email writing (english)
TRANSCRIPT
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Effective Ways
for Formal Email Writing
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1. Basic etiquette
2. Structure, layout and style
3. Sample e-mails
4. Proofreading
Agenda
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Use normal font
Do not write only in CAPITALS andbold
Avoid too many fancy details:
4LaY 5tyLe
Try not to use abbreviations:LOL, OMG, ASS (big NO)
Be careful with emoticons: *^^*
1. Basic etiquette
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2. Structure, layout and style
Subject: Use brief key words
Salutations
Dear Ms.Dear John
Opening: State the purpose
I am writing to ask aboutI am writing to let you know that
Please find my attached.you requested
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2. Structure, layout and style
Closing: Talk about future actions
Please contact me again if I can be of any assistance.
I look forward to hearing from you soon.
Any comments from you would be much appreciated.
Attachment
Please find attached the (file, picture, etc) you requested.
Sorry, I forgot to attach the file (on my previous e-mail).
Signature
Yours faithfully,
Sincerely yours,
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3. Sample e-mails: Asking about assignment
Subject: Question from Dina Ardian
Dear Mr. Smith,
I have a question about the project you assigned today
during Chemistry II. The handout says that we need to find five academic journals to use as sources. Do those j
ournals need to be in print, or will online journals also c
ount?
Any guidance you can give me will be greatly appreciated.
Thank you,
Dina Ardian
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3. Sample e-mails: Submitting assignment
Subject: English Essay from Astrid Jackson
Dear Mr. Johnson,
Please find attached my essay on A Tale of Two Cities, w
hich is due by the end of the day today. Thank you for all
owing me to email it to you instead of turning it in during cla
ss.
Ive been out sick but wanted to make sure I got this to you
on time since I know itssuch a big part of our grade. I really
appreciate it.
Sincerely,
Astrid Jackson
Language Class 102
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3. Sample e-mails: Saying no politely
Subject: New project
Dear Dian Anggraini,
Thank you for considering me for the new project.
Unfortunately, my current workload is too high for me tostart another project.
Again, thank you for your consideration and I hope I willbe able to work with you on another occasion.
Best regards,Anna Ardian
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3. Sample e-mails: Meeting notice
Dear all,
The next Marketing Meeting will be held in the Conference Room at1 pm sharp on Monday, 16 November.
Follow-up items from our last meeting are:
- New Brochure (Anton Suhartono)- Annual Dinner with Customers (Ria Kemala)
If you wish to add any further items to the agenda, please let meknow before 8 November.
Yours sincerely,Tania Yunas
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3. Sample e-mails: Out of the office notice
Subject: Out of the office: July 6 - 12
Dear Sam,
I hope everything is well with you. Im writing to let you know thatIll be out of town on a vacation from July 6 thru 12.
Jennifer will sit in for me while Im away. You can find her e-mailaddress on the CC line.
If you need to contact me directly, please call me on my cell at (000)
XXX XXXX.
Regards,
Rony Stone
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3. Sample e-mails: Congratulations
Subject: Congratulations
Dear Rick,
Congratulations on your promotion! It is a great
accomplishment and Im sure your team will totallybenefit from your expertise.
Congratulations again and let me treat you to lunch or
dinner sometime!
Take care,Santiago
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3. Sample e-mails: Setting up a meeting
Subject: Meeting
Harry,
Ken told me that you wanted to set up a 1 hour meeting
with me. Would this Thursday (26th
) work for you?
If so, please let me know what time would be convenientfor you. I would personally prefer to have the meeting inthe morning, but my schedule is quite flexible in the
afternoon on that day, too.
Hope to hear from you soon,Shinta
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4. Proofreading
Accuracy
Capitalizationmr yangs visit Mr. Yangs visit
PunctuationBefore going to the airport I will stop by the office.Before going to the airport, I will stop by the office.
Spelling: Spell names correctly!
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Questions?Assignment: sent a formal email on any topics (real life situation)
to: [email protected] date: Wednesday 12 March before 11.59 am.