Communication with professors in Germany follows clear academic etiquette. Whether you’re asking questions, joining office hours, or requesting feedback, knowing how to communicate professionally will help you build positive academic relationships and avoid misunderstandings. This guide explains how to write proper emails, ask questions effectively, and interact respectfully with professors.
Academic Communication Culture in Germany
German academic culture values:
• clarity
• formality
• brevity
• respect for time
• independence
Professors expect students to:
• read course materials before asking questions
• come prepared to office hours
• use formal email etiquette
• take responsibility for their academic progress
How to Write Proper Emails to Professors
Email is the primary method for communicating with professors.
Your message should be short, polite, and structured.
Email Structure
1. Subject line: clear and specific
2. Greeting: formal
3. Self-introduction: name + program
4. Purpose of email: 1–2 sentences
5. Details or question: clear, concise
6. Closing line: polite ending
7. Signature: full name + student ID (optional)
Example Subject Lines
• “Question about Assignment 2 (Course XYZ)”
• “Request for Office Hour Appointment”
• “Clarification on Lecture Topic from Week 3”
Polite Language to Use
• “Could you please clarify…”
• “I would like to ask…”
• “Thank you for your time and support.”
Avoid
• informal greetings (“Hey”, “Hi Prof”)
• long paragraphs
• demanding tone
• grammar mistakes
• sending multiple emails in a row
Email Template (Copy & Use Directly)
Subject: Question Regarding [Topic] for [Course Name]
Dear Professor [Last Name],
My name is [Your Name], and I am a student in the [Program, Semester]. I am writing to ask for clarification regarding [specific topic / assignment / requirement].
I have reviewed the lecture slides and materials on Moodle, but I am still unsure about [your specific question]. Could you please provide some guidance?
Thank you very much for your time.
Kind regards,
[Your Name]
Student ID: [number] (optional)
Office Hours: How to Use Them Effectively
Office hours (Sprechstunde) are dedicated times when students can meet professors for:
• academic questions
• project guidance
• exam preparation
• feedback on assignments
• clarification of concepts
How to Prepare
• bring specific questions
• review materials before the meeting
• keep your notes organized
• arrive on time
During the Meeting
• be concise
• take notes
• don’t interrupt
• ask follow-up questions if needed
Professors appreciate students who show initiative and preparation.
Asking Questions in Class
Different class types have different norms:
In Lectures
• questions are usually brief and factual
• long discussions are not appropriate
• some professors prefer questions at the end
• others prefer email follow-ups
In Seminars
• more discussion and debate
• professors expect participation
• questions can be detailed or critical
• respectful disagreement is allowed
General Rule
If your question is very specific or long → ask during office hours instead of in class.
Building Positive Academic Relationships
You don’t need to be close friends with professors—professional respect is enough.
Ways to maintain good relationships:
• attend class regularly
• show interest in the subject
• participate constructively in seminars
• ask thoughtful questions
• submit assignments on time
• follow academic honesty rules
Professors may become useful references for:
• internships
• recommendations
• Master’s applications
• research projects
Cultural Differences to Keep in Mind
• Professors are addressed as “Professor + Last Name”
• First names are rarely used unless invited
• Emails are formal until the professor responds informally
• Overly emotional stories are discouraged
• Concise, direct communication is preferred
Not Expected in Germany
• calling professors “Sir/Madam”
• giving gifts
• excessive politeness or flattery
• long personal explanations
Common Mistakes to Avoid
• writing informal emails
• asking questions answered in the syllabus
• contacting professors outside working hours (late at night)
• sending attachments without explanation
• being too demanding (“Please answer today”)
• forwarding AI-generated text without editing
• requesting exceptions without justification
Summary
Effective communication with professors in Germany requires:
• formal and concise emails
• proper preparation for office hours
• respectful questions
• understanding academic etiquette
• building professional, not personal, relationships
Mastering these skills will help you navigate university life more confidently and succeed in your academic journey.