Emailing can be stressful - especially when it is to someone in a professional context, such as a faculty or staff member. - Here are some basic guidelines to get you started.
Emailing seems like a simple thing, but even for the most seasoned of emailers, it can be a challenge.
- What should I put as the subject?
- Did my point come across clearly?
- How formal should it be?
- How much/little do I share?
These are all questions we ask ourselves all the time. Despite the challenge of crafting an email, it is a critically important
skill, both as a college student and eventually as a working professional. We have created some basic guidelines and templates based on different scenarios to help you navigate emailing in college.
Basic Format & Guidelines
Step 1: Subject
The subject line announces your purpose for emailing. Be specific. For example, “Help” doesn't give a lot of information to the reader, but “Question about Essay Assignment in ENG 101” is much clearer.
Step 2: Greeting
In your first email, it is better to be formal than informal. “Dear Professor X” works best.
Step 3: Introduce Yourself
Be sure to introduce yourself with clear information, such as your year, what class you are in, or other important details. Both professors and staff meet with lots of different students in different capacities.
Step 4: Request or Question
Address the main purpose of your email. Be clear with what you are asking, whether it is about a meeting, a question, or a letter of recommendation.
Step 5: Additional Explanation/Information
Add any additional information that is necessary to clarify your request. Be careful not to over explain - keep it clear and direct.
Step 6: Show Appreciation
Be sure to thank the person for their time and help/consideration.
Step 7: Close
Sign off using closing pleasantries and/or your email signature.
Overwhelmed?
There are times emotions can get in the way of writing an email. If you find yourself overwhelmed and struggling to write the email, take a moment and a breath. Focus on the content and information of your email first. You can go back later and finesse how it sounds.
- Information First - identify the purpose. What is the main point you want to communicate? Simplify it to one sentence.
- Write a Draft - put down the information first, don't worry about how it sounds. You can do bullets with key information.
- Refine - now you can work on tone and voice, but remember to keep it simple.
Email Templates
This email template offers a structure for asking professors about potential research opportunities.
Subject: Meeting to discuss undergraduate research opportunities in [topic/possible undergraduate research opportunities]
Dear Professor* [Last Name],
I am a [year] student studying [major]. I am very interested in your work on [specific paper/presentation/project]. I would appreciate the chance to talk with you about your research in [topic] and about possible undergraduate opportunities in your lab.
My experience in [describe your research experience or classes you have taken related to research design or methods] has helped me realize that I would like to continue a path of research on [topic], which will ultimately allow me to [academic and/or career goal].
We could schedule an appointment, or I can drop by your office hours on [day and time if the person holds office hours].
I have attached my resume and unofficial transcript. If there is additional information that I have not included that you would like, I would be happy to provide it to you.
Thank you for your consideration.
Best,
[Name]
*Use the title they use for themselves. If they haven’t specified, “Professor [Last Name]” is preferred.*
Use this email template to reach out to faculty who has been your instructor or who you would like to invite to FLUNCH or a meeting.
For Your Course Professor
Subject: Possible Time to Discuss [what you are interested in]
Dear Professor* [Last Name],
I am a [year] in your [name of course] course. I have really been enjoying the class, [especially X topic/issue/question]. I am writing to ask if I could meet with you to ask you a few questions about what we’re learning [and/or your research/experience in their field.]
Please let me know when it would be convenient for you to meet.
Thank you, and I look forward to hearing from you.
Sincerely,
[Name]
For Non-Course Faculty
Subject: Possible Opportunity to Discuss [what you are interested in]
Dear Professor* [Last Name],
I am a [year] studying [major or interested in academic subject], and I am interested in learning more about your [experience/research] in [X], and I am writing to ask if you would be willing to meet with me.
To provide a little more background about myself, I have taken courses in [X, Y, Z] and/or am particularly interested in [topic/question about their path, a particular experience, research].\
Outside of my classes, I’ve been involved in [relevant student org(s)] here at Duke/have interned at [organization(s)] and/or research with faculty member/research group] and have been reading/looking into [X] in my spare time.
