For many students, professors play a vital role, and many consider them to be their idols. Their vast knowledge, experience in the field, and high ethics and morals ensure that students idolise them and often want to incorporate these aspects into their lives. However, such high standards of professors also make some students want to keep a distance. They dread communication or feel hesitant about communicating properly with the professor, resulting in many failing to understand how to write an email to a professor. Also, the student’s attitude towards a certain subject is determined by personal communication and cooperation with the professor.

Given the circumstances, many students often get frustrated when they have to communicate with their professors. It is especially evident in the case when students have to communicate by email using formal written language.

Email is one such specific mode of communication. Writing an email means you will be asking for the full attention of your professor on a specific issue, and therefore, it is important to know how to write an email to a professor. Furthermore, since relaying an idea or a thought is important while writing an email to your professor, thoughts and ideas must be expressed using formal language.

Why should we learn how to write an email to a professor?
There are several reasons why a student has to learn how to write an email to a professor. We have discussed few possible scenarios which might require you to write an email to your professor. Check out the following situations.

Late submission:
Before writing such an email, try to inform yourself of the late submission policy of your college or university. It is important as knowing the policies will help you understand the various penalties associated with late submissions. Even if the policy is clearly stated, informing your professor through email is essential if you are getting late. Also, in some cases, students might face extreme emergencies that cannot be avoided, like funerals in a family, power outages, internet problems etc. You must inform your professor to ensure a more empathetic treatment which could also result in abolishing any penalties. But it is essential to keep in mind not to be dishonest about the circumstance, which can very easily sour the situation. Acknowledge your mistake and guilt rather than denying it. Below is an example of how to write an email to a professor for late submissions:

Recipient

A request of apology acceptance for late submission of assignment

Dear professor,

With great guilt, I write to you to inform you that I have missed the deadline to submit the project. The proposed deadline was three days ago, which I could not meet. I deeply regret my delay and would like to apologise for the same. I regret that I was not able to anticipate the time the project would require and did not foresee any challenges that it would pose. Thanks to being held up in the preparations of the cultural festival of the department, I had to travel extensively and meet up with sponsors to raise funds.

After realising my delay, I poured great effort into completing the assignment, which I am attaching with this letter. Even with less time to work with, I have ensured that the assignment meets the highest standards, reflecting my efforts into preparing the assignment.

I, therefore, request that you accept my apology and allow me to submit the assignment. I would also like to assure you that such lapses would not be there in the future.

Yours sincerely,

[Full Name]

Sickness:
It is quite natural for students to get sick, which can hamper their productivity. It impacts their work capacity, and sickness can include anything from accidents to trauma to migraines. Keeping medical proof is vital to prove that you are not lying. Be sure to describe how the sickness prevented you from completing the assignment. In the case of sickness and late submissions, it is a good idea to inform your professor in advance. It makes sure that you are simply not making excuses because you could not finish on time. Here is an example of how to write an email to a professor in case of sickness:

Recipients

Apology for being absent.

Dear Professor.

I want to inform you that I cannot attend the [class/subject name] on [date].

I am down with a heavy fever and extremely unwell. I am resting at home recuperating.

I hope to start my classes at the earliest. Thank you.

Sincerely,

[Full Name]

Homework clarifications:
Often you will need to learn how to write an email to a professor when you want to clarify some doubts regarding the assignment. Apart from clarifying your doubts, you might also be helping others by answering their questions. Carefully go through the instructions provided by the professor beforehand. Also, discuss it with your classmates and try to identify any challenge you or the other students might be facing. Such emails are also written to professors to get a topic approved or check the credibility of a source of evidence. Here is an example of how to write an email to a professor to clarify doubts.

Recipients

Project Due Date,

Dear professor,

I was confused about the project on oceans for environmental science and would like to clarify the same.

The due date is Monday, but you mentioned that we wouldn’t be presenting until Thursday.

Would you please care to clarify it?

Do let me know in class or by email.

Sincerely,

[Full Name]

Fundamental conventions when learning how to write an email to a professor:
Formal language should be used while writing emails. These are much similar to traditional letters and therefore should be following certain conventions when writing them. These include:

• Do not use inappropriate or vague subject lines: Email subjects are meant to encapsulate the entire email content. You will need to properly describe the subject of the email to represent what your message is about. Professors tend to receive tons of emails daily, and having a properly written subject line helps them browse through the important ones first.
• Greet and address the recipient: Omitting the addressing line is considered to be a bad manner or unnatural. Try to address your professor by their title, like Dr followed by their last name. Do not forget to put a “Dear” in front of their name to make it look more professional. Skipping this section can make the reading quite uncomfortable as well.
• Use an appropriate ending: You can use words like “Regards”, “Sincerely”, etc., which your first name should follow. Also, be careful about using email signatures, especially on mobile devices. The signatures often contain unnecessary information and also mentions the device you are sending from. If you wish to add a digital signature, be sure to add it manually and include only the relevant information.
• Use of proper language, spelling and grammar: When you are learning to write an email to a professor, make sure to avoid informal language at any cost. It can make the email look unprofessional and even incomprehensible. Instead, make use of proper grammar and punctuations to increase the readability of the email. Also, never use an emoji or other gifs that you regularly use on messaging apps. Finally, after you finish writing the email, ensure to proofread and edit it to scan for spelling mistakes, omitted words, typos etc.
• Simplify your email: If you are attaching documents with your email, ensure to provide the links or screenshots of the respective pages along with your email.

Now that you are familiar with how to write an email to a professor, write one for yourself by ensuring maximum clarity and efficiency.

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