MEMO
TO: Evan Crisp, UBC Student
FROM: Varneega Theva, ENGL 301 99C Student
DATE: March 8, 2022
SUBJECT: Tips for Writing with You Attitude
Evan, as requested I have reviewed your e-mail to requesting placement in an at-capacity class. Although your message was easily communicated, the tone and structure of your email can be improved. Below are a list of suggestions that place an emphasis on the importance of the reader’s perspective, and conveying your message appropriately.
- A subject line with a concise and descriptive title allows the reader to quickly understand the e-mail’s intent
- Including important details such as a course name, number and student number helps avoid the reader from spending extra time to acquire this information
- Corresponding with an academic email address instead of a personal email address prevents it from being recognized as spam
- Indicating the available dates and times to discuss the matter in more detail shows consideration towards the reader’s time and reduces the need for further emails
- Unless the instructor specifies a specific title, addressing them as “Professor” in the salutation establishes a respectful tone and maintains professionalism
- Avoiding the use of imperative statements encourages a positive response
- Eliminating acronyms such as “asap” and proofreading for grammar and spelling mistakes creates a smooth reading experience for the reader
- Framing an e-mail in relation to the benefits of the reader will improve the likelihood of the reader granting your request. As an example, a student expressing an interest in the course is better received and more likely to be given a seat in the course than a student for whom the course does not matter
- Thanking the reader for their time and consideration at the end of the email leaves a good impression on the reader because it shows them you acknowledge the time they take to read your message and respond in a timely manner
- Signing off in a professional manner by including a full name when closing an email is important as it demonstrates a professional tone and allows the professor to know exactly who they should be responding to
A working knowledge of how to conduct appropriate email correspondence with instructors is an important tool that translates easily from higher education to the workplace. Applying the above suggestions in future correspondence will preserve the friendly tone and personality of your original message while being professional and respectful. If you have any questions regarding the strategies listed above, do not hesitate to contact me at varneega@student.ubc.ca.
Best regards,
Varneega Theva
Leave a Reply