MEMO: Writing with YOU Attitude

Memorandum

November 22, 2019

TO:                 Evan Crisp

FROM:           Morgan Brandt

SUBJECT:     Writing Emails for Forced Registration

Hello Evan,

Thank you for reaching out to our English 301 class for advice regarding academic email strategies. With the appropriate discourse, contacting professors directly is a powerful way to shape your academic career. Notably, emailing the professor is the best option when seeking admittance into a full course. Below is a list of the best strategies for emailing the professor regarding your inquiry, as well as improving your professional discourse in the future.

Best email writing strategies for registration inquiries

Follow these guidelines when writing a professor:

• Use a professional or academic email address: These are less likely to fall into spam folders and show your ties to the university.
• Use a clear descriptive subject line: Include the course number followed by the reason for contacting the professor. Subject lines are useful reference tools for conversations and indicating the priority of reply.
• Greet the reader appropriately: This short line addresses the reader, asking them to read further into your inquiry.
• Introduce yourself: Describe your student status and degree program to build a rapport.
• Limit the use of imperatives: It is important to acknowledge the reader’s agency to interpret the text as well as how they will follow up to requests.
• Maintain a friendly but polite tone: Be conscious not to use abbreviations, slang, and maintain a positive action-based approach throughout the email.
• Keep to the point: Emails are short, concise documents to communicate key information.
• Ask for action: Being clear and direct is important to communicate what actions the recipient must take, in this case, the professor registering you.
• Separate issues with different email threads: This keeps the email thread on the topic in your subject line. Try discussing arrangements for coursework after registering.
• Reiterate key information: Summarise any requests, questions, and deadlines at the end of the email.
• Professionally sign off: Thank the reader for their time and sign with your full name.

Mastering professional discourse is a key aspect of undergraduate work as electronic correspondence is essential for communicating in all places of work. By incorporating the suggestions above into future correspondence, your writing will better represent your intentions in maintaining a friendly and professional dialogue with recipients. If you have any questions about incorporating the suggestions above, please email me directly at m.brandt@alumni.ubc.ca.

Sincerely,

Morgan Brandt