Lesson 3:1 Writing with YOU-attitude: Memo to Evan Crisp

MEMORANDUM
To: Evan Crisp, UBC Student
From: Jenny Zhu, ENGL 301 Student, J.Z.
Date: November 4, 2019
Subject: Best Writing Practices for Emailing Professors 

Introduction: 

Thank you for reaching out to UBC ENGL 301 for advice. As requested, your email has been reviewed. The suggestions below concerning your writing are centered around incorporating You-Attitude when addressing professors. Putting the reader first is good practice to help deliver messages clearly while being considerate of others. The following suggestions may help when drafting a new email. 

Suggestions:

• Including the course name and number in the subject will help the professor quickly understand and categorize your inquiry. 
• Addressing the email recipient by their title and name would be appropriate in the case of a professor. “Hey there” may be used for more casual settings. 
• Explaining who you are and why you are writing in the first sentences of the email will give the reader useful background information.
• Prioritizing the reader’s needs when requesting for a favor increases the chances of leaving a good impression. For example, allude to how the reader may benefit from helping you. 
• Making communication with your reader easier would include leaving a phone number to reach you at. Suggesting a few times that you are available to talk may help expedite the process. 
• Showing you are an enthusiastic student by stating a few reasons you are pursuing this course increases the likelihood of being accommodated by professors. 
• Including a proper sign-off (e.g. Sincerely, Best regards, Thank you) with full name and student number will make it easier for the professor to refer to you and find you in the school system.
• Thanking the reader at the end of an email shows your appreciation. 
• Considering what to write in the post scriptum to maximize the effectiveness of the email. Your absence of two weeks is an important fact that should probably be stated in the body of the email. 

Conclusion:

Writing professionally by implementing You -Attitude is a critical skill when communicating with professors. It may be difficult at first prioritize someone else while writing but with more practice you will notice a huge shift in the tone of your emails. The suggestions above should help you write a more successful email to your professor. Feel free to reach me at jennyszhu@alumni.ubc.ca if you have questions. Good luck with getting into the course.