I have a couple of phrases that I use often saved as templates. I started doing this when I wrote something really well in an email and then later wanted to refer back to that email when responding to someone else. I figured it makes more sense to start a template document rather than sifting through dozens of emails. Here are some that you might find useful and examples of when to use them.
I have copied it here for your convenience.
Sometimes you need to remind someone of an answer you already gave or share information that they may not have had access to. If the former is the case, instead of saying “per my last email” which can come across aggressively, you can politely remind them that you already answered the question but are being extra helpful by providing it again. If it is the latter, instead of saying “see the website” you are going out of your way to provide the information. Either way, you are showing your willingness to provide thorough, clear information. I typically refer students to a website to make sure they are reading the available information and if they have to search for the specific information, even better because I know they’re becoming familiar with what’s on the site. Speaking of which…
I encourage you to review the [topic] website. After you’ve read the posted information, let me know what specific questions we can help you with!
Despite a robust website, students will inevitably email something along the lines of: “I got a summer internship. What do I need to do?” In an effort to teach them self-sufficiency by using the existing resources, and as a way to use my time in a more productive way than copying and pasting existing info, I will send this gem of a reply. I always make sure the topic website is linked because while I am not going to spoon feed them information, I do want to make sure they are accessing the correct info. This reply also shows that I am more than willing to answer questions about their situation which may not be addressed on the website.
I encourage you to use this as a learning opportunity about planning ahead and giving yourself plenty of time to complete important immigration tasks.
Unfortunately, there are going to be times when students prepare poorly or not at all. How many times have I gotten an email with “Emergency!” in the subject line and the student asking for a travel signature while they are standing at the airport about to board a plane back to the U.S.? More times than I can count. (Don’t get me started on the emails that come in on Christmas day…) So while I will often provide the required document, I’m also going to provide feedback. The feedback is typically going to sound encouraging because I don’t want to pile on them while they’re already under stress. On the other hand…
Do open all emails from the international office in the future and pay close attention to important information and deadlines.
There are times when I need to take a sterner tone. There are those students who will not adjust their behavior after encouragement and warnings or who simply ignore the multiple messages that have been shared. At this point, I tend to use “Do open…” as a command rather than a more gentle “Please open…” You’ll have to understand your school’s culture around the tone of email when working with students in these situations.
There you have it: four tactful phrases for emails. I hope these might help you in your work and maybe even make it into your own template library. Let me know what phrases you use! Check back for more tactful phrases from my library.
Thanks for stopping by,
Sara