Sample Email To Professor Asking For A Meeting

You have something important to discuss with your professor and need to request a meeting. Professors have busy schedules and you want to make sure that you don’t interrupt any meetings they may be having.

The best way is to send them an email to book a meeting at a convenient time. This is your first time sending such an email to your professor and you’re not sure where to begin.

Worry not as we’ve got you covered. This article will outline some tips to keep in mind when emailing your professor and also include templates you can easily modify to get things going.

Tips For Writing To Your Professor

Writing to a professor isn’t rocket science. Just remember that they’re professionals and should be treated as such. Refrain from using slang and other forms of casual language and you’ll be good. Let’s take a look at some general things you should keep in mind.

Use Proper Title

Even if you’re on a first-name basis with the professor, you should address them officially when writing an official email. Identify their official titles to address them appropriately.

Use professor, only when they’re professors. Avoid using the title professor to address them if they aren’t yet professors. Academicians go through a lot of work to earn their titles. These titles mean a lot to them and failure to appreciate their stations can lead to a negative response. So, always use Professor or Dr. appropriately when emailing your instructor.

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

Use School Email

Most tertiary institutions provide their students with official emails they can use to communicate. The same applies to professors in these institutions.

Students who want to reach out to their professors should endeavor to email them using their school-issued email addresses.

This enables the school to keep track of any communication between professors and students. Additionally, these emails are readily available in the event of an issue or investigation.

Formal Tone

Use a formal tone in any email to your professor. Even when they prefer to be addressed informally when interacting with them in person, it’s advisable to use a formal tone in an official email communication with your professor.

Avoid using emojis and other slang that you’d use in communication with your peers and also refrain from including personal information that is unrelated to the subject matter.

Correct Grammar

At the tertiary level of education, professors expect students to be good at writing simple emails. Even if you’re not the best at writing, you should be able to write correct grammar to an authority figure.

Any grammatical error in your email to your professor would make the message difficult to read. Keep in mind that professors receive numerous emails from students, faculty, and more daily.

Poor grammar in an email would only irritate the professor as it shows that you neglected to proofread your email for errors.

So, it’s advisable to always go over your email to identify any errors in your grammar. Tools like Grammarly are readily available to help identify errors in your writing. Keep in mind that these tools aren’t perfect. So manually proofreading your email can further enhance your message.

Be Polite

Keep the tone of your email polite. Like everyone else, professors don’t like to read rude messages. A rude message could disrupt the professor’s good day and lead to no response.

If you want the professor to read through your email and possibly respond, ensure that your tone is polite.

Identify Yourself

It doesn’t matter how close you may be to the professor, it’s advisable to identify yourself. Don’t give them additional work to do. No professor wants to spend the next 30 minutes trying to remember who you are.

They deal with multiple students and may not easily remember you. This shouldn’t be considered offensive but merely a side effect of the job. Additionally, not everyone has a good memory for faces.

Clear And Brief

Professors receive multiple emails from students, other professors, and various academic and non-academic sources daily. With their busy schedules, they may not have the time to read longer emails.

So, it’s advisable to keep your email short by only including relevant information. Longer emails may end up getting skipped by busy professors.

Ensure that the purpose of your email is clear using as few sentences as possible while also maintaining a polite tone.

Explain Your Situation

Don’t beat around the bush. Tell them exactly what you need. Any attempts to lie could decrease your chances of getting positive feedback from the professor.

If some form of evidence is necessary to convey your message, feel free to attach it to the email or present it if you’re asking for a meeting with the professor.

Wait Patiently

You may be anxious but that is no reason to bombard the professor with emails. You can send a reminder or visit them in their offices after 2 or 3 days.

Keep in mind that professors have busy schedules and responding to your email may not be a priority to them.

They’re also under no obligation to accept your request for a meeting. Pushing them would only land you a big “NO”.

Act Early

Don’t wait till the last minute to bring up whatever your concerns are to ask for a meeting to discuss something. They would most definitely refuse your request if you wait too long. It’s advisable to act as early as possible.

Maybe you have something personal to discuss with them, you need their advice or you’re looking to get into a full class, it’s better to reach out to them early. Don’t wait till the last minute to contact them as they’d considered it as a sign of unseriousness.

State Your Reasons

Simply stating that you want to have a meeting with them isn’t enough. They may just schedule a later time. Give them an idea of what the meeting would be about.

And include that you want to meet with them to discuss this further. Try to make it as short as possible while maintaining a polite tone.

Clear Subject Line

The subject line should spell out exactly what your message is about. Never send an email without a subject line as it’s highly likely the professor would skip it or possibly consider it junk.

Professors receive numerous emails from various sources, including students, daily. They’re very likely to ignore an email without a proper subject line.

