Student Example of an email memo to Evan

Memorandum

July 2, 2021

To: Evan Crisp, UBC Undergraduate Student
From: XXX XXXX, ENGL 301 Student
Subject: Best Practices for Effective Emails to Professors

Introduction

Thank you for seeking out the ENGL 301 students for advice on writing this email.  In order to catch the professor’s eye and receive a timely response, below are some suggestions that are useful for students requesting to get into a full course.

List of Suggestions

Emails eliciting a swift response follow these guidelines:

• Including a subject allows the professor to understand the urgency of the situation and respond accordingly
• Using a professional email is important for gaining the trust of the professor.  If the email is identifiable to the professor (e.g. a school email), it is more likely the professor will feel obligated to reply.
• Greeting the professor formally indicates respect while ensuring that the email is polite and friendly in tone.  This tone will encourage the professor to read further.
• Introducing yourself will assist the professor in establishing the identity and purpose of the correspondence.
• Providing background information concisely and with a neutral manner, even when feeling frustrated.
• Ensuring to provide the proper motivation tailored to the professor will increase the possibility of success. Such as showing genuine interest in a specific topic related to the course, or a career goal that may be furthered by the course.
• Being flexible and courteous and accommodating is most likely to elicit a positive response.  Granting access to a full course is based on goodwill rather than obligation.
• Avoiding the use of imperatives and the pronoun “you” will assist in having the email will come off as friendly and not  demanding.
• Writing formally leaves a good impression for further correspondence.
• Showing gratitude for the professor’s time demonstrates understanding their limited time and appreciation of delegating a significant portion towards reading the email and drafting a reply.
• Concluding effectively  with and avoiding ‘P.S’ will improve the email.

Conclusion

Emailing professors is a skill that takes practice and time, ensuring that the professor is put first.  The effort is well worth it, however, allowing for professional and timely formal correspondences that broaden us students’ horizons.  Feel free to ask me any further questions at xxxxxxx@ubc.ca.  Best of luck on being admitted to the course.