Especially when you are a young student, writing an email to a professor can be somewhat intimidating. As a particularly introverted person I've been through it too: you're afraid of making a bad first impression or you are not very knowledgeable about how to communicate via email in a professional way, just because you've never done it before.
Well, writing effective emails is indeed a skill you need to develop in order to have success in life and the good news is that it is never too late to learn. So, here is a list of useful hacks, drawn up by a person who has been on both sides of the fence, as a shy student and a teacher.
A bit of empathy, please!
First, keep in mind that professors are human beings too and their job can sometimes be really extenuating. Be aware of the fact that some persons deliberately try not to read emails on weekends in order to get a proper break and, for example, spend some quality time with their family. So, if you have sent an email on Friday or Saturday afternoon, it is normal that you will not receive an answer until Monday or Tuesday… The same reasoning applies to emails sent during major holidays. However, in this case, it would be a good habit for the professor to set an automatic answer where it is explained that they are currently on holiday and will reply once back to work.
Be professional
Emails have their etiquette. Start with “Dear professor”, followed by the name and surname of the recipient. Above all, remember to use a formal closing, such as “Best regards” or “Sincerely”. Keep also in mind that here you can find other useful tips!
Provide context
Some professors have to manage different classes and receive emails from an exorbitant number of students. So, write a brief introduction explaining who you are, which course are you attending, and why you are sending the email in question.
Be clear and concise
Nothing is more irritating than receiving a long vague letter and spending a lot of time trying to figure out what a student really wants from you. Being polite does not mean being verbose. Rather, be clear and explain your request in a concise way. Above all, use a clear descriptive subject line: this will help the recipient of your email to immediately understand the nature of your request. Also, keep in mind that untitled emails can be mistaken for spam.
Ludwig’s wrap up: what to do if the prof is not answering your email?
Some professors can be naïve and not particularly quick in replying to emails. If you are experiencing this kind of situation here are some tricks that may come in handy.
First of all, wait a couple of working days before sending another email. If it is possible, try to get an appointment in person; this is always the best option. Keep also in mind that some professors usually delegate certain matters to their assistants. So, if your email is not getting a response, maybe it's because you turned to the wrong person: check the university website to find information, or ask your colleagues. As a general rule, if the professor has an assistant and after a couple of days your email has not gotten answered… well, try to contact the assistant.
Last but not least, try to figure out if you have asked for something you already should know. Many questions about assignments or tests can be easily found on the official university website. Now, I personally disapprove of this costume but, sometimes, professors get really irritated when they are asked something that should be obvious or easily deducible from official sources, such as the webpages concerning the exam you are interested in. So, they may decide not to reply to your email because of this reason. Therefore, one of the best advice I can give you is: be always prepared and do a bit of research before sending an email to a professor. Also, remember that sharing information with your colleagues is a must if you want to survive in academia.
Good luck!
