When do I send E-mail to Australian Professor?

It is essential to know the best time to email professors to maximize your chances of getting a response (increased response rate). Students may contact professors for various reasons. In any case, choosing the most effective time to send your email is crucial. You need to be mindful of the timing when contacting supervisors to ensure that your emails are noticed and not lost among others. For instance, if you email at 3 am in their local time, they are likely asleep and may miss your message. Similarly, approaching supervisors over the weekend is a common mistake. This article explores the key details you need to consider, including time zone differences in large countries, e.g., the USA and Australia.

Recommended times to send emails:

• Early morning (8–9 AM): Professors often check emails first thing in the morning.

• Midday (12–2 PM): A good window when they may be on a break.

• Late afternoon (4–6 PM): Many check their inbox again before finishing the day, and email volume is usually lower.

Note: You must calculate the time difference between your country and Australia before sending an email. After that, make sure to send your email according to the appropriate Australian time.

Best days (mid-week):

@Tuesday, Wednesday, and Thursday — these are generally the most effective days for getting a timely response.

Email tracking spreadsheet contents

I structured an Excel spreadsheet to keep track of the universities and professors I’m contacting for supervision. This helps me stay organised and follow up professionally.

• University name

• Department/School

• Professor’s name

• Research area

• Email address

• Date email was sent

• Whether a follow-up is needed

• Follow-up date

• Whether I received a reply

• Reply date

• Outcome of the communication.

Times to avoid

• Late evenings and overnight: Professors are unlikely to respond during this time.

• Weekends and public holidays: Considered personal time.

• During class or meetings: Avoid emailing when they are likely busy with teaching or administrative duties.

Additional tips

• Check the time zone: Especially if the professor is outside your region.

• Be professional: Proofread for grammar, clarity, and tone.

• Keep emails concise: Clear and to-the-point messages are easier to respond to.

• Be patient: Allow a few business days for a reply before sending a polite follow-up.

This is my personal opinion, and it may differ from yours. So, if it varies from your preference, please feel free to choose your own format.