Write from your school email. Put the course and what you need in the subject line, greet them by title and surname, say who you are and which class in one line, then make one clear ask with the facts they need to answer it. Thank them, sign off with your full name, and keep the whole thing short enough to read in thirty seconds. Professors get a lot of email; the one they answer first is the one they can answer without scrolling.
Hemmingway writes with Hemmingway-1.5, the undetectable AI: 90% of its writing passed GPTZero and the top AI detectors in our test.
This guide covers each part and has examples for the emails students send most. For more on what AI can do for students, see AI for school.
The parts of the email
Subject line
Name the course and the ask, so it can be found later and answered without opening a thread.
- ECON 101: extension request for problem set 4
- History 210, section B: question about the essay brief
- Reference request for summer internship
Greeting
Use their title and surname: Dear Professor Okafor or Dear Dr Okafor. If you are not sure of their title, Professor is safe at a university. At school, Dear Mr Ahmed or Dear Ms Rossi. Use a first name only if they have asked you to. Hey is too casual for a first email.
Who you are
One line: your name, the course and the section or time. They may teach hundreds of students.
The ask
Say what you need in the first two sentences. Give the facts that matter, such as the date, the assignment and the reason, and leave out the rest. If you are asking for something, make it easy to say yes: suggest a new date, or offer two times to meet.
Thanks and sign-off
Thank you or Many thanks, then Best wishes or Kind regards, and your full name. Add your student number if your school uses them.
Examples
These are short on purpose. The names and details are made up.
Asking for an extension
Subject: ECON 101: extension request for problem set 4
Dear Professor Lindqvist,
I'm Maya Chen from your Tuesday 10am section. I've been ill since Saturday and have a doctor's note. Could I hand in problem set 4 on Monday 3 November instead of Thursday 30 October? I've finished the first three questions.
Thank you for considering it.
Best wishes,
Maya Chen
Asking to meet
Subject: History 210: meeting about my essay plan
Dear Dr Afolabi,
I'm Tom Price from History 210, section B. I'd like ten minutes to check my essay plan before I start writing. Could I come to your office hours on Wednesday at 2pm, or would Thursday at 11am suit you better?
Many thanks,
Tom Price
Asking for a reference
Subject: Reference request for summer internship
Dear Professor Silva,
I took your Introduction to Statistics class last spring and got an A on the final project, the survey of bus delays. I'm applying for a summer internship in data analysis at the city council, and I'd be grateful if you would write me a short reference. The deadline is 15 November. I've attached my CV and the job advert, and I'm happy to send anything else that would help.
Thank you,
Ana Pereira
If your professor asks you to draft the letter yourself, the recommendation letter generator works from real examples, and how to write a recommendation letter explains what goes in one.
After missing a class
Subject: Biology 120: missed Thursday's lab
Dear Dr Nakamura,
I'm Leo Grant from the Thursday lab group. I missed this week's lab because of a family emergency. Is there a way to make up the lab, or should I read the notes and hand in the write-up with the rest of the group?
Thank you,
Leo Grant
Before you send
- Is it from your school address?
- Does the subject line say the course and the ask?
- Is the ask in the first two sentences?
- Have you given every date and name they need?
- Would you be happy for it to be forwarded to the head of department?
Writing it with Hemmingway
Give Hemmingway who it is to, what you need and the facts, in rough notes, and it writes a short email like the ones above. The AI email writer opens it with your notes filled in. How to start an email and how to end an email cover greetings and sign-offs in more detail.
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Common questions
How do you start an email to a professor?
With their title and surname, such as Dear Professor Okafor or Dear Dr Okafor, then one line saying who you are and which course and section you are in.
How do you end an email to a professor?
Thank them, then sign off with Best wishes or Kind regards and your full name. Add your student number if your school uses them.
How long should an email to a professor be?
Short: usually four to six sentences. Put what you need in the first two, give only the facts they need to answer, and leave out the rest.
Is it OK to email a professor about an extension?
Yes, if you ask before the deadline where you can, give the reason briefly, and suggest a new date. Some courses have a form or a rule for extensions, so check the course outline first.
How soon should I expect a reply?
Give it two working days before you follow up. A short, polite follow-up in the same thread is fine.