MEMORANDUM

TO: Evan Crisp, UBC ENGL 301 Student

FROM: Samantha Krieg, UBC ENGL 301 Student  SK

DATE: 2022/07/14

SUBJECT: Advice for Writing Academic Email Requests

 

Introduction

As you requested, here are some guidelines for writing email requests for academic purposes, including course registration. Using these tips when writing to professors, academic advisors, or other professionals at UBC will result in a positive first impression and a quick reply.

Best practices for writing academic emails

These protocols for writing email requests to professionals at UBC will ensure they come across as professional and compelling:

  • Sending the request from a simple email address that only includes a name. Including numbers and initials is acceptable if they do not have potentially negative connotations.
  • Beginning the email message with a professional greeting and addressing the recipient by their proper title, such as Dear Dr./Mr./Ms. Last Name.
  • Structuring the email with complete but concise paragraphs and sentences so it can be understood quickly.
  • Emphasizing important information by using bullet point lists or briefly reiterating key points at the end of the email.
  • Using a formal tone and language throughout the email message.
  • Explaining how the approval of the request would benefit the professor, academic advisor, or other UBC professional.
  • Eliminating negative phrasing and language by structuring sentences to be positive and confident.
  • Ensuring requests come across as polite and professional by avoiding demands and insistent wording.
  • Removing any unnecessary or overly personal information will highlight the goal of the request.
  • Incorporating all relevant information in the body or the email and avoiding postscripts (PS).
  • Being proactive by proposing solutions to relevant issues mentioned in the email.
  • Ending the email with a professional sign-off, name, and student number.

Conclusion

Making a positive first impression is important when requesting support from professionals at UBC. Incorporating these guidelines into email requests will ensure it comes across as professional and compelling, making you more likely to receive a favourable response. Please let me know if you have any questions about the guidelines by calling me at 250-555-7373 or emailing me at skrieg@ubc.ca.