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  3. Your Ultimate College Survival Guide: Email Etiquette & How to Email Professors

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)

Step 1: Open Outlook

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

Step 2: Go to Signature Settings

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.

Step 3: Craft Your Signature

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

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