An Excellent Example of a Memo for Evan Crisp

Memorandum

November 20th, 2020

To: Evan Crisp, UBC Undergraduate Student
From: XXX XXXX, ENGL 301 Student
Subject: Best Practices for Effective Emails to Professors

Introduction

Thank you for seeking out the ENGL 301 students for advice on writing this email.  In order to catch the professor’s eye and receive a timely response, below are some suggestions that are useful for us as students needing to get into a course that is already full.

List of Suggestions

Emails eliciting a swift response follow these guidelines:

• Including a subject – This allows for the professor to understand the urgency of the situation and respond accordingly
• Using a professional email – This is imperative in gaining the trust of the professor.  If the email is identifiable to the professor (e.g. a school email), it is more likely the professor will feel obligated to reply.
• Greeting the professor formally – Formal greeting indicates respect for the professor while ensuring that the email is polite and friendly in tone.  This tone will encourage the professor to read further.
• Introducing oneself – It is important to introduce oneself to the professor, as to assist the professor in establishing the identity and purpose of the correspondence.
• Providing background in a neutral manner – Even though it may be frustrating, presenting the situation formally and in an unbiased manner is crucial.  Envision reading the email from the professor’s perspective.  If the student provides a pleasantly-worded email full of understanding, the professor may be more likely to let the student in the class.
• Ensuring to provide motivation tailored to the professor – Credits are very important.  However, ensure the reason for wishing to enroll is both sincere and appeals to the professor, such as showing genuine interest in a specific topic related to the course, or a career goal that may be furthered by the course.
• Being flexible – Courteous and accommodating behaviour is most likely to elicit a response (e.g. providing a list of times, notifying the professor of absences and finding productive solutions to absences).  Granting access to a full course is based on the professor’s goodwill rather than their obligation.
• Avoiding the use of imperatives and the pronoun “you” – In avoiding these terms, the email will come off as friendlier suggestions as opposed to direct demands.   Since it is up to the professor to accommodate, ensure that the email allows for the greatest opportunity to do so.
• Writing formally – This will leave a good impression for further correspondence.
• Showing gratitude – Being thankful for the professor’s time demonstrates understanding their limited time and appreciation of delegating a significant portion towards reading the email and drafting a reply.
• Concluding effectively – Ensure that the conclusion is a simple “Sincerely, (full name)”  (i.e. omit PS statements).

Conclusion

Emailing professors is a skill that takes practice and time, ensuring that the professor is put first.  The effort is well worth it, however, allowing for professional and timely formal correspondences that broaden us students’ horizons.  Feel free to ask me any further questions at xxxxxxx@ubc.ca.  Best of luck on being admitted to the course.