Effective Sample Email for Sending Documents to Professor: Tips and Templates

Do you struggle with how to properly send your documents to your professor? Well, the good news is that you’re not alone. Many students face the same challenge, but fear not, because I have the perfect solution for you. In this article, I’ll be providing you with some sample emails that are guaranteed to impress your professor, and ensure that your documents are submitted in an organized and professional manner.

Whether you’re sending coursework, assignments, or research papers, the sample emails included in this article are tailored to fit your needs. You’ll find examples that cover a range of topics, from requesting feedback to seeking extensions, all written with a touch of sophistication and clarity. And if you feel like tweaking the samples to suit your specific situation, go ahead and do so, as these templates are designed to be versatile and adaptable.

So, are you ready to start sending emails like a boss? Scroll down and discover how easy it can be to impress your professor with a well-crafted email that showcases your professionalism and dedication to your studies.

The Best Structure for Sending Documents to Your Professor

When it comes to sending important documents to your professor, it’s imperative to ensure that your email is both professional and concise. A well-structured email can make all the difference when it comes to getting a response from your professor.

First and foremost, start your email with a professional greeting, such as “Dear Professor [Last Name].” It’s important to use their proper title and surname, as it demonstrates respect and acknowledges their professional standing.

Next, outline the purpose of your email in the first paragraph. Let them know what documents you are attaching and why you are sending them. For example, “I am sending the final draft of my essay for your review before the submission deadline.”

In the next paragraph, provide additional context about the documents you are sending. For instance, if you made changes to your essay based on feedback from a previous draft, you might want to explain the revisions you made. This not only shows that you took the professor’s feedback seriously, but it also demonstrates your keen attention to detail.

In the following paragraph, express your appreciation for their time and input. A simple “Thank you for taking the time to review my work” can go a long way in demonstrating your gratitude and respect.

Finally, close with a professional sign-off, such as “Best regards” or “Sincerely.” It’s also a good idea to include your contact information in case the professor has any questions or concerns.

By following this simple structure, you can ensure that your email is professional, concise, and effective. Remember, your professor is likely receiving numerous emails daily, so making yours stand out with a clear purpose and well-organized structure can increase the likelihood of a response.

Email Samples for Sending Documents to Professor

Request for Letter of Recommendation

Dear Professor Smith,

I hope this email finds you well. I am reaching out to request a letter of recommendation for graduate school applications. As you may remember, I took your advanced statistics course during my junior year and consistently received high grades. I believe your letter would be a valuable addition to my application package.

To help you write the letter, I have attached my updated resume and a list of schools and programs to which I am applying. I would also be happy to schedule a meeting or provide any additional materials that would assist you in the process. The deadline for these materials is coming up quickly, so I appreciate any help you can provide.

Thank you for considering my request. I truly admire your teaching and guidance, and it would be an honor to receive your endorsement.

Best regards,

John Doe

Clarifying Grading Policy

Dear Professor Rodriguez,

Thank you for your recent feedback on my paper. I have reviewed your comments and am seeking additional clarification on your grading policy for this assignment. Specifically, I would appreciate it if you could explain what you meant by “insufficient evidence” as a reason for the grade.

I have attached a copy of the grading rubric and guidelines to help me better understand your expectations. If possible, I would also appreciate any specific examples or suggestions for how I can improve my work moving forward.

Thank you for your time and consideration on this matter. I value your expertise and hope to use your feedback to improve my academic performance.


Jane Smith

Submitting Late Assignment

Dear Professor Nguyen,

I am writing to seek approval for submitting my paper a few days late. Unfortunately, I had a medical emergency over the weekend that prevented me from completing the assignment in time. I wanted to extend my deepest apologies for any inconvenience this may cause and hope to make it up to you in the future.

I have attached a doctor’s note for your records as well as a copy of the completed assignment for review. I understand that late submissions may impact my grade, but I would be extremely grateful for any accommodation you can make in light of my circumstances.

Please let me know if there are any additional steps I can take or if you need any further information from me.

Thank you for your understanding.

Best regards,

Mark Lee

Request for Extension

Dear Professor Thompson,

I am writing to request a one-week extension on the upcoming project deadline. I have been experiencing some unexpected personal issues over the last few days that have made it difficult for me to give this project the attention it deserves.

I understand that this may be a significant inconvenience, and I apologize for any disruption this may cause. I am willing to accept any penalty you see fit for the delay, such as a reduced grade for the assignment or additional work to be completed in the future.

I appreciate your understanding and hope to make up the work as soon as possible.

Thank you for your time.

Best regards,

Samantha Kim

Submitting Research Proposal

Dear Professor Johnson,

I am pleased to submit my research proposal for review. As we discussed earlier this month, I have been working on a study of the impact of social media on self-esteem among teenagers. I believe this research is both timely and important given the current trends in society.

