To: Evan Crisp, UBC Student
From: Morgan Lorenz, Student in ENGL 301 Technical Writing at UBC
Date: November 8, 2021
Subject: Tips for Writing Effective Email Messages with a You Attitude
Good afternoon, Evan!
Please find encapsulated in this message advice for best practice when writing an email to a professor. The guidance provided will result in a professional email that will yield a better chance of obtaining replies from a professor. 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 student should follow these guidelines:
- Using a professional email helps to identify status and prevents concerns about potential spam. A professional email also aids with establishing the professionalism.
- Eliminate typos and incorrect text layouts that may confuse the intended reader. Provide action items that clearly state what you need support with. Providing clearly stated requests will more likely result in a response. It is important to note that professors are busy people who appreciate clear and concise emails.
- Be sure to include a subject line that will inform the professor of what the incoming email will entail. This subject line, by listing the details of the course code and section of interest and student ID Number, will show courtesy to the professor and make it easier for the professor to help the student.
- Directing the email message with a respectful introduction to the person you are writing to will humanize the reader, as opposed to starting the email with the impersonal phrase “Hey there”. This will establish a respectful tone and allow for communication to be carried out in a professional manner.
- Including a closing remark with a signature block containing your contact information and full name clearly summarizes your outreach. It is important to thank the professor for their time. Offering future available times to continue the conservation that will show willingness to continue the discussion with respect to the availability of the professor. Thanking the professor for their time will also end the email on a good note and leave a positive impression on the reader.
- Writing in a courteous manner shows appreciation for the professor’s time and efforts. It is important to understand from the professor’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 professor. Similarly, expecting the professor to fulfill demands and issuing a time constraint for own personal ventures is unprofessional and shouldn’t be included in a message to a professor.
- Do not use imperatives within the body of the email where statements come off as commands. For example, this can be seen when using imperatives to ask the reader to “squeeze me into a class”. This sentence has an unprofessional tone and includes words that should not be included in outreach to a professor in a professional email. Refrain from using this terminology in the future.
Emails are an important form of communication that should remain casual, yet professional at all times when in communication for academic purposes. The email you have written does not respectfully or professionally communicate well to the professor. The tone and communication etiquette presented does not illustrate courtesy to the professor and comes off as condescending. By following the suggestions provided, these changes will prompt a response from the professor that may potentially help secure a spot in the desired class section. Thank you and don’t hesitate to reach out with any further questions.
Warmly,
Morgan Lorenz
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