Writing with Your Attitude Memo to Evan Crisp

To: Evan Crisp, UBC Student

From: Danisa Rambing, Student ENGL 301 Technical Writing UBC

Date: November 8, 2021

Subject: Tips for Writing Effective Email Messages with You Attitude

I hope you’re doing well. Please find below some best practices when writing a professional email to a professor.

The examples provided will act as a tool of assistance in writing a professional email. Likewise, these suggestions embody a writing approach that incorporate a “you attitude” style of writing that addresses the reader as a primary audience and therefore addresses them in a position of significance.

Best practices tips when writing professional emails:

• Writing email messages that begin with a polite and warm introduction and incorporate the name of the addressee helps the correspondence begin in an inviting and friendly manner. For example, starting the email off with a “Good morning (Addressee name)” helps establish the fact that the addressee is the primary audience of the email.
• In emails, include contact information and methods of following up to the email sender. This allows the reader to reach out to the sender in the event that emails are no longer a way of communicating.
• Including buzzwords in the subject line of the email will inform the reader of the email’s contents and help reduce ambiguity for the reader and save their time by reducing unnecessary filter words. As a result, this will improve efficiency and efficacy in an email correspondence.
• Ensure that emails sent have been proofread and any necessary files or attachments mentioned in the email are inside the email. For example, if an email mentions that a link to a certain website will be attached below, ensure that the correct website being mentioned is linked in the email. Correcting typos or small mistakes such as these will help the reader engage in the email correspondence.
• Make sure the name of the email comes is professional and includes the name of the sender. This will clarify to the email reader who the email correspondence is coming from and how to engage in the discussion.
• When providing any sort of criticism, ensure that the email utilizes a sandwich method of criticism, which puts the critical form of feedback in between two or more positive comments and appreciative words. By focusing on positivity, the reader will be more willing to engage and accept the criticism as a suggestion towards improvement rather than a personal attack.

Email correspondences are an important way of communication with others and often leaves a great impression of the sender’s professional personality. In this sense, your email has room for improvement in terms of professional tone and communication etiquette—both of which currently does not show your politeness and courtesy to the reader. While it is informative, the email sent to addressees should allow the readers to understand and efficiently respond to the message in the email.

These suggestions will improve reader responses and potentially help you secure a position in a desired class. If you have any question, please let me know. Thank you for your time and I hope you have a great day.