No matter your academic goals or focus, you’re likely to message your professors several times throughout your education. This may include asking questions, delivering (or confirming the delivery of) assignments, requesting extensions, or complying with check-ins required for your class.
While it may be tempting to address your professor as you would any other person you email, such as friends or businesses, there is a recommended structure to follow. This is especially true for the sign-off or ending of an email. Coincidently, that is a segment that most students think little of.
In truth, the ending of an email to your professor can influence your future interactions and possibly your success in class. Let’s explore why, and how you can end an academic email properly:
Sending an email to a professor can be intimidating You want to come across as polite and professional, while also being clear, concise, and getting your message across effectively But how exactly should you end your email to leave a good final impression?
In this guide, we’ll explore recommendations for closing out your emails to professors in a way that wraps things up nicely and completes the communication.
Here’s what we’ll cover:
- Why the email sign-off matters
- Examples of greetings and closings to use
- Tips for formatting your sign-off
- Common sign-off mistakes to avoid
- Tailoring your closing to the situation
- Putting it all together for professor emails
Follow these tips and you’ll master the art of ending an email to a university instructor with confidence Let’s dive in!
Why Your Email Sign-Off Matters
You put effort into crafting a clear subject line thoughtful content and proper email etiquette. Don’t undo all that hard work with a sloppy or inappropriate sign-off!
A strong email closing:
- Leaves a positive final impression
- Reinforces your professionalism
- Completes the communication loop
- Continues your rapport with the professor
On the flip side, a weak or absent sign-off seems abrupt, rushed, or dismissive – not the tone you want.
Make your life easier by having go-to closings ready so you can finish emails strong. Let’s look at some email sign-off examples that would work well for professors.
Email Greetings and Closings to Use
Refer to this list of appropriate greetings and closings to use when emailing your instructor:
Greetings
- Dear Professor [Last Name]
- Hello Professor [Last Name]
- Good morning/afternoon Professor [Last Name]
Closings
- Best regards
- Sincerely
- Thank you
- Best wishes
- Have a good weekend
- Talk soon
- Looking forward to your response
Sign-Off With Your Name
Always end your email by typing your full name after the closing. This adds a personal touch your professor will appreciate.
For example:
- Best regards,
- John Smith
If you don’t include your name, the professor may not know exactly who sent the email, especially in large classes.
Formatting Tips for Your Sign-Off
The sign-off section not only includes the closing and your name, but also:
- Section above with summary or expression of thanks
- Your contact information
- Signature block
Here are some formatting tips:
- Thank the professor or summarize key points right before the closing.
- Leave a blank line between this paragraph and your sign-off.
- Include your phone number and/or student ID underneath your name.
- Create a signature block with your program, year, and pronouns.
- Set up your email account to automatically include a signature block.
Formatting your sign-off properly like this gives your professor all the information they need in case they want to follow up with you.
Common Sign-Off Mistakes to Avoid
On the flip side, there are some sign-off faux pas that can tarnish the impression you’ve made up until the end. Be sure to avoid:
- Using overly casual language like “Peace out” or “Later”
- Forgetting to include your own name
- Sending from a personal email instead of your university address
- Letting your email trail off without a closing
- Using abbreviations or text speak
- Copying and pasting the same sign-off for all recipients
Taking the extra minute to close out professionally will show your respect.
Tailor the Sign-Off to the Situation
While sending a polite closing in every email is good practice, you can tailor your sign-off to the specific context:
- Follow up email – Thank them for their help and restate your questions.
- Query email – Say you look forward to hearing back from them.
- Apology email – Express regret and appreciation for their understanding.
Choose closings that fit the tone of the conversation and purpose of your message.
Signing Off an Email to a Professor
When emailing university instructors specifically, here are some sign-off tips to follow:
- Use a proper title and their last name (e.g. Dear Professor Smith)
- Express appreciation for their time and help
- If emailing a question, politely restate your question and availability
- Set up an automatic signature with your educational details
- Proofread to confirm you included all information
- End with a warm closing and your full name
Ending an email to a professor properly takes your correspondence to the next level and makes their job easier. Implementing these sign-off strategies shows your commitment to communicating professionally.
So next time you email your instructor, take the extra minute to wrap it up right. A thoughtful sign-off leaves a great final impression and puts your best foot forward as a serious, respectful student.
6 Best Email Endings for Students
These six are the most common email endings used in academic settings. There are other closing remarks that you may see recommended elsewhere, but most of them are used in professional settings and may be overly formal.
“Sincerely” is one of the most common ways to end an email to a non-family member or friend. It expresses earnestness and sincerity over what you’ve said. It’s one of the most popular ways to end an email because it sounds warm without being overly casual. It’s simple, widely used, and standard for most emails, so very few professors would have a problem seeing it in an email.
Another common way to end emails to professors is to thank them. You can say a simple “Thank you” or be specific by saying:
- Thank you for your time
- Thank you for your consideration
- Thanks in advance
If you are going to thank your professor, don’t just say “thanks.” A single thanks is too casual for an email to a professor, so make sure to pair it with something else.
Send your teacher your regards at the end of an email. It’s a simple way of saying that you are expressing your best wishes. It’s polite but not stilted; friendly but not overly familiar.
Another common email ending in academic settings is simply writing your name. Closing with your name, without writing a formal ending, is preferred when the recipient is somebody who may be very busy. It’s a way to cut to the chase and let the other know who the sender is without any padding. It’s also a great way to end your email if you can’t decide on any other closing remark.
I look forward to hearing from you
Telling your teacher that you look forward to hearing from them is a good way to end an email because it’s a call to action. It’s a subtle reminder that they should reply to you, but it doesn’t make you sound demanding. You can use this ending if you need an answer from your teacher as soon as possible.
How to Write an Email to Your Professor, Instructor, or Teacher
How do you email a professor?
We’ve broken the process of emailing your professor into seven simple steps. Start by writing a clear, concise subject line for your email. Your subject line should be specific to your situation. Ideally, your professor should understand why you’re emailing them without even having to open the body of your message.
How do I end an email to a professor?
With this component in mind, here’s a step-by-step guide on ending an email to a professor: 1. Make your expectations clear using polite language As you wrap up an email to a professor, restate your expectations or request politely.
What is a safe email ending to a professor?
Some safe email endings to a professor include: • Kind regards • Thanks • Yours sincerely So, we’ve explained the basics of emailing your Professor; now it’s time to put it into practice with samples. Here are 22 email to professor examples that should cover any scenario.
How do I write an excuse email to a professor?
How to write an excuse email to professor example My name is (your name), and I’m in your (insert details) class. First, I would like to apologize personally and explain why I have been unable to (insert what you need an excuse for). II would like to reassure you that this won’t happen again.
