To: Evan Crisp, UBC Student
From: Alison Ma, UBC Student
Date: July 20, 2020
Subject: Best Practices in Writing E-mails to Professor
As requested, here is the memo you wanted on writing effective email messages to professors.
Tips for writing e-mail messages to professors
Effective email messages to professors follow these guidelines:
- Writing the subject line helps your reader understand the main purpose of this email message
- Addressing the professor’s last name with honorifics demonstrates your respect
Main paragraph remark:
- Focusing on the reader by highlighting what the professor could do. For example, ask if he would accept extra students into his class.
- Emphasizing the positive, such as “This course has been registered full due to high popularity amongst students.”
- Explaining reasons other than the graduation requirement, such as your passion and interest in some of the topics that will be covered in this class.
- Showing enthusiasm instead of a negative refusal statement motivates the professor to assist you with his ability.
- Showing your cooperation strengthens your impression to the professor.
- Specifying your goal by highlighting your expected graduation date.
- Organizing your paragraphs by keeping sentences with the same purpose in one paragraph. Using appropriate breaks helps the professor understand your message too.
- Writing in a respectful tone instead of requesting a prompt reply.
- Using a full name in the signature helps the reader know who we are. Using full forms also makes sure the reader understands our purpose in the message.
- Expressing all your messages in the main paragraph.
Following these tips help us maintain courtesy and respect while making a request to professors. If you have any questions, please email me at email@example.com. Best of luck with your remaining courses at UBC.