ae bc ppt06

Recap

1© Aptech Training Ltd. FZE

Recap

In the previous lesson you learnt to:

• Talk about personal qualities

• Identify collocations in a text

• Pitch an idea for a start up

For Aptech Centre Use Only

Emailing


At the end of this lesson you will be able to:

• Understand four key points when writing an email

• Identify formal, informal and neutral emailing language

• Practise writing an email


Learning Objectives



Types of Business Correspondence

There are 2 main types of business correspondence.

Can you think what they are? When do we use each one?

• ________________________________________

• ________________________________________



Types of Business Correspondence

There are 2 main types of business correspondence.

Answers

• ________________________________________

• ________________________________________

How much correspondence do you have to write at work?

How much do you receive?

Are your emails formal, informal or both?

Letters – formal correspondence

Emails – less formal/neutral/informal correspondence



Formal and Informal Mails

• Nowadays, emailing is the most common way of

communicating.

• The email itself is not perceived as being very formal so

we often write a cover email and then attach the letter

(document ) to it.

• However, any email can be made more formal by the use

of more formal language.



Exercise

Which of the different kinds of business correspondence would you choose for the following?

1. Applying for a job Cover e-mail and attachments (cover letter and C.V or an application form)

2. Booking a conference room at a hotel

3. Telling colleagues to attend a meeting

4. Booking a room at a hotel

5. Ordering stationery

6. Telling colleagues about a new member of

staff

7. Complaining an item was damaged when

deliveredFor Aptech Centre Use Only


Exercise

Which of the different kinds of business correspondence would you choose for the following?

8. Thanking a customer

9. Sending out a meeting agenda

10. Sending out a meeting minutes

11. Resigning

12. Asking a colleague if they want lunch

13. Questioning if an order has been sent

14. Apologising to an important business

contactFor Aptech Centre Use Only


Exercise

Answers

1. Applying for a jobcover e-mail and attachments (cover letter and C.V or an application form)

2. Booking a conference room at a hotel email

3. Telling colleagues to attend a meeting email and agenda attachment

4. Booking a room at a hotel email

5. Ordering stationery email and order form attachment

6. Telling colleagues about a new member of

staffemail

7. Complaining an item was damaged when

deliveredemailFor Aptech Centre Use Only


Exercise

Answers

8. Thanking a customer email

9. Sending out a meeting agenda email and agenda attachment

10. Sending out a meeting minutes email and meeting minutes attachment

11. Resigningcover email and letter of resignation

attachment

12. Asking a colleague if they want lunch email

13. Questioning if an order has been sent email

14. Apologising to an important business

contactemailFor Aptech Centre Use Only


Emailing

Do’s and Don’ts of Emailing

You need to care about the reputation you are building with every communication you make. The following four points will help you stay respectful and professional.

1. Use the subject line carefully

2. Be brief… but write a clear email

3. Re-read

4. Look at the style




1. Use the subject line carefully

• Be smart with subject line

• People use the subject line to prioritise their emails

• It helps to decide if the email should be read now – later – or not at all

• Subject line should carry the information the receiver needs to know

• It helps to understand the content of the email




1. Which of the following are better subject lines? Why?

2. What is wrong with the following?

Today 1.15 meeting Meeting today at 1.15 with sales team

Hi from James Hello from James Tennant at ETA

Stationery orderHi, can you let me know what time the meetingis in the Williams building this afternoon




1. Answers

2. Answers

Today 1.15 meeting Meeting today at 1.15 with sales team

Hi from James Hello from James Tennant at ETA

Stationery orderHi, can you let me know what time the meetingis in the Williams building this afternoon

(Too short with not enough information from whom? Is this an order, an enquiry about an order, a delivery?)

(Too long. This should be in the message box.)




2. Be Brief… but write a clear email

• Keep your email messages short

• Keep your email meaningful and clear

• Decide what the important information is




1. Compare the following and choose the one you think is best.

a. When can we make a decision?

b. At what point in time will we have the necessary information to make an informed

decision about whether or not to purchase the new office space?

c. When can we make a decision on purchasing the new office space?

2. Why do you think it is important to be brief in emails?




1. Answers

c. When can we make a decision on purchasing the new office space?

2. Answers

It saves time for the recipient. Some people get hundreds of emails per day. These people

don’t have time to read unnecessary text in an email. It saves time for the writer. People

don’t have time to write lengthy emails all day. If you are not brief, your message could be

lost. People scan emails instead of reading them. If you hide important messages in

paragraphs full of meaningless communication, your message might be lost.For Aptech Centre Use Only



3. Re-Read

• Re-read your email for:

poor grammar, spelling mistakes and the use of the wrong words.

For example, Spell check doesn’t always correct the wrong work…

I mean word. See?

