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

MEMORANDUM

To: Evan Crisp, UBC Undergraduate Student
From: Coco Chen, UBC ENGL 301 Technical Writing
Date: November 8, 2021
Subject: Tips for Writing Effective Emails

Introduction

I hope you are doing well. Thank you for asking UBC ENGL 301 students for advice on writing effective emails. I have given you some suggestions below for generating professional emails that will make you more likely to get a response from your professor. These suggestions focus on an approach to writing that incorporates the “your attitude” style of writing: since the reader is the primary audience for the email text, the email needs to place them in a position of importance.

The following email writing tips are most effective for students：

1. Use a professional email address associated with the school to send. If the professor can initially determine that it is not spam by recognizing the email address, and thus so is more likely to read your email.
2. Including a subject line in the email that accurately summarizes the content of the email will help the professor quickly understand the purpose of the email. This is very effective for things that need urgent attention, as they can quickly realize the urgency of what needs to be done with the email and thus prioritize your email.
3. Emails that begin with a polite and warm introduction and include the recipient’s title and name help to start correspondence with the professor in a friendly manner.
4. Introduce yourself to the professor to establish a connection and help them understand the purpose of this email. It needs to include your name and details about the course in question including course name, dates, etc. Professors often teach many courses and many students, so describing your background information in a concise and specific way in the email can help them locate you quickly.
5. Do not use imperative statements in the body of the email. And if they are unable to help, they need to express their appreciation for the professor’s time and understanding.
6. The other person may not be able to help you for a number of reasons. However, politely thanking them for their consideration will leave a good impression for future communication.
7. When it’s time to offer any kind of criticism, make sure the email uses a critical sandwich approach: wrapping the negative ones in multiple positive comments. Show the person that the email is a suggestion made with the intention of helping them by focusing on the positive, rather than a personal attack. This makes the other person more receptive to the criticism and suggestions in your email.
8. Double-check emails for grammatical errors and spelling mistakes. Careless errors in emails can give the recipient the impression of unprofessionalism and lack of interest.
9. Avoid using colloquial phrases and end your emails professionally with appropriate closing phrases including “Sincerely”, “Best Regards”, etc.

Conclusion

Email is widely used in schools as an important form of communication in modern society. As a student, you should always demonstrate your professionalism and attitude to the other party when communicating for academic purposes.

The emails you have written do not present your message and ultimate purpose in a professional manner, and using a condescending and commanding tone with your professor does not show respect for the other person.

By following the 9 tips provided above, you can significantly improve the impression you make on your professor and motivate him or her to respond. If you have any questions about the confidence above, please contact: mengxichen1997@gmail.com