Besides the regular office hours, professors use email to communicate with students.

While face-to-face meetings are preferable, email can be very useful when you have to miss class.

If you do need to email your professor, it's a good idea to follow these 7 basic etiquette rules, particularly when you're in a foreign country.

Etiquette tips for emailing your professor

1. Get to know the local customs

Ask the locals

Before you write that email, ask your local classmates about how professors prefer to be addressed.

In some cultures, students are encouraged to be informal, but in others, strict formalities are expected. Local students can give you valuable insights into what's appropriate. They might tell you if it’s okay to ask certain types of questions by email, whether professors expect formal greetings, or even if some professors have unique preferences.

If you're unsure

However, if you're still unsure, default to formal language. It's better to be overly respectful than accidentally too casual.

Start your email with with a professional greeting using the professor's title and last name (e.g., Dear Professor Smith).

Some tips:

• Keep in mind that academic titles vary across countries. In the U.S., "Professor" and "Dr." are often used interchangeably, but in places like the U.K. or Germany, "Professor" carries a specific rank.
• Avoid using "Mr." or "Mrs.".
• Never use a professor's first name unless they invite you to do so.

2. Make sure you have a good reason to email

Professors are busy and handle many responsibilities. If they offer office hours, try to use those first.

Before you hit send, ask yourself if your message needs to be an email.

Use email to:

• Relay key information (like absences or emergencies)
• Ask a very specific question
• Express thanks
• Offer an apology

For anything more involved, speak to your professor in person.

3. Use your school email account

Your email address

Always use your official college or university email to contact professors. At the very least, use a professional-looking email address.

You might be attached to that email you created at age 14, but your professor probably won’t take a message from prettyprincess678@hotmail.com or formula1top1@gmail.com very seriously.

Worse, your message might land in the spam folder.

Professor's email

Stick to the address your professor listed on the syllabus, or if none is listed, their name should appear in the "To:" section when you type in their first name and last name.

4. Be concise

Your email should be short and sweet.

• If you're informing your professor of something, share only the necessary details (e.g., I'll miss class tomorrow due to emergency dental surgery).
• When you ask a question, make sure it's not already covered in the syllabus and that it directly relates to the class.
• If you're requesting help, be polite and suggest options (e.g., I'm struggling with the introduction to my term paper. Could I meet with you, or would it be okay to email you a draft for feedback?).
• If you have multiple questions, number them to keep things organized, but keep them brief. If your questions are complex, it's best to schedule a meeting.

5. Proofread, proofread, and proofread again!

Take the time to review your message, especially if you're writing in a second language.

✅ Begin with a formal greeting (for example: "Dear Professor Andersson, I am writing to inquire about...").

✅ Use full sentences and adhere to proper grammar.

✅ Avoid slang, abbreviations, emojis, and all-caps writing.

✅ Keep the tone polite and the structure organized.

✅ Close with a professional sign-off that includes your full name.

6. Be polite

Courtesy goes a long way.

• If you want a helpful reply, make sure your message is respectful and calm. Email is not the place to vent frustrations or criticize.
• Don't make demands or sound entitled.
• Acknowledge that your professor is busy, and show appreciation for any help they offer.
• Always reply with a thank you and follow up on any steps they ask you to take.

7. If you don’t get a reply

It's disappointing when you send a thoughtful email and don’t hear back.

But keep in mind that professors often receive dozens (some even hundreds) of emails daily, and some are away from their inbox due to conferences, deadlines, or illness.

So, if you don't receive a response, ask yourself:

• Did my question get answered in class later?
• Was my message time-sensitive or just informative?

If you still need an answer, wait a few business days and then send a polite follow-up.

If they don't respond to your follow-up

If email still doesn’t work, try another approach:

• Visit during office hours
• Call (if appropriate)
• Ask a teaching assistant or classmate

Persistence, when done respectfully, shows that you're serious about your academic success.

Conclusion

Emailing your professor might feel intimidating, especially if you're navigating a new academic culture, but it doesn't have to be.

Whether you're asking a question, sharing important information, or seeking help, remember to keep your message professional, concise, and thoughtful.

Good communication is part of being a successful student, and it starts with that first email.

Read more:

• How to Write an Email to a College
• How to Build a Good Relationship with Your Professor