The purpose of this assignment was to analyze an email written by Evan Crisp addressed to a professor. Most importantly, it explored the usage of you-attitude. I learned that the usage of you-attitude can greatly change the tone of the message and is a better way to communicate professionally and cordially.
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MEMORANDUM
To: Evan Crisp, prospective ENGL 301 Student
From: Daniel Tsui, ENGL 301 Student
Date: November 7, 2021
Subject: Tips for Writing Emails in a Professional and Effective Manner
Hello Evan,
Here is a compiled list of suggestions below for best practices when communicating to a professor. It is imperative to write an email that is both professional and cordial especially when asking for favours and or help.
Suggestions for professional emails:
- Include an appropriate subject header for the email briefly describing the issue (i.e. Requesting to be registered in ENGL 301 Section XXX – Evan Crisp). This will ensure that the email is not treated as spam.
- Use the university provided student email to send requests to professors as it may be treated for junk otherwise.
- Address the email with the appropriate title and name (i.e. Dear Professor Lambert).
- Ensure the text breaks of the email is formatted correctly and not at random spots.
- Appropriate wording is needed to show utmost respect for the receiver of the email as favours are being asked.
- Avoid demanding a specific timeframe from the receiver on when to reply.
- Eliminate use of personal matters in this email that may affect the attitude towards this request (e.g. Mexico and beach).
- Eliminate use of acronyms within the email (e.g. asap, ttfn).
- Ending the message with an appropriate closing line along with full name and student number.
Writing a professional and cordial email is critical to getting a response in a timely manner. Following these tips should allow for better written emails with utmost respect to the receiver of the email. If there are any questions, please email me.
All the best,
Daniel