Email Memorandum
To: Evan Crisp, UBC student
From: Kashish Garg, UBC ENGL 301 student
Date: March 10, 2022
Subject: Best Practices for Writing an Email to a Professor
Dear Evan,
Below you will find your requested advice for writing a professional email to a professor. These practices are useful in ensuring the best possible outcome and receiving a timely response.
Best practices for writing emails to professors include:
- Using a professional email address such as a UBC student email
- Addressing the professor with their appropriate title such as ‘Dr. Lambert’ or ‘Professor Lambert’
- Including a concise subject line to clearly outline the contents of the email
- Starting the email by formally addressing the professor such as ‘Dear Professor Lambert’
- Avoiding the use of short forms to improve formality
- Ensuring appropriate spacing and grammar
- Focusing on the reader’s point of view and on reader benefit
- Avoiding the use of imperatives (commands) to avoid condescension
- Ensuring a professional and polite tone
- Avoiding unnecessary information and assumptions
- Expressing appreciation to professor for their time and consideration
- Using a formal sign off that includes full name, for example ‘Thank you, John Smith”
These practices are helpful for creating appropriate, professional, and polite emails to professors. Please email me at gargkash@student.ubc.ca if you have any questions.
Sincerely,
Kashish Garg
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