How to email a professor: step-by-step guide with examples
Students! Heading back to school? In 2025, with the prevalence of hybrid learning and online platforms, knowing how to email your professors is more important than ever! Not sure where to start? We’ve got you covered.
Writing emails to professors doesn’t have to be intimidating. And to make it even easier, we’ve created practical email samples to help you nail that email to your professor. Don’t be nervous; sending an email to a professor is a true student rite of passage.This guide is all you need to email your professor like a pro!By Montanna – Reading time: 3 min.
Before getting started on your email to the professor, you have to ask yourself: “Is this really email-worthy?” If it’s something that can be easily brought up in class, like a confusing chapter or a question many students might share, it’s usually best to save it for a class discussion.
But if it’s a personal matter, then an email is the right way to go. Here are a few examples of email-worthy topics:
Requesting a letter of recommendation
Notifying your professor about an absence
Asking for course materials, slides, or resources
Scheduling a meeting or office hours appointment
Following up if you haven’t received a response after a reasonable time
Now that you have determined that this is indeed an email-worthy inquiry, let’s begin with the basics. Writing an email to your professor isn’t all that different from writing any other professional email. The key is to be clear, polite, and respectful of their time. There are a few elements you’ll always want to include:
Put these together, and you’ll have a message that’s easy for your professor to read. For more tips, here are two more guides to help in your email writing journey:
In an email to a professor or teacher, you always want to maintain a professional and polite tone. As we’ve mentioned in the previous section, it’s crucial that you start your email with a professional greeting. This means an appropriate salutation and title for your professor. If your professor is a doctor, don’t forget to address them appropriately. This could look something like:
“Dear Professor [last name]”
“Hello Dr. [last name]”
Follow this up with a brief introduction stating your full name, which course you’re in, and the reason for your email. This helps your professor place you right away and understand your request without having to dig for context.
Just as it’s important to start your email professionally, it’s equally important to close it politely. A strong ending shows respect for your professor’s time and leaves a positive impression. Here are some steps to follow when closing your email:
1. Show gratitude. A simple thank-you line goes a long way.
“Thank you for your time and assistance.”
“I appreciate your help with this matter.”
2. Choose a professional sign-off. Keep it formal, even if you have a good rapport with your professor.
Best regards,
Sincerely,
Kind regards,
3. Include your full name. This helps your professor quickly identify you, especially if your email address doesn’t contain your name.
Since you’re filled in on all the basics of writing an email to your professor, here are a few more tips to make sure your email is well-received and achieves its purpose.
DO be concise. Your professor is probably very busy, so be respectful of their time and get to the point quickly.
DON’T use slang or emojis. Regardless of how laid back your professor might be, remain respectful and professional.
DO use a clear subject line. The subject line is the first thing your professor will see in their already overflowing inbox, so make it short and specific.
DON’T use an unprofessional email address. Nothing undermines your request faster than emailing your professor from ImABarbieGirl123@mail.com. Use your school email, or better yet, set up your own professional address you can keep for the long run. See our guide on: How to get a student email address.
DO proofread before sending. A quick read-through helps you catch typos or unclear phrasing and avoid leaving a poor impression.
DON’T expect instant replies. Professors are busy, so give them time to respond. If you don’t get a reply within a reasonable time, send a short, polite reminder.
Pro tip
If your email contains a request that requires input from your professor, like a recommendation letter, it is good to attach everything your professor would need for your request. Attach your resume or CV to the email, a letter of motivation, and/or your interests. It would also be helpful to send any necessary links that provide further information for your request. The idea is to provide the professor with as much information as they need to write a shining recommendation letter. (For more on this, check out our guide on how to ask for a reference.)
Let’s get to the nitty-gritty. There are many different scenarios for writing an email to a professor:
Clarify an assignment
Subject: Inquiry about Assignment Guidelines for [Course Name]
Dear Professor [Last Name],
I hope this email finds you well. I'm currently enrolled in your [Course Name] class and have a question regarding the assignment guidelines for the upcoming [Assignment Name]. I've reviewed the instructions, but I'm seeking some clarification on [specific aspect you're confused about]. Could you please provide more details or examples to help me better understand what is expected?
Thank you for your time and assistance.
Best regards,
[Your Name]
[Your Student ID]
Notify of absence and request materials
Subject: Absence Notification and Request for Lecture Materials
Dear Dr. [Last Name],
I hope this email finds you well. Unfortunately, due to unforeseen circumstances, I won't be able to attend [Course Name] on [Date]. I understand the importance of the material covered during this time and would appreciate it if you could provide me with any lecture notes, slides, or other materials from the class.
Thank you for your understanding.
Best regards,
[Your Name]
[Your Class/Section]
Email asking for a recommendation letter
Subject: Request for Recommendation Letter - [Your Name]
Dear Professor [Last Name],
I hope this email finds you in good health. I have thoroughly enjoyed your [Course Name] class and have greatly appreciated your insights into [relevant subject matter]. I am currently in the process of applying for [scholarship/program/internship/job], and I was wondering if you would be willing to write me a letter of recommendation based on my performance in your class. I have attached a letter of motivation for this [scholarship/program/internship/job] to give you further insights.
If you are able to provide a positive recommendation, I would be happy to provide any additional information you may need.
Thank you for your time and consideration.
Best regards,
[Your Name]
[Your Contact Information]
Request a meeting
Subject: Request for Meeting to Discuss [Course Topic]
Dear Dr. [Last Name],
I hope you're doing well. I'm beginning the process of writing my dissertation for [Degree Program] and have some questions about the recent lectures on [Dissertation Topic]. I would greatly appreciate the opportunity to meet with you to discuss these matters in more detail. Are you available for a brief meeting during your office hours or at a time that suits you next week? I have attached my dissertation abstract for context.
Thank you for your consideration.
Sincerely,
[Your Name]
[Your Class]
Bonus: Write a follow-up email
Professors and teachers have one of the most demanding and busy occupations. It is the case that sometimes an email might slip through the cracks. There is no shame, and it won’t hurt to send a follow-up email if you did not receive a response after.
Subject: Follow-Up: [Subject of Previous Email]
Dear Professor [Last Name],
I hope this email finds you well. I understand that you might have a busy schedule, and I wanted to kindly follow up on the email I sent on [Date of First Email] regarding [Subject of First Email].
I'm still very interested in [briefly restate the purpose of your initial email, e.g., discussing a particular topic, seeking guidance, etc.]. I value your insights and expertise, and I believe your input would be extremely helpful to me.
If you could spare a moment to reply, I would greatly appreciate it. Your guidance is important to me as I [explain why their input is crucial, e.g., work on an assignment, plan my studies, etc.].
Thank you for your time, and I look forward to hearing from you.
Best regards,
[Your Name]
[Your Contact Information]
Before you go off sending emails to your professors, let us know what you think about this article below! And if you haven’t already, set up your free professional email account with mail.com today.
This article first appeared on August 28, 2023, and was updated on September 1, 2025.
