How to Address a PhD in Email

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Writing an email to a college professor with a Ph.D.? Do you call someone with a Ph.D. a doctor? Figuring out the right way to address someone with a doctorate is a lot easier than it may seem, and we’re going to break this down so that you can get it right. In this article, we’ll walk you through everything you need to know about how to address someone with a Ph.D.

Section 1 of 6:

Do you address someone with a Ph.D. as a doctor?

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    Start your email with “Dear Dr. Jones,” or “Dr. Jones,” then start the body of your email in the next line. This rule applies regardless of what their degree is in. There is no need to include the addressee’s first name. [1]
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Section 2 of 6:

How to Address an Email to Multiple Professors

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    Strictly use their last names, and use “Dr.” for Ph.D. holders, or “Professor” for teaching assistants and other non-doctors. Separate their names with a comma. You can use the salutation “Dear” at the beginning if you’d like. If you aren’t sure who has a Ph.D. and who doesn’t, just use “Professor” for all of them. [2] You might write:
    • “Dear Professor Jones, Professor Smith, and Professor Ali.”
    • “Dr. Jones, Dr. Smith, and Professor Ali,”
    • “Dr. Jones and Professor Smith,”
Section 3 of 6:

What is the proper way to write a name with Ph.D.?

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    If you’re want to write someone’s name and they have a Ph.D., put “Dr.” in front of their full name. If you’re addressing a Ph.D. directly or writing to someone who knows them, skip the first name and just write “Dr. Jones.” [3]
    • You may have seen Ph.D. holders put “Ph.D.” at the end of their name. This is something authors do, but you shouldn’t need to write it this way.
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Section 4 of 6:

Do you call a professor a doctor?

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    You usually need a doctoral degree to be hired as a college professor, so many higher educators are indeed doctors. If you know that a college professor is a doctor, opt for “Dr.” instead of “professor” when you address them via email. If you aren’t sure or you know they don’t have a Ph.D., call them “professor” when you email them.
    • You’re very unlikely to get into any trouble by referring to your college teacher as “professor,” even if they are a doctor. At worst, they’ll kindly correct you.
    • In the United States, it is generally seen by most educators as socially acceptable to address a doctor who is also a professor as “professor.” It’s not technically correct, but you’re unlikely to offend any of your educators. As such, you can usually call a doctor a professor or Dr. in email. [4]
Section 5 of 6:

How do you address Ph.D. students?

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    If the person is working towards their Ph.D. and they’re teaching a college course you’re enrolled in, you might write, “Dear Professor Jones,” or “Professor Jones.” If they aren’t a teacher, use “Mr. Jones,” “Ms. Jones,” or, “Dear Mr./Ms. Jones.” [5]
    • A Ph.D. student is not a doctor yet, but they may still be a professor.
    • “Professor” traditionally refers to tenure-track educators at the collegiate level, but there’s no harm or risk of offense by calling an adjunct instructor, lecturer, or TA, “professor.” [6]
    • “Miss” has historically been used to address unmarried women, while “Mrs.” has referred to married women. These titles are going out of style since many people find them offensive, so you’re best off skipping these.
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Section 6 of 6:

Do the rules for addressing Ph.D. holders ever change?

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    The rules covered thus far have applied specifically to the United States, but every country has their own quirks and guidelines here. Refer to your country’s guidelines or look online for a local example if you want to know the proper formatting. [7]
    • For example, in Canada, you are not “officially” allowed to refer to non-medical doctors as “Dr.” You would address them as “Mr. Jones, Doctor of Mathematics.”
    • This also applies to the “Jimmy Jones, Ph.D.” form, too. In the United Kingdom, for example, you don’t use any periods. Someone in the UK would write, “Jimmy Jones, PhD” without the punctuation.

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      • It doesn’t matter if someone has a Ph.D. is in philosophy, education, biology, math, or any other discipline. If a person has obtained a doctorate degree, they’re a doctor—even if they don’t see patients. [8]
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      • Ph.D. is shorthand for doctor of philosophy. The word “doctor” comes from the Latin word “docere,” which means “to teach.” In ancient times, “Philosophy” was used to refer to any academic field. [9]
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      • The only exception, at least in the United States, are people with a law degree (they are technically “Juris Doctors”, or J.Ds). You do not use a special title or honorific to address someone with a law degree.
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      References

      1. ↑ https://www.btb.termiumplus.gc.ca/tpv2guides/guides/wrtps/index-fra.html?lang=fra&lettr=indx_catlog_p&page=9e-8ycfVZx-4.html
      2. ↑ https://www.purdue.edu/advisors/students/email.php
      3. ↑ https://www.minotstateu.edu/careers/pages/cover-letter-salutation.shtml
      4. ↑ https://writingcenter.gmu.edu/writing-resources/different-genres/sending-email-to-faculty-and-administrators
      5. ↑ https://www.universityaffairs.ca/career-advice/career-advice-article/what-should-i-call-my-professor/
      6. ↑ https://www.purdue.edu/advisors/students/email.php
      7. ↑ https://healthenews.mcgill.ca/use-of-dr-doctor-in-quebec-and-updating-your-honorific-in-mcgills-systems/
      8. ↑ https://www.cmaj.ca/content/re-who-entitled-be-called-doctor
      9. ↑ https://www.franklin.edu/blog/doctorate-vs-ph-d-what-are-the-differences

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