To: Evan Crisp, UBC Student
From: Karen Okoyomon, ENGL 301 Technical Writing Student at UBC
Date: November 8, 2021
Subject: Tips for Writing an Effective Academic Request Email
Attached below is a number of ways for you to improve your email writing skills. The notes provided will help you develop a “you-attitude” while writing, which means writing in such a way that has the reader’s benefit in mind. To ensure that the message is well-received by the reader, maintaining professionalism in your writing is crucial.
- Consider signing up for a new email address or using a UBC email. The handle bahaguy5454@hotmail.com may not be received well by people who work in professional settings. Create an email that includes your full name, so that people know they are messaging the right person.
- Be sure to add a subject that clearly explains the topic of the email. In the case of this email, a sample subject line would be “Enrolment request for ENGL### next semester.” Adding a subject will allow the reader to know what your email is about before opening it.
- Look out for grammatical errors and be sure to keep a professional tone when writing. In the original email, there is an extra line of space in the middle of a sentence. This breaks the flow of the writing and can be confusing to the reader. Avoid using slang terms such as “ttfn” or “asap” when writing emails—this makes your message appear unprofessional. Additionally, your initial, EC, is written in lowercase. Please be sure to sign off your emails using your full name.
- Be specific in your requests. Be sure to indicate the exact English course you are looking for and include a section# if you need.
- Avoid using a selfish tone when communicating your feelings. Demanding that the professor adapts to your schedule is inconsiderate to the person trying to find a space for you. Keep in mind that you are asking them to do you a favour, so be adaptable and ask nicely if you need to be added to a specific section. Also, be considerate of others’ time. Letting the professor know that you will be unresponsive will show them that you are not serious about your request.
- Minimize your use of “I” and “We,” and especially avoid using these words at the beginning of your message. This is putting yourself first, as opposed to putting the reader first.
- Include a sign-off thanking the reader for their time, and where they can reach you. Here is a sample conclusion and sign off:
Thank you for taking the time to read my message, and I hope to hear back from you soon. I can be reached at <email>.
Best,
[Full Name]
I hope these tips are helpful to you. Professional writing is an important part of being in any academic setting. Being able to craft an email will allow your requests to be received well, which will help when you need help from others.
If you have any questions, I can be reached at karenokoyomon@gmail.com.
Leave a Reply