how to write email to professor for postgraduate research

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How to Email a Professor: Research or Grad School Opportunity

Isabelle Gordon

This week Isabelle Gordon, or Izzy, as we know her in the Ryan Family Student Center, asked me on behalf of the Material Advantage club if I would blog about how to email a professor when inquiring about a research opportunity. Here’s the Anatomy of an Effective Email . This format is also useful for an inquiry email to a professor you’d like to work with for graduate school.

TO Field: Send it directly to the professor’s professional email account.

From: Use your Penn State email account.

Subject Line: This is one of the most important and neglected lines of email communication. Always use subject lines to announce the key idea. For example, you might write, Seeking Possible Undergraduate (or Graduate) Research Opportunity

Opening: Dear is always acceptable and correct. You could also use Hello . Hey or barking out a professor’s first name is rude. Use titles when appropriate. In this case, you might write, Dear Professor <last name>. Use a colon instead of a comma after the last name. Commas are used for personal letters.

Body: Essentially this is an action-oriented message. You are making a request. AIDA or A ttention- I nterest- D esire- A ction is a good acronym to remember when composing this type of persuasive message.

Attention —use this opportunity to engage your reader. If another person the professor knows suggested you contact this professor, use the referral as your opener. Or you might pose a question that includes your accomplishments.

Example: Are you seeking an energetic, conscientious geoscience major with a 3.8 GPA and an ability to work both as a team and independently to join your lab? If so, please consider me.

Interest and Desire – -Explain why this professor’s lab is a good fit for your interests and talents. Develop Desire by showing specifically how the requirements for the position match your experience and expertise.

Example: I am interested in the work you are doing. I have read several of your journal articles, such as <Article Title>. <Show your ability to summarize accurately and concisely a few key points of the work being done.> I have <include your key benefit to the professor—what can you do for him/her because of your course work and experience>.

Action —you have to ask for what you want.

Example undergraduate research: I am very interested in research in this area because I would like to <your future goal and how it fits>. May I meet with you at your convenience to discuss my possible involvement in your research? I have attached my résumé and can be reached at <cell phone>. I look forward to hearing from you.

Example graduate school applicant : I have attached a copy of my CV for your consideration. Will you be accepting graduate students this upcoming academic year? I would be interested in discussing possibilities to work in your lab at your convenience. May I follow-up this email with a phone call, or I can be reached at <cell phone>. I look forward to hearing from you.

Best, All best, Best regards, Best wishes, Regards, Sincerely, Cordially, Sincerely yours, Yours, Love, Love and kisses and xxoo.

Okay, okay, these last four really aren’t used in business! I was just checking to see if you are paying attention.

The signature tells people how you would like to be addressed.

If you don’t get a response in a week or so, don’t despair. It’s okay to follow-up gently. The second time around you might write, “I know how busy you are…” It just shows how resourceful and determined you are. If you need writing help, come to drop-in hours Mondays through Thursdays from 5:30 to 7:30 p.m. Your graduate writing tutors are waiting for you here in the RFSC!

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How to Write an Email to a Professor (With Examples)

Hannah Yang

How to email a professor in 7 steps, email to professor examples.

Emailing your professor can be a daunting task.

Writing professional emails is never easy, but composing an email to a professor can feel especially nerve-racking. After all, your professors have a lot of control over your academic success and your future career, so you don't want to make a mistake.

So, how exactly do you write a successful email to a professor?

In this article, we’ll give you a step-by-step guide for how to write an email to your professor, plus a set of email templates you can use.

We’ve broken the process of emailing your professor into seven simple steps.

Step 1: How to Write the Subject Line

Start by writing a clear, concise subject line for your email.

Your subject line should be specific to your situation. Ideally, your professor should understand why you’re emailing them without even having to open the body of your message.

For example, if you’re emailing to request an extension for a research paper, you can use the subject line “Research paper deadline extension.” Or, if you’re emailing to ask for a clarification about the syllabus, you can use the subject line “Question about class syllabus.”

Step 2: How to Address a Professor in an Email

You should start your email with a formal salutation.

You can use formal greetings, such as “Dear” or “Hi,” followed by your teacher’s preferred title, whether that’s “Professor [Last Name],” “Mr. [Last Name],” “Ms. [Last Name],” or simply “[First Name].”

If you’re not sure about your professor’s title, “Dear Professor [Last Name]” is always a safe bet.

Step 3: How to Start an Email to a Teacher

Start your email by introducing yourself and explaining which class you’re in. For example, you might write, “My name is Hannah, and I’m a freshman in your ENGL 453 class.”

It’s common for professors to teach multiple classes, especially at large universities, so they don’t always know all their students by name. If you’re emailing from your academic account, they’ll likely be able to see your full name in the system, but it’s still better to be safe than sorry.

Of course, if you’ve already established a working relationship with your professor, and they know who you are, you don’t have to introduce yourself. Instead, you can start your email with a friendly greeting, such as “I hope your week is going well” or “Happy Friday!”

how to write email to professor for postgraduate research

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Step 4: How to Explain Your Request

Now that you’ve finished your introduction, it’s time to explain all the essential information about why you’re writing this message.

Professors lead busy lives, so try to keep the body of your email as concise as possible. Don’t use a whole paragraph when a single sentence would do.

Try to keep a professional tone while you explain your request. You don’t need to sound overly stiff, but you should generally avoid using slang or making jokes.

If you’re writing about an issue that includes personal details, such as a health issue or the loss of a loved one, it’s okay to be vague when explaining your reasons. Don’t feel pressure to include details about your personal life that you’re not comfortable sharing.

