Assignment 3:1 – Writing with You Attitude Memo to Evan Crisp

MEMORANDUM

To: Evan Crisp, UBC Student
From: Jordan Zhao, Student ENGL 301 Technical Writing UBC
Date: November 6, 2021
Subject: Tips for Writing Effective Email Messages with You Attitude

Please find this as advice for best practice when writing an email to a professor. These examples of guidance result in a professional email that will result in a better chance of obtaining replies. The following suggestions incorporate the use of a “you attitude” writing style that places a value of importance on the reader such that there are benefits to them.

Effective emails as a learning professional follow these guidelines:

• Using a professional email gives insight to the reader of your presence and assures the reader that the email may not potentially be spam.
• Including a subject line will inform the reader of what the incoming email will entail. This can be beneficial as it could also notify the reader that the email is of urgent attention. This subject can also list the details of the course code and section of interest to show courtesy to the reader who may teach multiple different classes.
• Directing the email message with a courteous introduction to the person you are writing to will humanize the reader, as opposed to starting the email with the phrase “Hey there”. By addressing the professor by their title, this salutation establishes a respectful tone and maintains communication in a professional manner.
• Eliminating typos, careless mistakes, and incorrect text layouts will provide a better visual format for the reader. Preserving the format of the email as plain text ensures the proper layout of the email.
• Writing in a courteous manner shows that you appreciate the reader’s time and efforts. It is important to understand from the reader’s point of view where they may be willing to take time out of their day to provide assistance. Refusing to take an early session due to personal preferences does not show courtesy to the reader. Similarly, expecting the reader to fulfill your demands whilst issuing a time constraint for your own personal ventures is unprofessional.
• Focusing on the positive and avoiding the use of negative statements shows that there is some benefit to the reader. Rephrasing negative statements such that it shows there is a benefit to the instructor with a positive tone will improve the chances of receiving a seat in a specific section.
• Avoiding the use of imperatives within the body of the email removes the statements coming off as a command. Emails should be written to provide the reader with information. For example, this can be seen when using imperatives to ask the reader to “squeeze me into a class”. This does not provide information and also contains unprofessional jargon likewise with the terms “asap” and “ttfn”.
• Including a closing remark with a signature block containing your contact information and full name shows that you are polite and looking forward to a response. Offering future available times to continue the conservation shows that you are willing to continue the discussion with respect to the availability of the reader. Thanking the reader for their time will also end the email on a good note and leave a positive impression on the reader.

Emails are an important form of communication that should remain casual, yet professional. The email you have written does suggest the needs you are hoping to have met. However, the tone and communication etiquette presented does not illustrate your courtesy to the reader and could be seen as condescending. The email should provide information to the reader such that the reader should be able to choose whether or not they will act on this information. By following these suggestions, it will prompt a better response from the professor and potentially help you secure a spot in the desired class section. Please let me know if you have any further questions.