Sample Email For Sending Documents To Professor

You urgently need to send a document to your professor for them to review but you’re not sure what to include in the email. You could simply attach the file and forward it to them but you’re not certain that’s the right way to go about it.

We’ve got you covered as we’ve put together some templates you can simply modify and use for the purpose. Whether the documents in question are for your project or some form of evidence the professor requested, this article will provide some tips and samples you can use.

Tips For Emailing Professors

Professors are used to communicating with students like yourself daily. So, whatever your reasons are for sending those documents, you shouldn’t fear. Just make sure you keep these things in mind when contacting them.

Use Proper Title

You might think this shouldn’t be a problem but using the right title can help make a good impression. Professors put in a lot of work to receive their titles.

You should respect that by addressing them properly. If you aren’t sure whether they’re professors yet, you can contact your colleagues, check their course syllabus, or the school website to confirm their official titles.

Examples:
Dear Professor {{Last name}}
Dear Dr. {{Last name}}

Use School Email

Your school most likely provided you with an email address. This can be used for any communication between yourself, the faculty, and your peers.

Your professors also have their official school email addresses. It’s advisable to reach out to them through their school-issued emails.

Keep in mind that internal emails wouldn’t be blocked by spam filters. So, you can be assured that the professor would successfully receive the email.

Also, using the school email ensures that the conversation would be available to authorities should the conversation be needed for any investigation in the future.

Formal Tone

You’re writing to the professor at their formal station. Ensure that you use a formal tone when communicating with them.

Irrespective of your relationship with the professor, it’s advisable to refrain from informal language. That means no emojis and slang in your email.

Keep in mind that administrators would have access to this email and any sign of over-friendliness between a professor and student could raise alarms.

So simply refrain from using informal language in your emails to your professor unless it’s needed due to the context of the email.

Correct Grammar

The last thing any professor wants to see is a college student with horrible grammar. Professors expect students at the tertiary level to be good at writing simple emails.

It’s advisable to review your email to ensure that any mistakes are identified and corrected. Tools like Grammarly are also useful as they can help you identify some of these errors.

Keep in mind that these tools aren’t perfect, so relying solely on them would be disadvantageous.

Be Polite

No one in a position of authority likes to receive an email from someone who feels entitled. It doesn’t matter whether you like or dislike the professor, your tone should be polite.

Professors have a lot of work on their plate and the last thing they want to do is spend their precious time reading through an email from a rude student. They’d most likely skip the rest of your email if your tone isn’t polite.

Identify Yourself

You may be close to the professor but that doesn’t mean they may easily remember you. No professor wants to spend the next hour of their life looking through their student list to determine who you are.

If you don’t identify yourself in the first paragraph, you should at least include your full name, class, and section number (if available) when you’re signing off.

Clear And Brief

Your professor doesn’t have the time to read through a long email. They receive multiple emails daily from students, their peers, other academic platforms/journals, and more.

They don’t have the time to read through long emails from students.

So, you should keep your email short and to the point. Include relevant information only while also maintaining a polite tone.

Explain Your Situation

If you need the professor to take a specific action, you should explain it politely in your email in as few words as possible.

In cases where you’ve already discussed this with the professor, you should remind them of the conversation in a single sentence. You don’t need to remind them of the moment you met and every single word you both said.

Simply include a single sentence that would point them in the right direction if needed.

Don’t Forget Attachment

Can’t remember the number of times I’ve written an email to someone asking them to find the file they needed, attached only to receive a reply that the attachment was missing.

Unfortunately, this is quite common especially when you’re having a stressful day. It’s an easy mistake to make but can be costly when your email is time sensitive.

To avoid making this mistake, verify that the file has been successfully attached and that’s the right file. Trust me, it could save you a lot of headache.

Wait Patiently

Don’t bombard your professor with multiple emails. You’re better off visiting their office to inform them if they’ve not responded to your email after some time.

Pestering them isn’t going to yield any positive results. You can also send them a reminder if you do not hear from them after 2 or 3 days. After this, it’s advisable to visit their office to bring this to their attention.

Don’t feel bad if they say they haven’t been able to read your email yet. Keep in mind that professors have very busy schedules. Yours may just have gotten mixed in with the numerous emails they may have received.

Act Early

If the document is time sensitive, it’s advisable to send it to the professor as early as possible. Don’t wait till the deadline is almost up to send it to the professor, expecting them to act in time to meet the deadline.

It’s a sign of disrespect for their time and also shows them that you aren’t serious. So, don’t wait till the last minute to send the document to your professor. You can’t blame them if you miss your deadline.

