MEMORANDUM
To: Evan Crisp, Student of English 301 course
From: Thu Vo, Student of English 301 99C course T.V.
Date: March 2nd, 2019
Subject: Writing Effective Emails to Professor regarding Class Enrolment
Below is the memo you wanted on best practices in writing an email to a professor seeking to be added to a full course. These principles result in a more professional-looking email.
Tips for writing effective emails to professor include:
- Emphasize what the reader can do and positive outcomes for the reader will assist in receiving a positive response. For example:
- Original: “So could you squeeze me into the class as an extra student?”
- Rewritten: “I sincerely hope you will allow me to be part of this class. As a keen student, I promise to work hard and finish all the assignments on time.”
- Avoid starting the email with “I” or “We” to show that the most important person here is the reader, not the writer.
- Avoid using the pronoun “you” when criticizing the reader; only use it to help build goodwill and make a positive impression. The best way to eliminate this pronoun is to take the reader out of the sentence.
- Avoid using language that talks down to the reader by eliminating unnecessary imperative verbs, especially when making a request. For example:
- Original: “[Could you] get back to me asap about this today before I head off to the beach at 3:00?”
- Rewritten: “A prompt response regarding this matter would be highly appreciated.”
- Use professional tone when writing and express appreciation for the reader such as saying “Thank you” at the end of the email.
- Ensure correct grammar, proper format (include Subject Line) and eliminate acronym (such as “asap”, “ttfn”, “ec”) will create a smooth reading experience for the reader.
Emailing is an essential tool in communication. Following these tips can assist in delivering polite and valid requests to a professor. Please let me know if you have any question.
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