An email to your professor

Learn how to write an email to your university professor.

An email to your professor may seem like a daunting task, but it doesn't have to be! There are a few things you can keep in mind to make sure your email is clear, concise, and professional.

When emailing your professor, always use a clear and concise subject line. This will help them know what the email is regarding and whether or not they need to prioritize it.

SpeakoClub Tips 
  • If you don't know someone's name, refer to them by their job title (e.g. Dear Admissions Tutor, Dear Marketing Manager).
  • Your email should begin with a clear statement of purpose. After then, you can describe the issue.
  • Make it brief and understandable because everyone is busy. Just make sure to include the essential details.
  • If you have a solution, state it and kindly request that it be implemented. If you don't, kindly ask for assistance.
  • Finish by expressing gratitude for the assistance received and making the offer to speak with the person further if required.
  • Although it seems more informal than Yours sincerely, the sign-off Regards (also With regards, Best regards, or Kind regards) is nonetheless formal.


Dear Professor Henley,

I am writing to inform you that, unfortunately, I am unable to continue to attend the Logic II course this semester. I would like to request permission to defer as I understand that this is only possible with your approval.

The issue is that I am currently doing an internship with ABC Ltd. It started in July and will continue until the end of the semester. The internship takes up 25 hours per week and I am concerned that it does not leave me with enough time to study. I have already asked if I can reduce my hours there, but this is not possible.

With your approval, I could take Logic II next semester instead. I realize that this would mean a heavier workload than usual next semester, but I assure you that I would be able to manage my time and keep up.

Thank you for considering my request and I would be happy to come in and discuss the matter further.


Sarah Price


There are a few different types of emails you may need to send to your professor. These can include requests for a meeting,