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A Guide on How to Effectively Communicate With Your Professors


Sending an email to a professor can be intimidating, not only for first-year students, but for anyone! Professors are here to help you and want you to succeed, but how you write an email can help you stand out to them. Here are some suggestions for sending emails to professors.  

Address professors in a respectful, formal tone. 

  • “Dear Professor/Dr. _____” 
    • As you get to know your professors, you can take a more conversational approach, but when first emailing, it is always best to address them in a respectful, formal manner.
    • If you’re unsure if a professor has a Ph.D., it is always best to refer to them as ‘Professor.’ You can always double-check this information on the professor’s department website too. 

If they don’t respond, don’t panic. Send a follow-up email!

  • “I wanted to follow-up to see if there are updates from the email I sent on (date)”
    • Professors receive many emails on a daily basis. You should not take it personally if they don’t respond immediately to a request. 
    • It is best to wait 2-3 days, then send a follow-up email or ask them your question in person.  

What to Say to Your Professors When...

You want to schedule a meeting:

  • “I was hoping to chat with you for about a half hour regarding _____, does that work for you?”
  • “I am interested in pursuing a major/career in _____. Would you be able to share your experiences with me?”
  • “I read your _____ and I’d like to know more about this topic. Would you have time to discuss this?”
    • Suggest a time frame if the professor does not already have one
    • Be sure to arrive about 5 minutes early
    • Create a checklist of topics you wish to discuss. This shows that you came prepared and gives the professor a more specific idea of what the meeting is about.

You need additional help:

  • “I would like to improve my overall grade, but I am struggling with the material. What are the best ways to succeed in this class?”
  • “Do you have any suggestions as to what I can do to improve?”
  • “I am struggling with (a specific topic discussed in class), could we please meet during your office hours?”
    • Emphasize what you are currently doing to understand the material (joining a tutoring group, reviewing notes, reading supplemental information, etc.) so the professor knows you are actively making an effort.

You are concerned about grades:

  • “I am concerned about the grade I received on the paper/test/assignment, do you have time to discuss where I can improve?”
    • Grades can be difficult to talk about, especially when you feel you’ve received a grade you did not deserve. However, approaching this matter in a nonaccusatory/nondefensive manner will show your professor that you care about your performance as a student, rather than placing the blame on them.