Assignment 3.1: Memo to Evan Crisp Demonstrating ‘You Attitude’

To: Evan Crisp, UBC Undergraduate Student
From: Eugenia Fasciani, ENGL 301A Student
Date: November 20, 2020
Subject: Writing an Email to a Professor

Thank you for reaching out the ENGL 301A class for writing advice. Listed below are some suggestions for improving the email that was sent to the professor regarding class placement. The following recommendations are based on the ‘You-Attitude’ writing principle which focuses on making the reader the centre of the message.

Tips for writing an email to a professor

• Including an informative subject line – The subject line denotes what the email will be about and also serves to convince the recipient of the email that it contains important information. Most professors are busy individuals and may not respond promptly to emails that do not have a concise and coherent subject line.
• Using a formal greeting – The beginning of the email defines the tone of the message and will influence the reader’s perception of the writer. When addressing someone in an email or letter, the greeting should be friendly and courteous (e.g. Hello or Dear). The use of the reader’s title (e.g. Dr. Lambert or Professor Lambert) conveys a sense of respect toward the recipient of the message.
• Introducing the writer – Within the first paragraph, the reader should have a good sense of who the writer is and why they have taken the time to reach out. Consider showcasing a precise motivation for contacting the reader.
• Incorporating convincing arguments – Including background information and reasons for making the request in question will go a long way in making a convincing case.
• Making the message ‘reader centric’ – Try to focus on the positives before outlining the complaint and making a request. In this instance, preface the request be explaining the importance of the request and why this solution would be beneficial to the reader.
• Enabling accommodations to benefit the reader – In a gesture of goodwill, the writer should offer more information to the reader upon request, or the opportunity to discuss the issue further if need be. Making an effort to respond promptly to any follow up emails shows dedication and respect for the reader.
• Ending the message with a signature block – Conclude an email by thanking the reader for taking the time to review the request. Include a proper valediction and a signature block outlining ways the reader can contact the writer.

Formal writing and email etiquette can be difficult skills to learn in the beginning, but can be improved upon with practice. Following these tips which are based on the “You-Attitude’ writing principle can be immensely helpful when dealing with professionals and academics. If you have any questions, please email me at: e.fasciani@alumni.ubc.ca.