It can be overwhelming when you find yourself in a situation where you must email a professor urgently. Otherwise, you might miss out on important opportunities.

Therefore, it's helpful to know how to write an email to a professor and what to include before you find yourself in a pressured situation. More importantly, email ending can leave a lasting impression on the professor. Stay with us to learn the dos and don'ts of how to end an email to a professor.

Avoid casual or impolite language

The way we communicate should change depending on the person's role or position. It means that we should consider who we are talking to. If they are our friends, we feel at ease, talk to them comfortably, and usually use an informal language.

But the point is using a casual or impolite language is not appropriate when we want to have a conversation with a professor via email. To be frank, avoiding casual or impolite language is important when emailing a professor. Hierarchy is a must, and remember that a professor is at the top of the hierarchy.

You may wonder what the difference is between casual and formal language.

The answer is that formal language, as opposed to informal or casual language, is less personal. In other words, the salutation and other parts of an email to a professor should have a formal tone.

Use a formal salutation

A salutation should always be formal. For example, “Dear [person’s name]” is a common formal salutation used on a regular basis. If you know the professor's name, you should include it after “Dear.” Using the professor’s name shows your respect and care. Other examples of formal salutations include:

•  Ms.

•  Mrs.

•  Mr.

•  Dr.

Refrain from using text shortcuts or emoticons

Sometimes, professors in university social media groups are annoyed by the use of emoticons and text shortcuts that students use to respond to questions, requests, and tasks.

Therefore, it is clear that using text shortcuts or emoticons is not appropriate when writing or finishing an email to a professor. Remember, professors are not our close friends, and we should adopt a respectful tone! Some texts or email templates might suggest using certain emoticons, believing they adopt a respectful tone. However, you shouldn’t use them because, even if they are built formally, you don’t know your professor’s preferences, and using those formal emoticons can be impolite as well.

Additionally, short texts are seen as mistakes by academic standards. So, they are not suitable for emails to a professor.

Avoid attaching files unless requested

When we attach files to an email message, we are somehow forcing the professor to analyze and respond to those files. As a result, it's better not to attach files unless the professor has requested them.

Just as you wouldn't send a doctor files or documents that are not requested, you should avoid attaching them when you're emailing a professor.

Conversely, what should you do if you forget to attach files?

Sometimes, we send an email to a professor without attaching the requested files. Here are some tips to solve this problem:

1. Double-check: Prevention is better than cure! Before sending an email that needs attachments, double-check to ensure you haven't forgotten the files.

2. Quick Response: Forgetting to attach files can happen unintentionally. However, for the professor, it may seem like you don't care. To correct this mistake, send the attachments to the recipient quickly.

3. Follow-up email: Writing a follow-up email is another solution. If you missed attaching files in your previous email, send a follow-up email related to the previous one, describe the missing attachments, apologize, and include the files.

Use a friendly closing statement

Unlike other parts of the email, the closing statement can have a friendly tone but should not be casual or informal. For example, “Have a great day” is a friendly closing statement. However, be careful in choosing the closing statement, as it matters who you are addressing when emailing a professor. Here are different closing statements that are not casual but a bit friendly and yet formal:

1.    Formal email closing:

You want to end an email to a professor that is respectful, professional, and leave a good impression. So, you can use these closing statements;

. “Thank you for your time and consideration.”

. “I appreciate your guidance and support.”

. “I look forward to your feedback.”

· “Regards,”

· “Best wishes,”

· “With gratitude,”

· “Warm regards,”

2.    Professional closing statements:

You’re going to end an email to a professor with some phrases like “Thank you for analyzing the proposal” or other closing statements like that, but we should say that there are other professional closing statements available too.

. “Thank You,”

. “Thanks in advance,”

· “I’m grateful for your consideration.”

· “Waiting to collaborate, respectively.”

· “With best regards,”

· “In anticipation of your reply.”

Include your full name as a professional sign-off

After crafting all parts of an email to a professor, it's important to have a professional sign-off. Including your full name at the end of the email seems professional. Don't forget to write your full name. Plus, mentioning your current position at the university helps the professor remember you and your email among the thousands they receive. If you don't include your full name in the email, maybe the teacher or professor don't get who you are, as there might be a lot of students who share the same first name.

Check the email for errors

Consider that your email should be sent without grammar errors. Remember, you are emailing a professor who is likely to be very attentive to typos, grammar mistakes, and other errors. Therefore, your email must be error-free. To achieve this, you can use tools like Remail to help create and correct any errors before sending an email to a professor.

Create a professional email signature

The common experience among many of us is that someone with a professional signature look more credible and professional, whether in signing agreements or emails. So, it's better to create a professional email signature. However, creating a professional signature can be challenging. To help with this, you can use professional email samples like Remail templates.

Here are more tips:

1. Add a formal photo: You can personalize your message by adding a professional headshot to your email signature. It's optional, though.

It should be clear and to the point: Your signature shouldn't include unnecessary information. Add important information such as your full name, contact information (your email and phone number), and any relevant information.

1. Share useful links:  If you have a website or a LinkedIn profile that shows your academic or professional accomplishments, you can add them to your signature. Plus, place your signature to the left for a clean and organized appearance.

Use a professional font

Non-serif and serif fonts are available for writing any kind of text. For a professional font, we can choose serif fonts like “Cambria,” “Georgia,” and “Times New Roman.” The good news is that when using a professional tool like Remail, we have access to the right fonts for writing and sending an email professionally to a professor.

Also, use a font size between 10 and 12 points so that it is clear enough so that everyone can read it easily.

Consider including contact details

Each email is written with the expectation of a response. So, if you want to end an email to a professor professionally and keep the lines of communication open, don’t forget to include your contact details. For follow-up emails after the initial one, including contact details ensures a clear path for sending and receiving subsequent emails.

Wrap Up

In conclusion, crafting a professional email to a professor involves several key steps. From using formal language and salutations to avoiding casual shortcuts and emoticons, each element plays a crucial role in conveying respect and professionalism. Always double-check for errors, include your full name and contact details, and consider using professional tools and templates to enhance your email's presentation. By following these guidelines, you can ensure your emails are well-received and leave a positive impression on your professors.

FAQs

Can I say “Dear Professor,”?

It's better to include the professor's name, as it shows respect and care. Also, if they have a title, write it before their full name, for example, “Dear Dr. John Smith,”.

Can I use casual language?

Not recommended. Even if there's positive rapport between you and the professor, adopt a formal tone all along the email to show how much you respect your teacher or professor.

How can I say thank you?

There are a lot of helpful thank-you phrases such as:

. Thank you for your great advice.

. I appreciate your guidance with my project.

. Thank you so much for being so kind and caring.

. I appreciate your help and your time you spent in our class.

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