher’s good affections.
2. How to contact your college professor
Your college professors usually explains how they like to be contacted on the first day of class. Make a note of this. Circle it. Highlight it. They will also include their office hours. These are specific hours dedicated to helping students. If you can't make these hours, email your professors (if email is their preferred method of contact).
Send emails to your professors from your school email account. Do not use a random gmail account that you made in junior high. Begin your email by addressing a specific person with the correct title. Do not use a first name and be sure you address them by the correct title. For example, do not call your teacher Mr. Jones if he is in fact Dr. Jones.
When communicating your question or problem, keep it short and to the point. If you cannot clearly communicate it in 3 short paragraphs or less, think about scheduling a meeting with your professor.
End your email with an appropriate closing: best regards, sincerely, respectfully, etc. Then include your first and last name. Be sure to proofread your email before sending. Including a short phrase in the subject is also appropriate (e.g. Concerning my oral presentation in Com 101 at 1).
Here is a better version of an email to your college professor:
Dr. Brown,
I would like to use the projector for my Com 101 presentation next Wednesday at 1. Would you prefer that I use my laptop or put the file on a thumb drive?
Respectfully,
Steven Green
This is short, straightforward and very clear. Notice it includes the specific course and class time. This is helpful to a professor who teaches multiple sections of the same class.
Also notice the tone of the email. It’s not demanding or rude in any way. Showing appreciation for your teacher’s time and help goes a long way. Remember, you want your teacher to like you.
Being considerate and thoughtful of your college professors does not only help your reputation but also your grades. Students that show a lack of respect, a demanding attitude or laziness do not encourage their teachers to help them. Courtesy and kindness go a long way, even if they’re in an email.
