Academic Email: How to email a Professor for inquiry?

Always remember that when you write an Academic Email to a professor, you are not the only person writing to him or her. On average, a well-established professor in a top 100 university in the world receives more than 50 emails per day! If he or she wants to give full attention to every Academic Email (let’s say 10 minutes each), then 500 minutes of his or her daily work will be gone for e-mail responses! So, no time will be left for any other work!

Simple conclusion: university professors can allocate up to 1-2 hours per day to read emails, so they can do their other duties such as teaching, student supervision, administrative tasks, grant/proposal writing, paper writing, and reviewing. What does that mean in terms of your Academic Email? Your future mentor will skim through your Academic Email and might spend a very short period of time on its content. Therefore, it is important to know “How to email a Professor for Postdoc enquiry.” There are two scenarios:

The professor that you have written to him/her does not have any openings in the group. So, no matter how good you write your e-mail, the answer (if any!) would be no!

In the second case, the professor would seriously look at your academic email IF AND ONLY IF it looks professional! Instead of explaining what is a professional and good email, let’s instead discuss the bad and annoying emails! In the following, we select a short email with a few parts and discuss the content of each part. As mentioned earlier, we start to use bad emails as our role models!

Tips on how to email a professor for an inquiry:

Emailing a professor for an inquiry can be an intimidating task, especially if you are contacting them for the first time. However, sending a professional and concise email can help you to make a good impression and receive a timely and helpful response. Here are some tips on how to email a professor for an inquiry:

1. Use a professional email address:

When sending an email to a professor, ensure that you use a professional email address. Avoid using email addresses that are inappropriate or casual. Your email address should include your full name or a variation of it.

2. Use a clear and concise subject line:

The subject line of your email should be clear and concise, indicating the purpose of your email. This will help the professor to identify the content of your email quickly and prioritize their response accordingly.

3. Address the professor appropriately:

Begin your email with a professional and appropriate greeting, such as “Dear Professor (Last Name).” Avoid using casual greetings such as “Hi” or “Hey” as they can be seen as disrespectful.

4. Introduce yourself:

In the first paragraph of your email, introduce yourself and provide some background information about yourself. Include your name, major, and any relevant information that will help the professor understand your inquiry better.

5. Be specific about your inquiry:

In the body of your email, be clear and specific about your inquiry. Explain your request or question in detail, so that the professor can understand what you are looking for and provide an accurate response.

6. Use proper etiquette:

Use proper etiquette when communicating with a professor. This includes using proper grammar, avoiding slang or informal language, and being respectful and polite throughout your email.

7. End your email with a professional closing:

In your closing, thank the professor for their time and consideration and use a professional sign-off such as “Sincerely” or “Best regards.” Include your full name, email address, and any other relevant contact information.

8. Proofread your email:

Before sending your email, ensure that you proofread it carefully for spelling, grammar, and formatting errors. A well-written and error-free email will help you make a good impression and increase your chances of receiving a timely and helpful response.