Email templates

It is now 5 minutes past midnight, I am supposed to be asleep but I just could not put my mind to rest. There have been many things happening simultaneously in the last few weeks; after a long thought I decided to share the one that begins with an FB message from XX. XX and I didn't know each other; XX happened to come across my FB status on the Malaysian London Postgraduate Support FB group wall  about how Dr OT ebook helped me drafted my thesis. XX  has approximately 3 weeks to work on the 1st year report and research proposal before the PhD upgrade viva which is now 8 months delayed. In normal circumstances students are advised to upgrade (i.e pass the 1st year viva/ research defence) by month 12. This is to ensure the course completes by month 36 or atleast within the grey period (grey period runs from month 37 to 42, it is like 'injury time' to finalise and submit our thesis without additional college fee). Quoting my supervisor's words, the two most common reasons for this unfortunate circumstance originate from either (1) clash of personality between the student and/or the supervisor or (2) poor supervision. The problem XX  faces is a challenging 'student-supervisor relationship'  that leads to poor supervision.. Well it sounds like double trouble, true enough because the solution is a little bit complicated.

So, my friends (ZH and NH) and I teamed up to help XX refine the 1st year report and hopefully, pass the viva due in two weeks time from the date of this entry. NH povided the Eagle research framework booklet and ZH  bought the  booklet for XX. I helped by sharing tips on conducting literature review (from Dr OT ebook and what I learned from my SVs) and  drafted corresponding emails. XX is a very determined person and we believe she will succeed, insyaAllah. We wish XX nothing less but the very best!!

You can download the Eagle research framework free of charge from www.brjm.com V(9) Issue(2) (2011) page:  130-140. The book entitled 'Siap tesis cepat' by Dr OT can be purchased online from http://siap-tesis-cepat.com/.

In this entry, I compiled a few email templates that I have shared with XX. You probably have experienced hard time finding suitable words to complete a few sentences to email to your supervisors or research collaborators. We usually hit google bar for free samples and end up not finding what we expected. There are times where writing a short email can take longer than required (especially towards the end of the day). So, here are a few examples. They are not the very best, but I hope it would come in handy at some point:

1) Updating on the progress of a task that was given for quite some time ago

2) Asking SV who just came back from a long tiring conference to sign your document

3) Asking comments/input from co-authors of your article

4) Asking for mutual agreement from co-authors on conflicting ideas for your article

5) Gentle reminder to someone because you have not recieved the requested document

6) Building professional relationship post conference

7) Request for appointment - refer to previous entry (1st year PhD survival last part)

1) Updating on the progress of a task that was given for quite some time ago

Dear Dr ASD, 

Hope this email reaches you in good time.  

You may recall our last correspondence  in regards to  ...what was the task... about 4 months ago. I would like to update on the progress of the ...task... - it is now in the ...what's the progress so far...and we hope to have it ready for ...?.... in early November. 

Thank you/Best wishes/Cheers/Regards

2) Asking your supervisor who just came back from a long tiring conference to sign some urgent document/paperwork

Dear SOY,

Hope you are now recharged after the exciting conference in Beijing (where ever the conference is)

The ...what ever your document is... will be submitted early next week. Could you please pen down your name, initial and date on the authorship consent form by ...due date for SOY to have it done... Please find the form enclosed.

Thank you.

3) Asking comments/input from co-authors of your article

Dear All,

Please find enclosed the review article on '...title of your article...' The aim of this article is to ......

Your input as the co-author is very much appreciated. Kindly give your comments/ammendments by ...due date have this repy back to you.... (any earlier is most welcome)

Thank you

4) Asking for mutual agreement from co-authors on conflicting ideas for your article

   

Dear all co-authors

Thank you for the comments, it is very much appreciated.

There is an interesting comment by ...who the name is .... in regards to ...what ever the issue is...which I find important not only to place this topic in a receptive position but also to have an agreement from all co-authors on how this suggestion to be phrased in the final article.

I find it challenging to ...the problem with the conflicting ideas among co-authors...  because  ...state your reason(s)...

   

To start the ball rolling, I have incorporated the suggestion in the section ..abc... of the article. Please find a copy of that particluar section in pdf document enclosed. 

Would appreciate if we can come to an agreement by this Friday the 11th.

Thank you

5) Gentle reminder that you have not recieved the requested document

Dear WLM,

Sorry to interupt your busy day.

Just a gentle reminder about the ...name of the info/document... Would appreciate if the ..document/info.. can be emailed as soon as you possibly can.

Thank you

6) Building professional relationship post conference

Dear AAA,

It was a pleasure meeting you during the ...name of the conference... last weekend. 

I am very delighted to know you in person and hope that we can keep in touch for collaborative work in the near future.

Best wishes,

xvvx

Okay..now is 220am, one hour to fajr. I can't trust myself wake up before sunrise (5am) to perform the fajr prayer if I fall asleep...continue with some assignments? .. yeah I know, it is quite a boring plan :(

Anyways, I wish you all the best in what ever you are up to. Remember that everything happens for a reason..not a coincidence..not magic..not luck..it is actually pre-planned by Allah.