Electronic mail better known as Email is the transmission of messages and files via a computer network. There are many platforms available to send and receive mails. Well knows are Gmail, Hotmail, Yahoo!, Outlook and many more. In this article we shall see How to reply to professor’s email?
In college, e-mails are a frequent way to communicate with your professor. An email to the professor is just not a correspondence but an exercise for good communication. There are many situations when you have to email your professor like; asking umpteen numbers of questions, express your gratitude and many more. Email to a professor is always in professional format. Now let’s see what are the dos and don’ts of an email.
The main things an email should have are:
- The subject line: always have a subject line that briefly summarizes the content of your message.
- The salutations: Dear …, greetings of the day etc.
- Be formal as this mail is written to the professor.
- Simplified sentences: Don’t make the email look overcrowded by many technical terms or long words. The best thing to do is to keep the sentences short and precise. And use of language that can be easily understandable.
- Keep the mail short as much as possible without omitting the required part, as your professor is busy and won’t have time to read all of it.
- Closure part: Thanking you, sincerely your name.
The things an email shouldn’t have are:
- As this is a formal mail no use of informal language should be used.
- Check the grammatical mistakes.
- Be very careful of capital letters, punctuation and spelling. Using capital letters is considered as shouting.
The structure of an email:
- Salutation: Dear/Mr./Mrs./Ms. Or Dear Prof / Dr (last name)
- First Paragraph: the reason of the email. Should be in 1 sentence only.
- Second Paragraph: reference to the previous mail (whenever necessary), as this is for reply mails.
- Third Paragraph: details of the mail. Why are you writing the mail?
- Fourth Paragraph: conclusion.
- Closing: close the email with thank you, sincerely, or regards with your name mentioned below.
Basically, while writing a reply you may have to begin with an acknowledgement of the previous email.
Let’s see some scenarios where how to reply to the particular email will be like:
- Thanking your professor: In this case, start and end with appropriate salutations, open by saying thank you next give the reason behind why you are thanking your professor. You could thank her/him for various reasons like being understanding when you had a personal problem, being available to help you sort your queries, thanking her/him for writing you a reference letter etc.
Example:
An email to thank your professor for a recommendation.
Greetings of the day,
Dear Prof / Dr (last name)
I’m (your name) from (your class and section), I just want to thank you for writing me a letter of recommendation. I had been confused about how to apply to grade school. When you offered to write me a recommendation, it gave me the push I needed.
Over the years thank you for helping me out with all my queries and having belief in me. You have helped me to raise my academic level and do my best.
Again thank you for seeing something in me and encouraging me to do better. Your support means a lot.
Regards
Your name
- Follow- up email: writing follow-up email is when your professor doesn’t not respond to your email. These mails are reminder mails hence they can seem intimidating to write. As you need answers but you don’t want to seem pushy or demanding. Start with the appropriate salutation and write the follow-up of the previous mail. Explain the query again and thank them because they take out their time for you.
Example:
Sub: Follow-up about (reason for follow-up)
Greetings of the day,
Dear Prof / Dr (last name),
I hope all is well. I wanted to follow up mail from (previous mail you sent) about (what is your concern or question). I understand you have a busy schedule, but I would like to remind you that the due/information required is by (date).
Thank you for your time. I hope to receive a reply from you soon.
Sincerely
Your name
- Enquiry for information: start and end with appropriate salutations, start with reference to the previous mail and then state your concern for writing the mail and mention the doubts or questions you have regarding the same and elaborate about each.
Example:
Sub: Enquiry about the research intern.
Greetings of the day,
Dear Prof / Dr (last name)
With reference to the mail about the research intern position for science lab I (your name) would like to know if there is still a vacancy in your lab for undergraduate students? I have 2 work experience in the same position, so I would like to know if I can get a chance to work with you.
Thank you.
Sincerely
Your name
- Response to request for materials: let us take a scenario where you are working with your professor on a research paper and he/she asked you to send you the assignment work for the following week through email. So how would you reply for the same?
Firstly start with the appropriate salutation. With reference to the mail, write the details that are required and don’t forget to attach the required materials. In case have any query about the same mention it and end with appropriate salutation such as sincerely or regards.
Example:
Sub: Attachments of the required materials.
Greetings of the day,
Dear Prof / Dr (last name)
With reference to the last mail, you have asked me to send the attachment of the work done for the following week.
I have attached the copy of what all I have done. I have few questions regarding the same, so I would like you to refer me to some books to sort out the doubts (mention the doubts in detail).
Thank you
Regards
Your name
