Skip to main contentSkip to main navigationSkip to footer content

Email Etiquette & How to Email Professors

It’s not scary. It’s just professional texting.

Emailing a professor might feel weird at first. You may be thinking “Do I start with ‘Hi’, ‘Hey’ or ‘Esteemed Academic Overlord’?” But don’t worry! Here’s how to get it right without overthinking it.

The Email Formula:

A proper email = Subject line + Greeting + Body + Closing + Signature

Subject line:

Be clear and specific so your professor knows what the email is about right away. Include your course name and code as well.

Example: Question about THEO 1310-2 Assignment Due Friday

 

Greeting:

Use a respectful and appropriate opener.

Acceptable greeting:

  • Dear, Dr. Pedraza
  • Good morning, Mr./Mrs. Wade

Not acceptable (and will get you a side eye):

  • Yo professor
  • Heyyy
  • Hi, [first name]

 

The Body:

Be polite, brief and to the point. Here’s a quick checklist:

  • Introduce yourself (name + course/section)
  • State your question or request clearly
  • If you’re asking for something (like an extension), provide context and a reasonable solution
  • Always thank them for their time

 

Closing:

Wrap it up with a polite sign-off and your name

Examples:

Thank you,

Best,

-Your name

 

Email Signature:

Your email signature should include:

  • Your full name (bold it to stand out)
  • Your major and graduation year
  • Your FranU email address

 

Pro Tips

  • Don’t email at 1:00 a.m. Give them time to reply
  • One email is enough. Do not spam their inbox with a reminder email every 3 hours
  • Reread your email and imagine receiving it as the professor
  • Check your spelling and grammar. Professors notice when you use the wrong ‘there’
 

How To Create An Email Signature (So You Look Like You Know What You’re Doing)

Steps

You're probably already here, but just in case, use this link: https://outlook.office.com/

Using the Application?

Click File > Options > Mail > Signatures.

(Yes, Outlook buried it like it’s hiding treasure. You're basically Indiana Jones now.)

 

Using the Web Version?

Click the gear icon at the top right > View all Outlook settings > Mail > Compose and Reply.

Here's a basic structure that makes you look like a grown-up with your life together, along with an example.

Structure:

Best,
[Your Name] (in bold)
[Your Major], ["Class of" + Your Projected College Graduation Year]
[College or University Name]
your.email@franu.edu

Example:

Best,
Jane Doe
Psychology Major, Class of 2029
Franciscan Missionaries of Our Lady University
jane.doe@franu.edu