7 Common Mistakes Students Make When Emailing Professors
During your college career, there may be times when you’ll need to reach your professor via email. Here are seven common mistakes to avoid when doing so.
Whether you’re learning remotely or need to ask questions after class hours, there will inevitably come a time when you need to email a professor. And as a college student working toward your degree, it’s vital to show intellect, common sense, and courtesy in those emails.
But not all college students do that.
Want to learn how to write better, insightful, and more effective emails to your professors?
Here are seven mistakes that college students should avoid when emailing professors.
Being Too Informal
As friendly as you may be with your instructors, they are not your friends. Instead, think of your college education as your job and your professor as your boss.
When writing emails to professors, steer clear of emojis and emoticons. Don’t overuse exclamation points. Don’t write in a tone that’s overly friendly or filled with slang words. DO NOT USE ALL CAPS.
Emails to professors don’t need to be formal, but they shouldn’t be informal either. The trick is to find a middle ground and create emails that are conversational yet professional and respectful at the same time.
Not Proofreading
Never send an email with typos and grammatical errors. Always take the time to proofread your message — twice if need be — and check for misplaced commas and misspelled (or missing) words.
Why is this so important?
Because not taking the time to proofread demonstrates one of two things:
That you don’t pay attention to detail or that you don’t have a grasp of proper grammar.
Neither are things you want to convey to a professor!
Being Too Wordy
Your professors are busy people. Besides teaching and grading, they also have personal lives, hobbies, and families of their own. If you want to develop good communication with a professor through email, keep your emails as short as possible.
When crafting a message, don’t include anything that’s not absolutely necessary. Don’t write paragraphs explaining why you missed a deadline or why you’re asking for an extension. Instead, keep it short and sweet and get to the point within the first line or two of your email.
It’s also important not to include too many requests or ask too many questions in one email. A busy professor is more likely to respond quickly to an email with one or two questions than one with a dozen different comments and requests. The more you ask for in your email, the longer it may take to get a response.
Keeping word count to a minimum is important, but one thing you do want to include is a subject line. A clear and concise subject line will give your professor a glimpse into what the email is all about. It can also help them decide if they need to read it right away or if it can wait.
Asking Questions That You Can Find the Answers to Elsewhere
Have a question about a due date? Need confirmation of the requirements for your next paper, project, or presentation?
Never email a professor to ask a question that you can find the answer to somewhere else.
Before asking questions, check your syllabus or the web page for your class or school. The answer to your question may be readily available.
It’s also a good idea to check with a few other students in the class. Someone else may have already asked the question and already have the answer you’re looking for.
Not Telling Them Who You Are
Depending on your school and course of study, your professor may teach hundreds of different students each semester. So don’t assume that your professor knows your name.
When emailing a professor, be sure to state your first and last name as well as the course you’re inquiring about. If your professor teaches the same course to multiple sets of students at the same time, clarify the day and time of the class as well.
Making a Request in the First Sentence
It’s essential to keep your emails brief and to the point. But that doesn’t mean you should jump right in with “can I get an extension,” “can you change my grade,” or “will you write me a recommendation letter?”
Never start an email by requesting a favor in the first sentence. Instead, start with a short and considerate greeting, then segue into what it is you’re asking for.
When making a specific request, give only as much information as you need to make a case for your argument.
If it’s a recommendation letter you need, state who it will be going to, such as a graduate school admissions director or a prospective employer. When asking for an extension on a project or the opportunity to postpone or retake an exam, make sure you have a legitimate reason for doing so!
Not Thanking Them for Their Time and Attention
Every email that you send to a professor should be respectful and considerate. And that means you need to thank them for taking the time to read your email.
This is simply common courtesy, and it’s something to keep in mind going forward as you begin your career. A simple thank you goes a long way when emailing a boss, a supervisor, a potential employer, or anyone in a position of authority. Remember, your professors are busy, so a closing statement to thank them for the time shows that you appreciate their time and attention.
Conclusion
When you have to email one of your college professors, keep these tips in mind:
- Make sure your writing isn’t overly friendly or too informal
- Take the time to proofread for typos and grammatical mistakes
- Be clear, concise, and keep your words to a minimum
- Don’t ask questions that you can find the answers to elsewhere
- Include your full name and the name of the class or course of study
- Don’t begin your email by making a request or asking for a favor
- Thank them for taking the time to read your email
By avoiding common email mistakes that others make, you can set yourself apart and show that you’re striving to be one of the top students in the class.
[Author bio]
Adam Marshall is a freelance writer who specializes in all things apartment organization, real estate, and college advice. He currently works with Copper Beech Radford to help them with their online marketing.
