• 4-minute read
• 21st February 2019

How to Write an Academic Email

When you email a university lecturer or tutor for the first time, you want to make a good impression. But how can you do this? Our top tips for writing an academic email include:

1. Consider whether you need to send an email. You may be able to find the information in your syllabus, timetable, or other course materials.
2. Create a clear subject line setting out what your email is about.
3. Let the recipient know who you are and make a specific request.
4. Use a clear, concise writing style and appropriate academic language.
5. Proofread your email carefully before hitting send.

Check out our guide below for more on how to write an academic email.

1. When to Send an Academic Email

If you say the word ‘inbox’ to any academic, they will shudder in horror. This is because most lecturers and tutors receive dozens of emails every day. And keeping on top of this can take a lot of time and effort. So before writing an email, ask yourself: Do I need to send this?

A lot of the time, you can find the information you need in other places. If you need to know about set reading, for example, you should check your syllabus or other course materials.

This isn’t to say that you shouldn’t email someone if you need help. Academic staff are there to assist you. But they can do this most effectively if they aren’t spending all day on their inboxes, so it is best only to email someone when you can’t find the information you need elsewhere.

2. Subject Line

Every academic email should have a clear subject line that sets out why you are emailing. For instance, if you need to discuss a paper you’re writing, a vague subject line like ‘Question’ or ‘Urgent!’ may be easy to overlook. Instead, you could write something like:

Aristotle paper – Tutorial request for Wednesday

This is short and simple, but the recipient will immediately know the topic of your email, what you need and when you need it. And this will ensure they respond in good time.

3. Be Specific

The text of your email should be clear and specific. This means:

• Clearly setting out who you are and your relationship to the recipient.
• Explaining your situation clearly; ideally, this should be no more than a couple of sentences. For more complex requests, you’re typically better off setting up a meeting with the academic in person.
• Suggesting how the recipient can help address the problem.

This will ensure the recipient knows who you are and what you need from them. And the simpler you make this, the easier it will be for them to respond.

4. Clear, Concise and Formal

As well as being specific, you need to use an appropriate writing style. This should be clear, concise and formal, especially if you are emailing an academic for the first time. Make sure to:

• Address the recipient using their proper title (e.g. Dear Prof. Smith).
• Use academic language as appropriate (avoid slang and emoji).
• Be polite in your request; don’t make demands.
• Thank the recipient for their time in your sign off at the end of the email.

It may be that the recipient is happy for you to use a less formal writing style. But until you get to know them a little, it is better to use a formal academic style in your emails.

5. Proofread Carefully

Finally, make sure to proofread your emails before you send them. This will save you from committing any embarrassing typos, as well as ensuring your email is easy for the recipient to understand.

Example Academic Email

To finish, we’ll offer an example of how an academic email should look:

Dear Prof. Smith,

I am a first-year student on your Ancient Greek Philosophy module, and I was hoping we could meet to discuss the upcoming Aristotle paper (due on 3 March). I am planning to write about Plato and Aristotle, and I have attended the lectures and done the required reading, but I have specific questions I would like to ask you before I begin writing.

Will you be available to meet this Wednesday? Early afternoon would be best for me, but I am happy to adapt my schedule if you are not available then. If we cannot meet, moreover, do you have any books or research papers about Plato and Aristotle you can suggest?

Thank you for your time. I hope to hear back from you soon.

Kind regards,

Isaac Kinsella