MEMORANDUM
To: Evan Crisp, UBC Student
From: Michaela Basciano, UBC ENGL 301 Student
Date: July 18th 2020
Subject: Composing Effective Email Messages to Educators
Below are some compiled tips that may be useful when writing an email to professors during the time of course registration. While gathering these points, I took notes of your initial email attempt to Professor Lambert. When composing an email, it is important to keep these things in mind, especially when a request(s) is being made.
- Addressing the recipient of the email if the recipient’s name is known as this will make the email more personable and respectable. In this case, “Dear Prof. Lambert” would suffice nicely.
- Expressing appreciation for the reader in this context is important. The professor would be allowing an additional spot and granting a favour.
- In addition, empathizing with the professor’s position would be appropriate, as it is likely they receive multiple messages of the same context during course registration, and there is a possibility of them not being able to achieve the desired favour.
- Eliminating the improper utilization of grammar and vocabulary is key for emitting a professional tone. The beginning of each sentence needs a capital letter, abbreviations should not be used, and eliminating the need for a “P.S.” statement are great places to start for improvement.
- Applying a positive and enthusiastic tone/attitude within the email will show the professor that the request being made is meaningful (i.e. the course is important, not just being taken for “easy credits”).
- Removing unnecessary comments is important for keeping the email short and relative.
- Ending the message with a signature block makes the email more personable and adding an appropriate valediction, such as “Sincerely”, is highly encouraged.
I hope these suggestions work in your favour when contacting Prof. Lambert. If you require more assistance, please email me at michbasc@gmail.com. Wishing the best in your final year of study.
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