Memo to Evan Crisp

TO:                    Evan Crisp, UBC Student

FROM:              Jiajie Xu, UBC Student of ENGL 301

DATE:               July 20, 2020

SUBJECT:        Advice on Best Practices in Writing an E-mail

Based on the reviewed e-mail, a list of advices was given as below. These suggestions are mainly focus on setting up the structure of your message and improve the integrity of information. In addition, to apply appropriate attitude and tone on the writing.

• Fulfilling the information within the subject line. This is critical helpful to demonstrate the purpose of the e-mail to the reader.
• Applying the appropriate appellation for the salutation (such as Dear Professor XXX instead of Hey there).
• Introducing yourself at the beginning of the letter when first write to the reader. This makes the reader recognize who you are and shows respect to the reader.
• Performing “reader centered” writing instead of “I/me centered” writing in the body text of the message, which to behave the important role of the reader in the current situation.
• Focusing on providing reasons that why shall the reader consider taking actions, instead of explaining why this letter was being written and displaying the background of the story.
• Applying polite and respected tone in the body text of the message.
• Using kindly complimentary closing at the end of the letter (such as Sincerely,).
• Giving the completed signature and full name at the end of the letter.
• Considering the rewriting or deleting of the PS section since it is helpless to convince the reader and even demonstrating a disrespected attitude to the reader.

I wish the above advices on practicing an effective e-mail message would give some inspiration and new ideas on your writing. Please do not be hesitated to let me know if you have further question and concern. Feel free to contact me via my email at jiajie.xu@hotmail.com.