Follow these tips when emailing a professor so that your message is respectful and professional.
Format of an Email
TO: Use the email provided on the syllabus
FROM: You MUST use your WSU email address
SUBJECT: Use the class title and add something to indicate what the email is about
GREETING: Dear Professor X
FIRST PARAGRAPH: State your name and which class you are in. Professors teach multiple classes and sometimes multiple sections, so including specific information is helpful.
SECOND PARAGRAPH: Next, state your purpose for writing. If it is a particular assignment that you have a question about, be sure to reference the formal name of the assignment, project, reading, or paper. It’s important to include context to avoid any confusion. Then ask your question or state your concern. Give them the details they need but keep it short and to the point. Your professor is a great resource, but they are also busy, so use their time (and your own) effectively.
CLOSING: Close the email politely and thank them for their time.
Tips for Addressing Your Professor
- If your professor has a PhD or other doctorate, address them as “Dr.”
- “Professor” is a job title, but it is also a role. For example, even if your instructor’s job title is not “assistant professor,” you can call them “professor” because they are teaching the class.
- Avoid using “Miss” or “Mrs.” or “Ms.” unless your instructor/professor has explicitly told you to address them in this way. These are old-fashioned and are tied to marital status rather than professional status.
- Avoid using someone’s first name unless they’ve told you it’s OK. Some professors are fine with this, but others prefer a more formal address.
- If you’re unsure of how to address someone, use “professor” first, but then ask them how they want to be addressed.
Example Email
TO: k.smith@wsu.edu
FROM: butch.cougar@wsu.edu
SUBJECT: Communications 101, Section 3, question about paper 2
Dear Professor Smith,
My name is Butch Cougar, and I am a student in your Communications 101 class, section 3.
I have a question about paper 2 on sociological imagination. The prompt states that I must use two quotations in each paragraph. Do these have to be from two different sources, or can I quote the same source twice in one paragraph if it’s relevant?
Thank you for your time,
Butch T. Cougar butch.cougar@wsu.edu