The proposal includes a literature review of recent studies in this field, a detailed description of the research methodology, and a breakdown of anticipated costs and timeline. I would be grateful for any feedback you can provide on the project so that I can fine-tune my work and submit it for funding to the appropriate sources.

Please let me know if you have any questions or need any further information from me.

Thank you for your consideration.

Best regards,

Alice Chen

Request for Feedback

Dear Professor Davis,

I am reaching out to request your input on a research paper I have been working on concerning the impact of climate change on ocean ecosystems. I have researched extensively and would appreciate your expert and critical analysis of the work to date.

I have attached a copy of the draft for your review. Specifically, I am hoping you can give me feedback on the clarity of the argument, the validity of the research, and the structure of the paper.

I understand that you may be quite busy and that your time is valuable, so please know how grateful I would be for any input you can provide. I am confident that your comments and suggestions will lead to more in-depth research and a more comprehensive paper.

Thank you for your guidance and assistance.

All the best,

James Black

Submitting Scholarship Application

Dear Professor Williams,

I wanted to share with you some exciting news–I am applying for the annual John Doe Scholarship Award. Thank you for encouraging me to pursue opportunities like these to further my education and career path.

As part of my application, I have included the required materials such as transcripts, essays, and recommendations. I have also attached my resume and any relevant materials that I think may support the application. If there’s any feedback or input you have to strengthen my application, I would love to hear it.

Again, thank you for your support in this process.


Hannah Lee

Tips for Sending Documents to Your Professor Via Email

As a student, you will likely have occasion to send various documents to your professors. Whether you are submitting a paper for class, requesting a letter of recommendation, or sending additional research materials, it is important to make sure you are sending these documents in a clear and professional manner. Here are some tips to help you effectively communicate with your professors via email:

  • Use a clear subject line – Make sure your subject line is clear and descriptive. This will help your professor quickly identify the purpose of your email and prioritize their response if necessary.
  • Introduce yourself and explain the reason for your email – Start your message with a brief introduction and explain why you are reaching out to your professor. This will help them understand the context of your message and how best to respond.
  • Attach documents as PDFs – When attaching documents to your email, it is best to save them as PDF files. This will preserve the formatting and ensure that your professor can open and read the document without any issues.
  • Label files clearly – Before attaching any files, make sure you have labeled them clearly so that your professor can easily identify them. Use a descriptive name that reflects the content of the file, such as “Research Paper – Final Draft.”
  • Proofread your message and attachments – Before hitting send, make sure you have proofread both your message and any attachments. This will help you catch any errors or issues that could create confusion or detract from the professionalism of your message.
  • End with a clear call-to-action – In your closing, be sure to include a clear call-to-action that lets your professor know what you are expecting from them in response to your email. This could be a request for feedback, a question you would like them to answer, or a deadline you are hoping to meet.
  • Thank them for their time – Finally, be sure to express your gratitude for the time and attention your professor has given to your request. A simple “thank you” can go a long way in building a positive relationship with your professor.

By following these tips, you can ensure that your emails to your professors are clear, concise, and professional. This will help you build strong relationships with your professors and increase the likelihood of getting the support and feedback you need to succeed in your studies.

FAQs about Sample Email for Sending Documents to Professor

What should I include in the subject line of my email?

Your subject line should be clear and concise, and should indicate the purpose of the email. You could include important details such as the course name, assignment title, or document type.

What documents should I attach to my email?

You should only attach the documents that your professor has requested, and make sure that they are saved in a compatible file format. You could also consider compressing large files to make your email easier to send and receive.

How should I address my professor in the email?

You should address your professor using a respectful and polite tone. It is recommended that you refer to them by their title (e.g. Dr. Smith) instead of their first name, unless they have explicitly told you otherwise.

What should I write in the body of the email?

The body of the email should be brief and to-the-point. You could include a polite greeting, a brief introduction to the email’s purpose, and any additional information or instructions that your professor needs to know.

What if I have forgotten to attach a document or made a mistake in the email?

If you have forgotten to attach a document or made a mistake in the email, you can simply send a follow-up email explaining your mistake and attaching the correct documents. It is important to apologize for the error and take responsibility for any inconvenience caused.

How long should I wait for a response from my professor?

You should allow your professor at least 24-48 hours to respond to your email. If you have not received a response after this time, you could consider sending a polite follow-up email to remind them of your request.

Is it okay to send multiple emails to my professor regarding the same issue?

You should avoid sending multiple emails to your professor regarding the same issue, as this can be seen as annoying or pushy. Instead, try to communicate your needs clearly in one email and give your professor time to respond before sending any follow-up messages.

That’s It, You’re Done!

So there you have it, a sample email for sending documents to your professor! Hopefully, this will make your life a little easier and help you get your work turned in quickly and efficiently. Thanks for checking out this article and be sure to come back again soon for more helpful tips and tricks!