Evan Crisp Memo – Glen Kavaliunas

MEMORANDUM

To:               Evan Crisp, English 301 student – UBC

From:          Glen Kavaliunas, English 301 classmate – UBC

Date:            July 18, 2020

Subject:      Best Practices in Writing an E-mail to a Professor

Thank you for reaching out to our English 301 class for advice about your email to Professor Lambert. Below are some best practices in writing an e-mail to a professor when seeking to be added to a full course.

Best Practices for writing an email to a professor

General ideas

• Complete sentences are appropriate in formal writing and leave the reader with fewer questions regarding the intent.
• A formal tone is often taken more seriously by professors, as that is the attitude they want in their classes.
• It is likely that many students have emailed the professor requesting a seat in the full course. The professor will pick the one or two students who best represent the attitude he wants in his class such as dedicated, reliable, responsible, professional attitude and regular attendance.

Specific ideas

• Emails are more likely to be read if they include a descriptive subject line.
• UBC Professors are most likely to read emails from UBC email addresses as the recipient knows the email is from a UBC student or faculty. Emails from a unknown origin take a lower priority.
• A common greeting used in professional emails is “Dear ______,” In this case, starting with “Dear Professor Lambert,” would show proper respect.
• In the first paragraph of an email or business letter, the reader wants to learn who the writer is and why they are writing.
  • Ex. I am a current UBC student in the second year of the Business Administration program. I would like to join your class, English 403, for the fall but it looks like the course may be full.
• The next paragraph is where detailed information is given. This is a chance to say why you would like to take the course.
  • Focusing on the positives of this course rather than the negatives of other courses will be more enticing for the professor.
  • When asking a favor, flexibility is essential. The professor controls the timeline. Forty-eight hours is a reasonable time frame to expect a reply.
  • Professors are busy. Only information that is vital to the request should be included in the email.
• Final paragraph should include what action is requested of the professor and should offer him a means of contacting the writer.
  • Common ways to sign off of professional emails or letters are “Sincerely,” or “Best Regards,”
  • Including your full name, student number and a means of contact at the end of the email keeps this information fresh in the reader’s mind.
• Post script is not appropriate in formal writing.

Email can be a powerful means of communication. Following the tips above can help elicit a response from a professor. If you have any questions, please do not hesitate to contact me at (555) 5555-5555 ext 123 or via email at gkavaliu@gmail.com.