I would appreciate hearing your perspective and any advice you may have on [X issue/question]. Thank you for your consideration, and I look forward to hearing from you.
Sincerely,
[Name]
This email template provides a structure to approach a professor about a concern in a class.
Subject: Questions from [class name] student
Good morning Professor* [Last name],
My name is [name], and I am currently a student in your [class name]. I am writing because I have some concerns regarding my [insert concerns].
I have tried to [insert how you have tried to approach the situation to illustrate that you have taken initiative to solve the problem first].
[Any additional questions or comments].
I am hoping that we can meet to discuss these challenges and am available to meet during your office hours on 2026 or [list window of time that you are free.] Would any of these times work for you? If not, when might you be available?
Thank you,
[Your Name]
This email templates provides a structure for sending a follow-up or reminder email to faculty when you are waiting on their response.
Follow-up and reminder emails to professors can seem intimidating to write. you need an answer to a question or request, but you don’t want to seem pushy or demanding. Well, just like yours, professors’ inboxes are full of email; sometimes your message might slip through the cracks, or the professor read it and meant to reply, but something urgent came up–so gentle reminders are perfectly acceptable and even helpful. As a general rule of thumb, wait at least 48 hours to send a follow-up to a professor, and if you email on a Friday afternoon or weekend, wait until at least Tuesday afternoon before reaching out again.
Follow Up Email
Subject: Follow-up about [Reason for Follow -up]
Good afternoon Professor* [Last name],
I hope all is well. I wanted to follow up on my email from [when you sent it] about [what your concern or question is]. I understand you have a busy schedule, but I wanted to see about [whatever you are following up on].
I greatly appreciate your time. Thank you again in advance for your help with [question]. I look forward to hearing from you soon!
Sincerely,
[Your name]
Reminder Email
Subject: Reminder about [Reason for Reminder]
Good morning Professor* [Last name],
I hope all is well. I know you have lots of things going on, but I just wanted to remind you that [topic of reminder] is [due or needed] by 2026.
Thank you again for taking time to complete [request]. Please let me know if you have any questions or need additional information.
Sincerely,
[Your name]
This email template provides a structure for asking your professor to meet at a time outside his/her listed office hours.
Dear Professor* [Last Name],
I hope this email finds you well. My name is [insert name}, a student in your [insert class name] class. I know in the syllabus it outlines your office hours are [insert office hours]. Unfortunately, I am not able to make those hours because of [reason for not being able to attend]. I wanted to come by and discuss [what you want to discuss], and I was wondering if there was another time that you were available to meet. I am free [list windows of time that you are free]. Would any of these times work for you? If not, when might you be available?
Thank you in advance for your time and flexibility. I look forward to meeting with you soon.
Sincerely,
[Your Name]
This email templates provides a structure for asking for letters of recommendation for graduate schools, research opportunities, grants/fellowships, and jobs.
Subject line: Request for letter of recommendation – [Your Name], student in [CLASS TITLE]
Dear Professor [Last Name],
I am a student in your [CLASS TITLE] course this semester and have especially valued [specific aspect of the course, e.g., the project on X, your feedback on Y, or the discussions about Z].
I am currently applying to [# + type of application—scholarship, fellowship, internship, graduate program, job], and as part of the process, I need to provide a faculty recommendation. I would be honored if you would consider writing a letter on my behalf. I chose to ask you because [specific reason, such as what you learned from them, their mentorship, or their impact on your academic growth].
Here are the programs/positions I am applying to:
[Program/Position Name] – Application due [XX/XX/XXXX]
[Program/Position Name] – Application due [XX/XX/XXXX]
[Program/Position Name] – Application due [XX/XX/XXXX]
To assist with the letter, I have attached a document with:
- Key points from my work in your class that may be useful to highlight.
- A short overview of each program and why I am applying.
I can also provide my [résumé, personal statement, or any other materials] you may find helpful. If you agree to write the letters, I will send detailed instructions for each submission.
Please let me know if you would be willing to support me in this process, or if there’s any additional information you would like.
Thank you very much for your time and consideration.
Sincerely,
[Your Full Name]
