MEMORANDUM
To: Evan Crisp, UBC Student
From: Jie Su, ENGL 301 student
Date: July 20, 2020
Subject: Best Practices for Writing Emails to Professors
Introduction
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Here are the best practices you requested regarding the tips for writing email messages to professors.
Tips for writing e-mails to professors
- Heading & Salutation Segment
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- Including the full name and titles of both the reader and the author to show respect to the professor.
- Being specific, concise, and informative in the subject line.
- Being formal in the salutation by indicating professor’s last name and the title, like “Dear Dr. Lambert,” in the salutation segment.
- Body Segment
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- Avoiding starting letters with “I” or “We” and de-emphasizing the use of “I.”
- Giving the reader a brief overview of your background information as an introduction. For example, full name, student number, year, and major.
- Considering the reader’s need rather than solely the author’s purpose.
- Focusing on what can be done to avoid the negative statement of “refuse to do something.”
- Being respectful by not expecting an instant response, instead, showing your expectation to have a reply from the professor.
- Not merging all the information in one paragraph or placing a post-scripting at the end but using paragraph breaks to provide a clear structure of your message.
- Closing Segment
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- Eliminating slang and abbreviations, but being formal by in the closing by statements like “Sincerely, Your Name” instead.
- Expressing appreciation at the end in the Email writing of asking for help.
Conclusion
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Writing emails to professors should maintain a tone of showing respect. Focusing on the readers’ point of view, de-emphasizing the aim of the author, and reducing the use of imperatives will leave a good impression on the reader. If you have any questions, you may reach me at mandysu@students.ubc.ca at any time.
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