How to Talk So Your Professor Listens
- Dr. Ashley L. Conklin
- Sep 3, 2018
- 4 min read
Updated: Aug 15, 2021
COMMUNICATING WITH PROFESSORS: EMAIL
The Address.
Check the top of the first page of your course syllabus for your professor’s email address. When emailing a professor, make sure you are using your academic email address.
The Tone.
Make sure you keep it professional; better to error on the side of too formal than too casual. Show reverence and respect. Never accuse them of anything (i.e. “You never said that was going to be on the test…”). It’s important to let your professor know that you know their time is valuable and you appreciate everything that they do for you and your class. Your professor is going to be more likely to help you if he or she feels empowered and respected.
The Greeting.
If your professor has stated what he or she prefers to be called, then you should address him or her accordingly in your email. If they haven’t made it so clear, it’s always better to go with the more formal option. If you don’t know their title (Dr., etc.) a neutral “Professor _________” is the best option.
Be sure to start the email on a nice and friendly note. A simple “I hope you’re having a great morning” or “I hope this email finds you well” are great and professional greetings. Don’t lay it on too thick, but be sure to be pleasant, especially if you’re going to be asking them for something later in the email!
The Good Stuff.
Okay, now we’ve made it to the important part of the email — what you’re wanting to communicate with your professor.
Professors don’t want to read through paragraphs of explanation, so do them a favor and keep your emails short and sweet. Get to the point of the purpose of your email while giving as much detail and necessary, but not more than is needed. It’s a fine line, but if they need more information from you, that’s what the reply button is for!
The Close.
Now that you’ve reached the end of your email, it’s time to thank your professor for actually taking the time to read the whole thing. A positive sentiment or thank you would be a great addition here, whether it be “Thank you for you time” or “Have a great rest of your day.”
COMMUNICATING WITH PROFESSORS: DURING OFFICE HOURS
Attending office hours is considered proactive and is expected in college. Many students are intimidated by speaking with their professors one-on-one during office hours, yet it is an extremely important thing to do. If you are uneasy about visiting your professors, the more prepared you are, the less nervous you will be. Prepare questions in advance and practice what you will say. Below are some additional tips to make the process easier.
1. Find the professor’s office location and office hours.
The syllabus will detail the professor’s office location and hours. If it says “appointment only” send an email to request a meeting.
2. This is an opportunity for you to manage the impression your professor has of you. You want to be viewed as a diligent student, so be prepared when you visit.
Have specific questions to ask (review your notes & identify things you need clarified.)
Take notes on what your professor says. Often students are anxious when visiting professors and focus more on their questions than on their professor’s answers. Taking notes will keep you focused and will serve as a record for what was said.
Discuss/arrange academic accommodations such as extra time on tests.
Show your professor any study tools you have made and ask if you appear to be focusing on the pertinent information.
Ask for—and listen to—suggestions.
Check your understanding. If you are discussing a paper or assignment, ask questions until you are sure you understand the prompt or instructions.
If you have questions about an exam or paper grade, take it with you and explain your rationale for why you answered as you did. You may be able to earn a few extra points. Or you may find that your professor made an error. But, beware—some professors will re-grade your entire exam if you challenge a question, so make sure you know your professor’s policy (which will be stated on the syllabus) beforehand.
3. Always have a friendly attitude.
Smile. Make eye contact. Be pleasant. Use your manners. You are a guest in your professor’s office, so behave respectfully.
4. Remember the Power Dynamic. The professor has it—you do not.
Never blame the professor or say things such as “Your wording confused me” or “Your tests are different than your reviews.” Instead, use “I messages” or “I statements” to convey your struggles. “I am having difficulty understanding the questions.”
Likewise, never place demands on your professor. Don’t tell the professor you have to earn a certain grade in order to go through sorority or fraternity recruitment, declare a major, keep your scholarship, graduate, etc.. That is not the professor’s issue—it is yours and you will not win over the professor by placing demands on him or her.
5. Always thank your professor for his or her time and assistance when you leave.
6. Send a follow-up email.
Thank your professor and reiterate your understanding of the topics discussed during the meeting. This provides a chance for further clarification and also serves as a written record of what occurred during the meeting should you need it at a later time. This isn't necessary for every meeting, but it is a good practice and can be helpful in making sure you and your professor are on the same page.
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