ENGL 301 BLOG

To: Evan Crisp, UBC Student

From: Karen Okoyomon, ENGL 301 Technical Writing Student at UBC

Date: November 8, 2021

Subject: Tips for Writing an Effective Academic Request Email

Attached below is a number of ways that you may use to improve your email writing skills. The notes provided will help you develop a “you-attitude” while writing, which means writing in such a way that has the reader’s benefit in mind. To ensure that the message is well-received by the reader, maintaining professionalism in your writing is crucial.

• The email address on display is important in the first impression.  The current handle, bahaguy5454@hotmail.com, may not be received well by people who work in professional settings. Creating a UBC email or any new email that includes your full name helps to let people know that people know they are messaging the right person.
• Adding a subject that clearly explains the topic of the email will be helpful to the receiver. In the case of this email, a sample subject line would be “Enrolment request for ENGL### next semester.” Adding a subject will allow the reader to know what your email is about before opening it.
• Grammar and overall tone should be closely monitored to ensure that the message is kept professional. In the original email, there is an extra line of space in the middle of a sentence. This breaks the flow of the writing and can be confusing to the reader. Slang terms such as “ttfn” or “asap” should be avoided when writing emails—this makes the message appear unprofessional. Additionally, initials should be capitalized, and emails should be signed off your using your full name.
• Requests should remain specific for effective communication. In the case of this message, indicating the exact English course and including a section# is helpful.
• Using a selfish tone when communicating your feelings should be avouded. Demanding that the professor adapts to your schedule is inconsiderate to the person trying to find a space for you. Keep in mind that you are asking them to do you a favour, so be adaptable and ask nicely if you need to be added to a specific section. Also, be considerate of others’ time. Letting the professor know that you will be unresponsive will communicate to them that you are not serious about your request.
• Minimize the use of “I” and “We,” and especially avoid using these words at the beginning of your message. This is putting yourself first, as opposed to putting the reader first.
• Include a sign-off thanking the reader for their time, and where they can reach you. Here is a sample conclusion and sign off:

Thank you for taking the time to read my message, and I hope to hear back from you soon. I can be reached at <email>.

Best,

[Full Name]

I hope these tips are helpful to you. Professional writing is an important part of being in any academic setting. Being able to craft an email will allow your requests to be received well, which will help when you need help from others.

If you have any questions, I can be reached at karenokoyomon@gmail.com.

Revisions:

• spelling/grammar errors
• professionalism/flow
• making tone less imperative