Memo – Best Practices for Effective Emails to Professors

Memorandum

March 8, 2022

To: Evan Crisp, UBC Undergraduate Student

From: Carol Li, ENGL 301 Student

Subject: Best Practices for Effective Emails to Professors

Introduction

Thank you for seeking out the ENGL 301 students for advice, and here’s the memo you wanted on writing email messages. These principles will help you hear back from professors faster.

List of Suggestions

Emails eliciting a swift response follow these guidelines:

• Using student email addresses will be better to let professors feel obligated to respond.
• Adding a subject is a good way for professors to get your main inquiries faster.
• Greeting professors with their names is a formal and polite way to show respect.
• Following a formal email format will make professors a good impression on you. Using abbreviations is not a formal one.
• Using a polite and friendly tone and avoiding commands are highly recommended. Trying to use please and stopping using imperative languages such as “refuse”, “I need to”, and “asap”.
• Introducing yourself (e.g., name, department, student number) will help the professor determine the identity and purpose of the communication. It increases the efficiency of communication.
• Providing background information concisely and in a neutral manner, even when frustrated.
• Giving more convincing reasons for choosing courses. For example, you are interested in the content of the course, and the positive impact of studying the course on your career path.
• Showing gratitude for the professor’s time to read the email and responding to any replies as quickly as possible.
• Reading the email again before sending it to avoid any typos and other careless mistakes.

Conclusion

Emailing professors is a skill that needs practice, and the effort is worthwhile. If you have any additional questions, feel free to contact me carol20@student.ubc.ca. Good luck to register for the course!