Finally, be specific about what kind of follow-up action you’re requesting from your professor, if any. For example, you can write, “Please let me know if it would be possible to extend the deadline,” or “Please send me your feedback on this draft at your earliest convenience.”

Step 5: How to End an Email to a Professor

You can end the body of your email with a simple expression of gratitude. You can write something like, “Thank you for your understanding and support,” or simply “Thanks for your time.”

Step 6: How to Sign Off an Email

Sign off your email with a simple closing salutation, followed by your first name.

Keep it simple and polite. Popular choices include “Best,” “Thanks,” “Sincerely,” and “Regards.”

Step 7: Edit Your Email with ProWritingAid

You don’t want to send your professor an email riddled with grammar mistakes, especially if it’s your English professor! And even if they teach a different subject, like math or biology, you still want to make sure you’re putting your best foot forward.

Editing your email with ProWritingAid can help you avoid mistakes. Our editing tool will correct grammar errors, spelling typos, and weak word choices.

You can even ask the tool to help you ensure you’re using a formal tone so your email doesn’t come across as casual or unprofessional.

Now that we’ve gone over the seven steps for writing an email to a professor, let’s look at some examples.

Here are some email templates you can use, depending on your specific situation.

Sick Email to Professor Example

Subject line: Missing class today

Dear Professor [Last Name],

My name is [your name], and I’m a student in your class [class name]. I’m writing to let you know that I won’t be able to make it to class today, due to health issues. [Insert details if needed].

Please let me know what material we’ll be covering so I can make it up before the next class.

[Your name]

Sample Email to Professor Asking for Help

Subject line: Help with [class name]

My name is [your name]. I’ve been really struggling with your class [class name] this semester, and I’m having a hard time understanding [details].

Would you have time to sit down with me and help me better understand the material? I would welcome any support you can offer.

Thank you in advance! I look forward to hearing from you.

How to Email a Professor About a Grade

Subject line: My grade for [assignment/exam name]

I hope your week is off to a good start!

I recently received my grade for [assignment/exam name], and it was lower than I expected. Could you please tell me where I lost points?

I know you have a busy schedule, but I would really appreciate more details, since I’m sure that information could also help me improve my grades in the future.

Thank you so much for your time!

Sample Email to Professor for Research

Subject line: Research opportunities in your lab

I hope you’re doing well!

My name is [your name], and I’m a [year, major]. I’m writing to ask about research opportunities in your lab next semester.

I’m really interested in the topic you’re researching because [details], and I have experience conducting research with [previous experience, if any].

Please let me know if you have any openings that might be suitable for me. I look forward to hearing from you!

How to Write an Apology Email for Missing a Class

Subject line: Missing class yesterday

I hope your week is going well.

I’m writing to apologize for missing your class [class name] yesterday. I was unable to attend because [details].

I know it was an important class and that I shouldn’t have missed it. I’ll do my best to ensure this doesn’t happen again. Thank you for your support and understanding.

Extension Email to Professor Example

Subject line: Extension for [Assignment Name]

My name is [your name], and I’m a student in your class [class name]. I’m writing to request an extension for our assignment about [assignment details].

I’ve been struggling to complete the assignment in time because of [reasons]. I would really appreciate it if you could extend the deadline to [new deadline date], due to my situation.

Please let me know if that would be okay. Thank you so much for your flexibility.

Thanks again,

How to Write a Follow-Up Email to a Professor

Subject line: Follow-up re: [subject]

I recently emailed you about [topic].

I’m just writing to follow up on my previous email and make sure you’ve received it. If you have, please let me know when I can expect a reply.

Thank you again for your time!

Warm regards,

How to Email a Professor About Getting Into Their Class

Subject line: Joining your class [class name]

My name is [your name], and I’m a [year, major] at [school name]. I’m interested in joining your class [class name]. I’m really fascinated by [topic] because [reasons], and I’ve heard that your class is a must-take class for students interested in [topic].

I don’t know how much demand there is for the class, but I’m curious if there’s anything I should do in advance to increase my chances of getting into the class.

Thank you for your consideration! I look forward to hearing from you.

There you have it—our guide for composing a clear and professional email to a professor.

Good luck, and happy writing!

Hannah is a speculative fiction writer who loves all things strange and surreal. She holds a BA from Yale University and lives in Colorado. When she’s not busy writing, you can find her painting watercolors, playing her ukulele, or hiking in the Rockies. Follow her work on hannahyang.com or on Twitter at @hannahxyang.

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COMMENTS

How to Email a Professor: Research or Grad School Opportunity
For example, you might write, Seeking Possible Undergraduate (or Graduate) Research Opportunity. Opening: Dear is always acceptable and correct. You could also use Hello. Hey or barking out a professor’s first name is rude. Use titles when appropriate. In this case, you might write, Dear Professor <last name>.
How to Write an Email to a Professor (With Examples)
Extension Email to Professor Example. Subject line: Extension for [Assignment Name] Dear Professor [Last Name], My name is [your name], and I’m a student in your class [class name]. I’m writing to request an extension for our assignment about [assignment details]. I’ve been struggling to complete the assignment in time because of [reasons].
Why and how to email faculty prior to applying to graduate
Why you should email the faculty. Although many students are accepted into graduate programs without emailing faculty prior to submitting applications to programs, there are many good reasons to do so. This can be especially useful for programs that use the apprenticeship model. First, you can find out whether they are actually planning to take ...