TO: Evan Crisp, Undergraduate Student, University of British Columbia

FROM: Pooja Patel, ENGL 301 Student, University of British Columbia

DATE: July 2, 2021

SUBJECT: Best Practices in Writing an Email to a Professor

Introduction

Here is the memorandum you were interested in on writing constructive email messages. The following suggestions will prove helpful in improving your email and receiving a response. 

List of Suggestions

  • Use an appropriate subject to allow the reader to quickly identify the objective of the email. This can also help in receiving a timely response.
  • Utilizing a professional email like a UBC email can assure the professor to trust the security of the email.
  • To set a professional tone, address the professor as ‘Dr. Lambert’ and use an appropriate salutation such as “Dear” or “Hello” ahead of it. 
  • Aim to demonstrate a sincere interest in the course as opposed to reasoning wanting entry due to course requirements. This will help indicate the dedication to the course. 
  • Attempt to keep your message clear and concise to allow the professor to easily follow and understand what exactly is being looked for. 
  • Appear respectful of their time and understand that a response may not be received right away.
  • It is essential to utilize proper English and grammar. Proofread at least twice before officially sending the email. Also, avoid abbreviations.
  • Similar to a professional greeting, utilizing a professional closing such as “Warm Regards” or “Sincerely”. 
  • Avoid postscripts. If it is necessary to add in, add that information in the main message.

Conclusion

The more you write, the better you become at it. By implementing the suggestions above, your ability to write emails will surely improve. Please feel free to contact me at pooja.patel@alumni.ubc.ca if you require any additional information and/or have any questions.