Example:
Request For Meeting To Discuss {{Assignment}}

End Formally

At this point, you can thank them for taking the time to read the email all the way through and then sign off. Ensure that your full name and possibly your class and section are included.

Example:
Thank you
Sincerely
{{Your full name}}
{{Class and Section}}

How To Find Your Professor’s Email

If you’re not sure how to find your professor’s email address, you can try the approaches below.

School Website

If your school has a website, it’ll include a page about its faculty. You’ll find your professor’s details including email their official email address on this page.

You can also check your school management system as the professor’s official contact details would be included on the overview page of their course.

Some professors also have personal websites where their official and sometimes private contact details are publicly available. It’s advisable to only contact your professor using their official contact details.

Course Syllabus

The course syllabus includes the official contact information and attendance policies of the professor responsible for that particular course. This enables students to officially contact the professor whenever necessary.

Other Students

You’re not the only one who contacts the professor. Your peers may already have the email address of the professor.

If you’re unable to easily find your professor’s email address, simply ask your peers on students’ group pages including course forums.

Sample Email To Professor Asking For Meeting

Template 1: Meeting With Professor To Discuss Assignment/Project

Email Subject 
Request For Meeting To Discuss {{Assignment/Project}}

Body
Dear Professor {{Last name}},
I hope this email finds you well. My name’s {{Your name}} and I’m in your {{Class name}} that meets on {{Class days and time if available}}. I am reaching out to request a meeting with you to discuss my recent {{Assignment/Project}}.
I have been working hard on this assignment, but I’m still struggling to fully understand some of the concepts covered. I would greatly appreciate the opportunity to meet and get your feedback and clarification on my work.
Would it be possible for us to schedule a meeting at your earliest convenience to discuss this further? I am available at the following times: {{List available times}}.
Thank you in advance for your time and consideration. I look forward to the opportunity to meet with you.
Best regards,  
{{Your full name}}
{{Class and Section Number}}

Template 2: Meeting With Professor To Discuss Class Material

Email Subject 
Meeting Request to Discuss Class Material

Body
Dear Professor {{Last name}},
I hope this email finds you well. My name’s {{Your name}} and I’m in your {{Class name}} that meets on {{Class days and time if available}}. I am writing to request a meeting to discuss the material covered in your {{Class name}} class.
Although I’ve attended every lecture and completed the necessary readings, I’m still struggling with {{Topic you’re struggling with}}. I believe a one-on-one meeting with you would enable me to gain your perspective on the best way to approach them.
Could we schedule a meeting at your earliest convenience to discuss this further? Thank you in advance for your time and consideration.
Sincerely
{{Your full name}}
{{Class and Section Number}}

Template 3: Meeting With Professor To Discuss Exam Performance

Email Subject 
Seeking Guidance On Exam Performance

Body
Dear Professor {{Last name}},
I hope this email finds you well. I am reaching out because I’m concerned about my performance on the recent {{Exam title}} exam and I would like to seek your guidance on the best way to improve.
I would be grateful if you can make some time to meet and discuss my performance and any areas where I need to focus more. Please let me know which time would be most convenient for you.
Thank you in advance for your time and help.
Sincerely
{{Your full name}}
{{Class and Section Number}}

Template 4: Meeting With Professor To Discuss Letter Of Recommendation

Email Subject 
Request For Meeting To Discuss Letter Of Recommendation

Body
Dear Professor {{Last name}},
I hope this email finds you well. My name’s {{Your name}} and I’m in your {{Class name}} that meets on {{Class days and time if available}}. I am writing to request a meeting to discuss the possibility of writing a letter of recommendation for me as I apply to graduate school.
I have greatly enjoyed and benefited from your {{Class name}}, and I believe that your support and endorsement would greatly strengthen my application.
I understand that you are very busy, but I would be grateful if you could find the time to meet with me to discuss this further. Please let me know if you have any availability in the coming weeks.
Thank you for considering my request.
Sincerely
{{Your full name}}
{{Class and Section Number}}

Template 5: Meeting With Professor To Discuss Collaboration On Research

Email Subject 
Meeting Request To Discuss Collaboration On {{Project name}}

Body
Dear Professor {{Last name}},
I hope this email finds you well. I am writing to express my interest in collaborating with you on your current research project, {{Project name}}. As a student in your {{Class name}} class, I have been particularly inspired by your expertise and insights in the field.
I believe that working with you would be a valuable and enriching experience for me. I would be grateful for an opportunity to meet and discuss the possibility of collaborating on your research project. I’m available at your earliest convenience.
Thank you for considering my request. I am excited at the prospect of working with you and learning from your guidance and mentorship.
Sincerely
{{Your full name}}
{{Class and Section Number}}