Proper Email Etiquette for Addressing Multiple Professors

When addressing multiple professors in an email, it is generally more formal and clear to use the name of each individual professor. In most cases, it is advisable to send a separate email to each professor. This approach respects their individual statuses and avoids any potential misunderstandings.

The Importance of Individual Addressing

I agree with the advice given in the original content. Cutting and pasting the text and sending a separate email to each professor is the best practice. Professors can be vain, and being included in a mass email with other professors may be perceived as a slight, especially if there are rivalry dynamics at play. Each professor may see their individual email as more attention-granting and respectful.

Proper Titles and Formality

Additionally, address each professor individually using their appropriate title. If they have earned a PhD, you might consider addressing them as Doctor or Dr. Taking the extra time to write out the title for each professor shows respect and clarifies who you are addressing.

Sample e-mail:

Dear Prof. [A], Prof. [B], and Prof. [C],

or

Dear Prof. [A], Dr. [B], and Prof. [C],

This formal approach ensures that each professor understands the importance of your communication and respects their individual position.

Addressing Professors as Individuals

Especially when you have something to ask from or want them to pay attention to you, it is critical to address each professor as an individual. While it might seem redundant to write the same title numerous times, it is a highly respectful practice.

I often receive emails from students who are athletes, part of the National Guard, or in a school-related role, addressed to me as Professor. These emails are intended for other instructors to explain a scheduling conflict or an unexpected absence. In such cases, I do not mind, but emails asking for a letter of recommendation often do not receive responses. I find such generic emails to be discourteous.

Example:

Some students will say,

“Dear Professor,’ “Dear Professors,” or “To Whom It May Concern.

I prefer that students address me formally and separately, especially when it pertains specifically to my class and we are not acquainted. Once they know me, a less formal approach is acceptable, as the focus is on class information, not the title.

Final Tips for Professional Respect

I have to say, most professors do not really care about titles, but it is always best to err on the side of caution. Practicing courtesy is paramount in the professional world. The classic Austin Powers line, “Be Excellent to Each Other,” comes to mind.

I would advise erring on the side of courtesy and covering your bases by addressing each professor individually. Being a professor is a very significant position to some individuals, and they take pride in being addressed by that title. It makes them feel extra-special and reinforces their professional identity.

Tip:

If you are emailing multiple professors, odds are you want them to think of you with favor. Include their ego in your communication; it will only play well to your advantage. Persuasion is a subtle game, but using it in the right way can be a powerful tool.

Remember, using formal language and addressing each professor individually with their appropriate title shows respect and professionalism. It sets the tone for clear and effective communication.