Emailing Faculty

When you communicate with a faculty member, you are also sending messages about who you are. Make a positive impression by communicating thoughtfully. Be courteous. Err on the side of formality. State your request clearly, but be concise.

Below are a few examples of effective and not-so-effective emails to faculty.

Asking to meet for questions about a class

Effective

Subject: Question about [Specific Class Topic/Homework Assignment/Reading]

Dear [Professor/Dr.] [Professor’s last name],

My name is [your name]; I am in your [class title] class. I am having trouble understanding [specific class topic/homework assignment/reading]. Unfortunately, I have a regular conflict with your office hours, but would greatly appreciate some guidance on this. Would it be possible to set up a time to meet with you, at your convenience? I am available [dates and times during the week during which you are available].

Thank you,

[Your name]

Not so effective

Subject: Hi

Hey [Mr./Ms.] [Professor’s name],

I was wondering if I could meet with you. I’m having trouble understanding the readings from your class and need a good grade. Can I come by?

Thanks,

[Your Name]

Asking to meet for a recommendation letter

Effective

Subject: Recommendation Question

Dear [Professor/Dr.] [Professor’s last name],

My name is [your name]; I am in your [class title] class. I am enjoying the class so far, especially [aspect of class you enjoy].

I am applying for [job/school/scholarship/etc.], and since I enjoy your class and would like to continue in this field, I would greatly appreciate meeting with you at your convenience to discuss the possibility of receiving a letter of recommendation from you. Unfortunately, I have class during your office hours, so I am wondering if we could meet at another time. The letter is due in [length of time at least 3 weeks from email date]. Would it be possible for us to meet? I am available [dates and times during the week during which you are available].

I have attached my resume for your convenience, if you would like to see it.

Thank you,

[Your name]

Not so effective

Subject: Can I Have a Letter of Recommendation?

Hey [Mr./Ms.] [Professor’s name],

I was wondering if I could get a letter of recommendation from you. I’m applying for [job/school/scholarship/etc.], and it’s due next week. Please let me know if you can do this.

Thanks,

[Your name]

Asking to meet for a general conversation

Effective

Subject: Informational Meeting

Dear [Professor/Dr.] [Professor’s last name],

My name is [your name]; I am in your [class title] class. I would greatly appreciate the chance to meet and speak with you about [topic you are interested in—professor’s research, career path, etc.], as I [am interested in the topic/am looking to potentially pursue this line of work/have a background in the topic/etc.]. Would it be best for me to come in during your regular office hours, or would you be available to meet for a one-on-one appointment? I am available [dates and times during which you are available].

Thank you,

[Your name]

Not So Effective

Subject: Meet Up?

Hey [Mr./Ms.] [Professor’s name],

I was hoping we could meet up to chat about your work. Are you free next week?

Thanks,

[Your name]