WRITING IN THE REAL WORLDEmails

Summary of Email Writing

Address barCopy to…

BLIND copy to

PARTS OF AN EMAIL

Subject line

We have looked at the different PARTS of an email…

Review: Subject LinesThe Subject is more important than the email itself, it should be focused, clear and informative

Strong Subjects:• Invitation to the ABC Conference,

Nov 2009 • Application for Account Manager

Position #413 – Jane Smith CV • Agenda for the meeting on Monday,

10am • Party Invitation for John, Sally and

Martin • Updates on the building plans • Meeting scheduled for Oct 15,

Thursday @ 10am • Great craft ideas using recyclable

materials

Weak Subjects:• [blank] • Hi, Hello, How are you? • First line of the email

message • Words to avoid: Help,

Percent Off, Reminder, Free

Review: Greetings

Example Greetings: don’t misspell the name!

• Dear [name], • Hi [name], • Hi, • Hello [name], • Hello, • To whom it may concern,

Review:Opening Sentences

Example Opening Sentences

• Following our phone conversation, I am sending you… • Attached please find the documents you requested regarding… • In regards to the upcoming pilot program, I have listed below

the tasks and deadlines that need to be completed. • Further to our last discussion, I would like to bring to your

attention the following issues: • As we agreed, there will not be … • Please reconsider our proposal for … • In response to your job post for Marketing Director, please find

below a brief overview of my skills. I have also attached my CV for your review.

Email information

Example Email Information in Detail:

• details, information and actions required.• Here is the detailed list: • In addition to the attached agenda, please

click on this link http://www... • To register for the online event, please go

to...

Review:Closing SentencesExample Closing Sentences:

• I look forward to your reply. • Thank you for the time you have taken to

review my candidacy for the position. • Please don’t hesitate to contact me with any

questions or concerns you may have. • Thank you, in advance, for your time. • I await receipt of the information we

discussed. • Please forward me the exact information.

Review: Closings

Example Sign-offs before the Signature:

• identify yourself, company and contact information

• Sincerely, • Thank you, • Best Regards, • Thanks,

Signature

• Name• Title, company name• Email• Phone/Fax• Web Address

We have looked at the difference in styles, namely, formal, semi formal and informal.

When you write email messages, you can use two distinct styles: semi-formal and informal.

A semi-formal style is used for communicating with people you do not know well or who are outside your regular working relations. Messages written in this style are similar to business letters: they are concise and informative.

An informal personal style is used for emails with people you know well or within your company. This style is more conversational and reflects spoken language.

Email Writing: Being ClearWhen writing an email message in a business situation, it is important to include all the necessary details.

Not providing adequate details could cause miscommunication or delays. On the other hand, providing too many or irrelevant details will make your message unclear.

Clear message

Short, and to the point…

No unnecessary information

Follows the KISS principle… (keep it short and simple)

We have looked at the different emoticons…

The following acronyms and abbreviations are commonly used in business writing.

1. asap 6. Att. 11. c/o2. FYI 7. Encl. 12. n/a3. TTYL 8. Cc 13. i.e.4. FAQs 9. Bcc 14. w/5. BTW 10. e.g. 15. tks.

As soon as possibleFor Your InformationTalk To You LaterFrequently Asked QuestionsBy The Way

AttachedEnclosedCarbon CopyBlind Carbon CopyFor Example

Care ofNot applicableFor exampleWiththanks

We have looked at the different acronyms that are commonly used in emails.

We have looked at the different rules and conventions for writing email.

We have looked at the different opinions on the importance of punctuation and spelling.

We have looked at what we might do if we received an inappropriate email.

Final TouchesDon’t forget to check your spelling before you send your message

If you need to attach a file, click here.

Top 10 Email Writing Tips

The Top 10 Do’s

1. Write a meaningful subject line; don’t repeat first line of your email in your subject line.

2. Keep the message focused and readable. 3. Avoid large attachments. 4. Identify yourself clearly. 5. Be polite and kind. 6. Proofread, check spelling, grammar and punctuation. 7. Be professional at work and informal with friends; don’t use

personal Email accounts for company business. 8. Respond quickly. 9. Show Respect and Restraint. 10.Use plain formatting, without stationary backgrounds, images,

wallpapers or fancy stylized fonts

Key vocabularyIn this presentation, there are many words that you need to know. This is a list of a few of them. If you know the vocabulary, great! If not, you should take some time to learn the new words.

FontAttachmentHyperlinkProofreadConciseFormattingEmoticonAcronymNetiquette