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EMAILING YOUR PROFESSORS
Academic Email = Professional EmailIt’s just an email, right? Yes, but it’s an academic email. And that means it’s
professional email, not personal email.
A key element of writing effectively (and that’s a big part of what we teach)is learning to change your writing style to be appropriate to the needs andconventions of diverse situations and genres. Academic email is one such genre.
The tips and tricks and conventions listed here should serve you in good stead
as a foundation for other kinds of formal communication both during and afteruniversity. Most importantly, academic email done right is great preparation
for business and other professional emails.
So what are those conventions? And why do they matter?
Let’s start with why they matter.
First, many “digital native” students approach email, texting, tweeting,online comments, etc., as more or less a single genre, i.e. online/digitalcommunication. Though we’re not luddite fuddy-duddies (yet), most
university faculty and staff treat email as something combining digitalcommunication with some of the conventions of a business and/or personal
letter. In the one case, informality, brevity, directness, etc., are the appropriate
genre conventions. In the other, those very same writing strategies risks offputting or offending your reader. Good writing shouldn’t do that. So don’t.
Second, Japan generally expects a higher level of formality than many
international students are accustomed to. Part of living in Japan is adjusting tothese expectations. So raising your base level of formality a bit is similar to theway that good writers fine tune their writing to their audience and genre.

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Rules and Conventions of Academic Email
Here are a few easy rules, followed by a template:
1. Use a clear, descriptive subject line. Including your name and the class
you’re writing about, if appropriate, is always a good idea.
2. Use a salutation and signoff/signature.
•For a salutation, try “Dear Professor X” (see what I did there?) tostart. As you become more acquainted with an individual
professor’s preferences and personality, you’ll find that some of us
respond just fine to “Dear Professor,” and even “Professor X.” Foradministrative staff, “Dear Mr./Ms. Surname” works. Oh, and get
the names right. More on this below.

•Nobody cares if your email is sent from your iPhone (seriously, thisapplies to more than just academic email). “Best,” “Sincerely,” etc.,
plus your name make better signoffs. “Thank you” can work
nicely, too. Just be careful when using this with a request; it cansound presumptuous.

•Really, this is all about treating each other with respect as humanbeings and as your professors, helpful administrative staff, etc.
That’s why it’s also helpful to start off with a “Hope you’re enjoying
your weekend,” or “Hope you’re enjoying the cooler
temperatures.” We’re not, because we have no weekends and nevergo outside. But it’s nice to know you’re thinking of us, even if it’s
just a formality. Form is important.

3. Address your professor by her/his surname/family name unless you’ve
explicitly asked permission to do otherwise (and be mindful that even inthis case, your professor may see conversation and email as different, sobe careful). Get that name right, too. Please don’t misspell my name.
Please don’t abbreviate it.

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4. Check your grammar and spelling. Think of emailing a professor as aformal writing task. Homework, if that helps. Editing is key. Go backover the email once before hitting Send.
5. Do the work. Is the answer to your question in the syllabus? Does aclassmate know?
6. Do the work. Don’t email the night before for an extension. Don’t
demand help, a better grade, or an ice cream. Don’t rant, whine, or go onendlessly.
7. Questions and appointment requests are best accompanied with aprioritized list of time suggestions. For example, you might list times
that you (a) prefer, (b) are available, and (c) can possibly make it if (a)and (b) don’t work for your professor. This is another way of saying, “Dothe work.”
8. Following up is appropriate if you haven’t received a reply after several
days (for an urgent matter) or a week. We all need gentle reminders
sometimes. But remember that this is not Line, Snapchat, Facebook, etc.,
where response times are expected to be instantaneous at the very latest.
9. Other considerations.
•These rules apply even if your professor breaks them. An email“conversation” (a flurry of emails back and forth on a singlesubject) doesn’t necessarily require you to have a proper salutationand signature, but the other rules still apply.

•Also, check your email at least daily. And if it’s from a professor oruniversity staff member, read it. It’s usually important and often
time sensitive. And don’t just read it, respond. Please.

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Template / Example++++++++++++++++++++++++++++
Subject:
From [Your Name] re/ [few words describing the content of your email]------------------------------------------Body:
Dear Professor [Surname],
Hope you’re [well / enjoying the cooler weather / surviving the heat / notoverwhelmed by work / not stuck in a committee meeting].
This is [Your Name] from [Your Class], which meets on [Mon-Fri].
I am writing to [state your purpose clearly and succinctly].
I [what you have done about the issue].
Could you please [what is it that you want us to do?]Sincerely,Best Student Ever, III++++++++++++++++++++++++++++
Of course, you will have to adapt this to suit your needs. For example, youwon’t need to introduce yourself to us (maybe to your other professors), but
you should still mention which class you’re emailing about if you’re taking
more than one. In any case, this template is intended as a starting point forcommunicating clearly and appropriately with your professors both in JACS

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and beyond. In turn, that’s a good start on formal written communication for
the workplace.
Sources:•

https://www.insidehighered.com/views/2015/04/16/advice-studentsso-they-dont-sound-silly-emails-essay•

https://medium.com/@lportwoodstacer/how-to-email-yourprofessor-without-being-annoying-af-cf64ae0e4087

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