Memo to Evan Crisp

Memorandum

Date:      November 5, 2021

To:          Evan Crisp, UBC Undergraduate Student

From:     Lea Ang Salamanca, Eng 301 Student

Subject:  Best Practices for Effective Emails to Professors

Introduction

Thank you for seeking advice on creating effective emails to UBC professors from the students of ENG 301 class. Below are some suggestions that are useful in sending email requests. These tips are helpful when requesting to get into a course.

List of suggestions:

Emails that follow these practices help obtain a positive response:

• Including a subject line in the email will notify the professor about the urgency of the email.
• Addressing the professor by name or preferred title signifies respect for the professor and helps create a positive introduction.
• Creating a proper introduction that includes the student’s name, ID number, and course name, and section. Providing all the relevant information needed makes it easy for the professor to grant student requests.
• Using a respectful tone when asking for requests encourages a more helpful response.
• Avoiding the words “I” or “me” and keeping the focus on the professor makes the email’s tone sound considerate and less selfish.
• Focusing on the course’s positive aspects, such as displaying interest in learning about the subject, motivates professors to help students.
• Keeping email requests short, organized and concise shows respect for the professor’s time.
• Concentrating on the details of the task being requested and avoiding unnecessary personal details that do not involve the professor gives the email a more professional tone.
• Setting a time for reviewing and correcting the email for grammar, punctuation, sentence construction and tone before sending the email will make the email look professional and shows consideration for the reader.
• Showing courtesy when sending requests will assist in getting a positive response. 
• Thanking the professor at the end of the email shows politeness. Polite requests are generally considered and granted in the workplace.

Treating professors like future employers is a good way to practice professionalism in the workplace. Although it is a part of the professor’s job to assist students, writing with respect and courtesy is a valuable skill that students can practice. Practicing professionalism will bring good returns in schools and at work. If you have any questions, please send me an email at lholdo00@student.ubc.ca. Wishing you all the best this upcoming semester.