• Re-read your email from the other person’s point of view. What do they know/not know?

• Have you given them all the information they need?

• Do they know all of the acronyms/initialisms or abbreviations you have used?For Aptech Centre Use Only


Do’s and Don’ts of EmailingHi Paul,Just wanted to drop you a quick email to say it was great meeting you at the conference last week. I wouldvery much like you to consider working on the development of the new website for the Electric TransAuthority with me. After our discussion I think your design skills would be valuable to the team on thisproject.As we discussed, you will need to send your C.V and portfolio with a cover letter to Mr T.M Moore (The Headof Development). I have told him that you will be writing to him. His email is: [email protected] just email me or call if you need any further information,Regards,James

James TennantTeam ManagerDesign and [email protected]

Hi paulJust wanted to drop you a quick email to say it was great meeting you at the conference last work. I wouldvery much like you to working on the project with me. Can you send the usual things [email protected]?hope to see you soonregardsJames

James TennantTeam ManagerDesign and [email protected]

Email 2

Email 1




With your partner decide:

a. Which email is better?

b. What grammatical errors can you find?

c. Could you improve both?




Answers

1. Email 1

2. Hi paul

just wanted to drop you a quick email to say it was great meeting you at the

conference last work. I would very much like you to working on the project with

me. can you send the usual things to [email protected]?

hope to see you soon

regards

3. Email 1 is good as it is. Email two needs the grammar corrected and this line to be expanded - can you send the usual things to [email protected]?For Aptech Centre Use Only



4. Look at the style

• The style of your email can be informal, neutral or formal

• There is a set language used in emailing, which means certain words

or expressions are used again and again

• It is important to remember and understand in what kind of correspondence we

would use them




• Look at the language in Box 2 and decide if it would be used in a formal, neutral

or informal email Some of the language should never be used and should be

scored through (what’s up).

• Some examples have been done to help you.




Formal Neutral Informal

Opening greeting

Dear Sir or Madam Dear Steve Hi Steve

Opening line

Thank you for your interest in our company.

Thanks for your email yesterday.

Closing line

I look forward to hearing from you soon.

Closing greeting

Regards

Name at endAFor Aptech Centre Use Only

Writing Skills


Writing Exercise

• Get into small groups of two or three.

• Thinking about points 1-4 in 6.2.1 as well as your own knowledge of

emails, discuss what is good, what is not good and how you could you

make this email better.

• Together rewrite the email.


Writing Skills


Writing Exercise

To: Human Resources Departmental Team

From: Human Resources Manager

Subject: Minutes from last Thursday’s meeting regarding new regulations regarding visa

restrictions on overseas workers seeking employment in the UK.

Due to the fact that there were a lot of people at the meeting who requested that I send theminutes from last Thursday’s meeting, I have attached a document of the minutes. As you allknow, the topic of the meeting was an overview of the new visa regulations to comply with thenew regulations being brought in by the current conservative government. Also, to remind you ofwhat we discussed last Thursday, we will have a follow-up meeting this Thursday at 2:00 PM andwill continue discussing issues on how these regulations affect the company and our hiring ofoverseas personnel. As always, the meeting will be held in Conference Room A. I would ask thatyou please be punctual to the meeting as some people recently have been arriving late.

Tom SmithsonFor Aptech Centre Use Only

Writing Skills


Writing Exercise

To: Human Resources Departmental Team

From: Human Resources Manager

Subject: Minutes from last Thursday’s meeting Re: new visa restrictions regulations.

Please find attached the meeting’s minutes. We will have a follow-up meeting this Thursday at

2:00 PM in Conference Room A and continue our discussion on:

• how these regulations affect the company

• our hiring of overseas personnel

Please be punctual.

Best regards,Tom Smithson

Answers



Test Your Knowledge

1 Use the ___________ line carefully

2 Be _________… but write a clear email

3 Re-__________

4 Look at the __________

1. Fill in the gaps to complete four points about emailing.



Test Your Knowledge

1 Use the subject line carefully

2 Be brief… but write a clear email

3 Re-read

4 Look at the style

1. Answers



Test Your Knowledge

Information

1 The style of your email can be informal, ___________or formal.

2There is __________ language used in emailing, which means certain words or expressions are used ____________________.

3It is important to remember and understand in what ____________ of correspondence we would use them.

2. Complete the gaps in this information about emails.



Test Your Knowledge

2. Answers

Information

1 The style of your email can be informal, neutral or formal.

2There is set language used in emailing, which means certain words or expressions are used again and again.

3It is important to remember and understand in what kind of correspondence we would use them.



In a Nutshell…

In this lesson you learnt to:

• Understand four key points when writing an email

• Identify formal, informal and neutral emailing language

• Practise writing an email


ae bc ppt06

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