MEMORANDUM
To: Evan Crisp, UBC Student
From: Beenish Fatima, ENGL 301 student
Date: March 3, 2019
Subject: Incorporating You-Attitude Writing Style in Correspondence
As requested, after reviewing your email I have compiled a comprehensive guideline that outlines practical email-writing strategies as well as tailored corresponding suggestions for improvement. These will help pose any future requests in a more professional and respectful manner. The listed suggestions are based on the elements of You-Attitude writing, the aim is to incorporate consideration of the reader’s time and importance.
Email address reflect the writer’s professionalism and contribute to the readers perception of the content.
Email addresses are one of the first identifiers used by readers to perceive and judge the contents of an email. Using an email addresses that clearly identifies who you are (i.e. includes your full name) is always recommended. It is also beneficial to use an academic email (ex. @alumni.ubc.ca), this will help to characterize the request as a serious inquiry that requires a response.
The underlying tone of an email is an important factor in how the reader perceives your request.
Incorporating a more reflective and thoughtful tone, that conveys an acknowledgement of the readers significance and the reliance of the request on their authority.
Avoiding the use of “I” helps to paint the correspondence as reader-centered, and increases chances of receiving a positive response. One of the main ways to accomplish this is by avoiding the use of “I” at the start of emails. Excessive use of “I”, especially at the beginning of an email unintentionally conveys to the reader that the most important person in this correspondence is not them. Reducing use of “I” appeals to the reader’s ego, signifies their authority and increases the persuasiveness of the request.
Email headings (subject lines) clearly identify the purpose and give important context to the reader.
Without the incorporation of a subject line, the reader does not have a sense of the email’s content and purpose. Consequently, they are unable to accurately prioritize and asses the urgency of request. It is beneficial to consider the importance of the readers time and be proactive at compelling a quick response by providing a concise but comprehensive subject heading. An effective approach is to indicate the topic of correspondence. Incorporating all relevant information such as course name and desired section number is a recommended practice.
Appropriate language, flow of writing and proper grammar are important components of a professional correspondence.
When writing an official email request, it is always helpful to review your writing and proof-read for grammatical errors or awkward sentence structure. Utilizing causal greetings minimizes the importance of the reader and diminishes the importance of professional/academic titles they hold (ex. Dr. or even Professor).
Using appropriate and professional greetings is a good way to signal the importance of the reader and recognize their authority. Recognizing any professional or academic titles they hold (ex. Dr. or Professor.) is also another effective way to appeal to the reader as it conveys acknowledgement of the readers professional or academic status. For example, “Dear Dr. X/ Professor X,” or “Hello Dr. X/ Professor X,”.
Framing a request in relation to the potential benefits to the reader makes for a more powerful and persuasive message.
Phrasing a request in a manner that emphasizes the benefits to the reader, presents a compelling case and increases likelihood of compliance. Therefore, reformulating your request to include how placement in the specific course section would enhance and contribute to the overall learning environment of the section provides a more convincing rationale.
Incorporating phrases of thankfulness, emphasizes your appreciation of the reader time and efforts.
Expressing gratitude and appreciation even before the approval of the request, makes the reader feel valued and more likely to comply. It indicates recognition of the work and effort that the request entails and ensures their actions are not taken for granted. Inclusion of this type of acknowledgement will motivate the reader to process outlined request and foster a positive perception of the correspondence and by extension of the sender.
Focusing on the positive and minimizing the negative improves reception of message.
By emphasizing the positives and reducing mention of the negatives frames increase likelihood of message being well-received. Focusing on the positives skews the reader’s perception in your favor which by extension makes them more likely to help you out.
Framing a request in a manner that permits the freedom of choice and emphasizes their autonomy, makes the reader more likely to comply.
When writing a request its easy to come across as demanding, this is especially true with the use of pronouns such as “you” and imperative verbs. By avoiding use of the use of these items, the reader is able to retain a sense of freedom and your respect of their authority. Overall, it helps to frame the request as a request, rather than a demand, which is appealing to readers ego and sense of autonomy.
Applying the strategies and corresponding recommendations outlined above to construct future requests and emails modify your current email will increase chances of receiving a response and fulfillment of request. If you have any additional questions or concerns, please do not hesitate to contact me at beenish.ft@alumni.ubc.ca,. I wish you the best of luck with all future correspondences!
Leave a Reply