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Tips on writing professional emails to your professors.
This handout is created by HCAP’s Multilingual Learner Specialist Dr. Linh An. The first page is an infographic from the Claremont McKenna’s Center for Writing and Public Discourse that details general guidelines for writing an email to request a letter of recommendation from a professor.
These guidelines (e.g., subject, greeting, acknowledgement, and greeting, etc.) can be used for other types of emails to your professors. Dr. An demonstrates this on the second page of the handout. She annotates an actual email from a student—with their permission—who was asking for help on her personal statements for graduate school.
Think about how they introduced themselves to the class. Did they ever mention what they want you to call them? How do they sign off in their emails? If you are still unsure, use the professor title and their last name (e.g., Professor An). Remember, you can also ask them directly!
First think about your “ask.” What would you like to happen after the email? Then think about what information you need to include. Write out an outline if you need to. Finally, ask someone—like a writing tutor at the Rockowitz Writing Center—to read the email to help you refine your language and check your tone.
Remember you don’t want to come off as overly deferential or entitled (i.e., presuming your professor has time/capacity to take on this task for you, or assuming your needs are more important than theirs, etc.). Professors are humans, too! Treat them the way you want to be treated.
Think about how they introduced themselves to the class. Did they ever mention what they want you to call them? How do they sign off in their emails? If you are still unsure, use the professor title and their last name (e.g., Professor An). Remember, you can also ask them directly!
First think about your “ask.” What would you like to happen after the email? Then think about what information you need to include. Write out an outline if you need to. Finally, ask someone—like a writing tutor at the Rockowitz Writing Center—to read the email to help you refine your language and check your tone.
Remember you don’t want to come off as overly deferential or entitled (i.e., presuming your professor has time/capacity to take on this task for you, or assuming your needs are more important than theirs, etc.). Professors are humans, too! Treat them the way you want to be treated.