Memo to Evan Crisp

MEMORANDUM

To: Evan Crisp, Student
From: Geneviève Bolduc, Student
Subject: Best Practices for Emailing Professors
Date: July 16, 2020

In the context of ENGL 301, I have been privy to your email to Professor Lambert. Below are some suggestions to elevate the quality of effective communications with a professor.

Best Practices for Writing an Email to a Professor

• A subject line is important. It conveys a snapshot of the topic of the e-mail. A professor may use it to determine whether the e-mail is pressing or can wait. Omitting one is also more likely to filter your email as junk mail.
• An email address should be a professional reflection of one’s self. It is common practice to have names or initials as part of this address. Avoiding frivolous content in an email address will commend more esteem.
• Addressing the professor with their proper titles is an expression of respect. This deference establishes a good rapport.
• When making a request, the request should be clear and direct. Including supporting reasons and avoiding deterrents may strengthen the specific ask.
• A professor’s time should be respected. Professors have busy schedules and up to hundreds of students. It is common practice that they respond to e-mails within 72 hours. When sending a query, it would be wise to pre-emptively expect this delay. Moreover, certain tasks, such as catching up on missed class material should not fall under the teacher’s jurisdiction but the student’s instead. This is another way to respect a professor’s time.
• The sender ought to be identifiable by the recipient. Markers of identity, such as full names and student numbers will aid in this goal.
• Keeping the tone of the email polite and professional is a cornerstone of effective communication.

Applying these principles are great assets in academia and in the workplace. I hope these tips will guide you well in future communications. Do not hesitate to contact me with any clarifying questions.