Email Etiquette: How to Address Your Professors [With Samples]

However, there are special cases, such as teaching assistants, laboratory assistants, and other faculty members, who may be referred to as Mr. or Doctor.

The general rule is to use the most prestigious title. Here are the academic titles ranked from most prestigious to least prestigious:

1. Anyone holding the rank of professor (associate or assistant professors, visiting professors, emeritus professors, etc.) may be addressed as “Professor” or “Professor + Surname.”
2. Non-professors who hold a doctorate (teaching assistant, lab assistant, or other faculty members) may be addressed as “Doctor” or “Doctor + Surname”
3. Teaching assistants or lab assistants who do not have a Ph.D. may be addressed as Mr., Ms., or Mrs.
4. Some professors prefer to be called by their first names, but others do not like this. Never do this unless they explicitly invite you to do so. If you are totally at a loss about what to call a professor, it is better to be overly polite than overly familiar.

Now that you know how to use the appropriate title when writing emails to your professors let me show you some examples.

How to Format Your Email

In many ways, writing to a professor is no different from writing a business letter.

You should format your email with:

1. Address your professor: “Dear Professor + Last name” or “Dear Dr. + Last name.”
2. Write your message: make sure it is easy to understand and do not go into unnecessary details.
3. End your mail with your signature: “Sincerely + Your name and last name.”

Below are two email examples that you can use as inspiration.

Example 1: How to Address Your Professors When Writing an Email for a Research Opportunity

The first example is an email sample to apply for a research opportunity.

When asking for a research opportunity, do not forget to mention your interest in the research group, explain why research is important for your goals, and ask to schedule a meeting.

Dear Professor Jones,

I hope this email finds you well. I am a second-year student at university majoring in mathematics. I would appreciate the chance to talk with you about your research in applied statistics and about possible undergraduate opportunities in your lab.

My interest in applied statistics, confirmed my intention to develop my research skills in this field. We could schedule an appointment or I can drop by your office hours on day and time.

I have attached my resume and unofficial transcript. Please let me know if there is any other information I can provide. I look forward to talking to you soon.

Sincerely, >

>

Do not forget to attach your transcript to the email. If you want to learn more about how to craft such emails, I recommend this article: How to Email a Professor About Research Opportunities.

Example 2: How to Address Your Professor When Writing an Excuse of Absence Letter

Sometimes, laboratory assistants or even professors prepare materials for laboratory sessions.

If you can not come, it is good manners to send an email before attending a laboratory session. Below is an example of an excuse of absence letter:

Dear Professor Jones,

I will be unable to attend Chemisitry laboratory session tomorrow (Wednesday, August 30) due to recent illness. The syllabus indicates that your office hours are between 1:00-3:00pm on Friday. Would you be available in your office this Friday so I can receive the lab assignment and ask for clarification on the material presented in class? I appreciate your time and look forward to speaking with you soon.

Sincerely, >

>

Use the Proper Email Etiquette

There are guidelines students should follow to write an excellent email:

• Write a descriptive and clear subject line. Professors receive hundreds of emails a week. It is crucial to write a subject line containing the course name and a brief explanation of your motives. For example, “Analysis 3: Request for meeting” or “Algebra 2: The homework can’t be solved.”
• Use your university email address. It looks more professional, and you are less likely to end up in the spam folder. If you do not have a university email address, follow these guidelines to create a professional email account.
• Do not waste your professors’ time. Make sure it is appropriate to email your professors. If you have problems with your homework, you can usually contact the teaching assistants or ask during office hours.
• Check your spelling and grammar before sending your email.

The Bottom Line

You should treat electronic communication the same way you would a written letter.

When writing to your professors, remember to use proper grammar, a formal salutation, and the professor’s title.

Listen well during the introduction class. Your professors will tell you how they want to be addressed.

If you want to learn more about when it is appropriate to write to your professors, I recommend this article about the different activities of college professors. It will give you an idea of their role within the university.

Some requests (such as an email to miss a class or drop out of a course) might be better addressed by teaching assistants, laboratory assistants, faculty members, and faculty staff.

About The Author

Nathan Brunner is a labor market expert.

He is the owner of Salarship, a job board where less-skilled candidates can find accessible employment opportunities.