3.1 Email Memorandum to Evan Crisp

MEMORANDUM

To: Evan Crips (UBC Student)

From: Riya Kathuria (ENGL 301 Student)

Date: March 23, 2023

Subject: Best Practices for Composing a Professional Email

We appreciate you getting in touch with the ENGL 301 student team.  Best practises for email correspondence with Professor Lambert are listed below. The likelihood that Professor Lambert will respond to your email will rise if you take into account and use the advice provided below.

• Ensure that the email’s subject line is clear, concise, and accurately reflects the content of the email.
• Start the email with a formal salutation that addresses the recipient by name and title, such as “Dear Dr. Williams” or “Good morning, Mr. Smith.”
• Keep the body of the email brief and focused, using formal language and proper grammar, spelling, and punctuation.
• Avoid using colloquial language, slang, or contractions, which can detract from the email’s professionalism.
• Use a professional email address that includes your full name or the name of your organization, avoiding nicknames or abbreviations.
• Proofread the email thoroughly to ensure that it is error-free and conveys your message clearly and effectively.
• Use a courteous and respectful tone throughout the email, avoiding demands, criticism, or aggressive language.
• Use a formal closing that reflects the tone of the email, such as “Respectfully,” “Sincerely,” or “Yours faithfully,” followed by your full name and contact information.
• Be mindful of the recipient’s time and avoid sending unnecessary emails or messages that could be addressed in person or over the phone.
• Finally, always ensure that the email’s content is appropriate and relevant to the recipient, reflecting your professionalism and commitment to clear communication.

One of the most crucial communication tools available is email. By using the aforementioned methods, you may interact with people effectively and politely, which will improve the chances that they will react to your emails and assist you. Please feel free to write me whenever you have any questions at riya.kathuria@ubc.ca