Clear Subject Line

It’s advisable to never send your professor an email without a subject line. They may simply skip it to more pressing emails. Remember they receive multiple emails daily.

An example of a subject line can be something like this:

Example:
Project Submission – {{Project name}}

End Formally

Thank them for taking the time to read your email and sign off. If you didn’t include your full name, class, and section numbers in the first paragraph, you can include them when signing off.

Example:

Thank you

Sincerely

{{Your full name}}

{{Class and Section}}

How To Find Your Professor’s Email

If you aren’t sure of your professor’s email, there’re ways you can find out.

School Website

Check your school website’s faculty page. You’ll find your professor’s details including their official email address. Alternatively, you can check your school’s learning management system.

The professor’s contact details will be included on the overview pages of their courses. You can send them a message directly from the school’s learning management system.

Course Syllabus

If you have the professor’s course syllabus, you can check it out to find their official contact information. They usually include their contact details and individual attendance policies on the course syllabus.

Other Students

Chances are, you’re not the only student who has had to email the professor. You can ask your peers for the professor’s email. Even if none of your peers has sent them an email, you can be sure that someone has seen it somewhere.

Sample Email For Sending Document To Professor

Template 1: Project Submission

Email Subject 
Project Submission – {{Project name}}

Body
Dear Professor {{Last name}},
I am writing to submit my project {{Project name}}, for your review. I’ve attached to this email, a copy of the project document and other relevant files.
I’m confident that it meets your specifications but I would appreciate any feedback or recommendation where necessary. I’m available if you have any questions or need any further information.
Thank you for your time and consideration.
Sincerely
{{Your full name}}
{{Class and Section Number}}

Template 2: Assignment Submission

Email Subject 
Assignment Submission – {{Project name}}

Body
Dear Professor {{Last name}},
I am {{Your name}} from your {{Class title}} that meets on {{Meeting days}}. Please find attached the completed {{Assignment/Project title}} for grading.
I’m available if you have any questions or have any challenges opening or reviewing it. Thank you for your time and consideration.
Sincerely
{{Your full name}}
{{Class and Section Number}}

Template 3: Send Revised Paper To Professor For Review

Email Subject 
Revised Paper For Review

Body
Dear Professor {{Last name}},
I hope this email finds you well. I wanted to follow up on our discussion during office hours last week and share a revised version of the paper I mentioned. I've incorporated your feedback and made some additional edits that I hope will strengthen the argument.
I've attached a PDF version of the revised paper to this email and would be grateful for your feedback on my progress.
Thank you for your time and consideration. I look forward to hearing your thoughts.
Sincerely
{{Your full name}}
{{Class and Section Number}}

Template 4: Submit Research Proposal Document To Professor For Review

Email Subject 
Research Proposal For Review

Body
Dear Professor {{Last name}},
I hope this email finds you well. I was hoping to get your thoughts on a potential research project I'm considering. I've attached a proposal outlining my ideas and would greatly appreciate any feedback or suggestions you may have.
I value your expertise and believe your perspective would be invaluable as I move forward with this project. Thank you for your time and consideration. I look forward to hearing from you.
Sincerely
{{Your full name}}
{{Class and Section Number}}

Template 5: Sending Resume For Reference

Email Subject 
Request For Reference

Body
Dear Professor {{Last name}},
I hope this email finds you well. I am writing to ask if you would be willing to serve as a reference for me as I apply for graduate programs. I have attached my resume and a personal statement for your review. I would be grateful for any guidance or support you can offer.
I enjoyed taking your {{Class name}} class and found it a valuable and enriching experience. I believe that your recommendation would be an asset to my application.
Thank you for considering my request. I look forward to discussing this further with you.
Sincerely
{{Your full name}}
{{Class and Section Number}}

Template 6: Ask Professor For Feedback On Draft Of Research Paper

Email Subject 
Feedback On Draft Of Research Paper

Body
Dear Professor {{Last name}},
I hope this email finds you well. I am writing to ask if you would be able to provide feedback on a draft of my research paper. I am working on the final version and would greatly appreciate your input. Please find attached a copy of my draft.
Thank you for your time and consideration.
Sincerely
{{Your full name}}
{{Class and Section Number}}

Template 7: Ask Professor For Feedback On Resume

Email Subject 
Request To Review Resume

Body
Dear Professor {{Last name}},
I hope this email finds you well. I am writing to ask if you would be able to review my resume. I’m in the process of applying for internships and would greatly appreciate your feedback. Attached is a copy of my resume.
Please let me know if you need any additional information. Thank you for your time and consideration.
Sincerely
{{Your full name}}
{{Class and Section Number}}