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Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
Writing & Organising English Emails
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Writing & Organising English Emails

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Here's a copy of a recent presentation we did on writing and managing emails in English. Part of our "Working In English" seminar series

Here's a copy of a recent presentation we did on writing and managing emails in English. Part of our "Working In English" seminar series

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  • 1. WRITING IN ENGLISH WHAT YOU NEED TO KNOW
  • 2. THE EVOLUTION OF WRITTEN ENGLISH
  • 3. GEOFFREY CHAUCER 1342 - 1400
  • 4. Whan that Aprill, with his shoures soote The droghte of March hath perced to the roote And bathed every veyne in swich licour, Of which vertu engendred is the flour; Whan Zephirus eek with his sweete breeth Inspired hath in every holt and heeth The tendre croppes, and the yonge sonne Hath in the Ram his halfe cours yronne, And smale foweles maken melodye, CANTERBURY TALES - PROLOGUE
  • 5. WILLIAM SHAKESPEARE 1562 - 1616
  • 6. “Alas, poor Yorick! I knew him, Horatio, a fellow of infinite jest, of most excellent fancy. He hath bore me on his back a thousand times, and now how abhorr'd in my imagination it is! My gorge rises at it.” Hamlet Act 5, scene 1
  • 7. WINSTON CHURCHILL 1874 - 1965
  • 8. EMAIL IS AN EVOLUTION OF THE BUSINESS LETTER But less formal and simpler.
  • 9. OVER THE LAST 10 YEARS EMAIL HAS GOT SHORTER AND MORE INFORMAL
  • 10. Dear Chris, ! 001 2 Thank you for your email. ! In answer to your points raised in your email I can confirm that we can go ahead with the project, but I think we will need the authority of our Singapore office before we can begin the project.
  • 11. Hi Chris, 014 2 ! To answer your questions: ! • • Yes, we can go ahead with the programme. We need authority from Singapore before rolling out the new plan.
  • 12. Dear Fred, ! Do you have time in the next two weeks for an update meeting?  ! My trip to visit my family this Christmas is booked and I shall be flying on the 19th December returning on the 2 January, so it would be nice to meet with you before I go.  ! Thursday this week around 3:30pm would be good, or next Monday (16th) anytime after 2pm.  ! Look forward to hearing from you ! Andy
  • 13. Thursday looks good ! Fred THE PERFECT RESPONSE
  • 14. 80 72 HOURS 60 40 24 HOURS 20 0 LETTER EMAIL HOURS TO REPLY
  • 15. PREPARATION
  • 16. QUESTION: DO YOU REALLY NEED TO SEND AN EMAIL? Would a telephone call be better and faster?
  • 17. NOBODY READS LONG EMAILS When was the last time you read a 2000 word newspaper article?
  • 18. USE “WHAT + WHY” What do you want. Why do you want it.
  • 19. USE “WHAT + WHY” Dear Pedro, ! Could you send me a copy of the management report for the last LUP? ! We would like to begin using the same strategy as you guys did in the Philippines.
  • 20. LAYOUT
  • 21. LOSE THE STRUCTURE GET TO THE POINT • USE PARAGRAPHS FOR EACH POINT • USE BULLET POINTS FOR EMAILS WITH A LOT OF POINTS. • PUT A SPACE BETWEEN PARAGRAPHS.
  • 22. “Mr Jobs, I humbly ask why Apple is so wonderfully attentive to the needs of students, whether it be with the latest, greatest invention or the company’s helpful customer service line, and yet, ironically, the media relations department fails to answer any of my questions which are, as I have repeatedly told them, essential to my academic performance.” STUDENT’S EMAIL TO STEVE JOBS
  • 23. “Our goals do not include helping you get a good grade. Sorry.”
  • 24. LANGUAGE
  • 25. “DEAR” v “Hi” IF YOU KNOW THE RECEIVER WELL - “Hi” ! IF YOU DON’T - “Dear”
  • 26. ADVERBS WHAT IS THE DIFFERENCE BETWEEN: URGENT VERY URGENT This is urgent. This is very urgent. ery urgent”? ou reply to “v faster will y how much
  • 27. REMOVE ADVERBS. really much very
  • 28. WHEN WRITING IN ENGLISH STOP THINKING IN KOREAN The languages are so different. Korean is a very polite language. English is not.
  • 29. 고객님께 Dear Customer, In English this would be considered impolite CUSTOMER. I AM A PERSON ! I AM NOT A USE THE PERSON’S NAME
  • 30. REQUEST FOR INFORMATION Dear CEO Mr Swain, ! I hope you are well and that you keeping warm in this cold weather. ! I was wondering if you might possibly have time to send me a copy of the AP Sales Breakdown Report for 2012? We need this AP Sales Breakdown Report for 2012 to help us put together our P of A for 2014. ! I am looking forward to hearing from you soon. Regards ! JiWon Park
  • 31. REQUEST FOR INFORMATION language flowery” This is “ ! I hope you are well and that you keeping warm in this cold weather. Dear CEO Mr Swain ! I was wondering if you might possibly have time to send me a copy of the AP Sales Breakdown Report for 2012? We need this AP Sales Breakdown Report for 2012 to help us put together our P of A for 2014. ! I am looking forward to hearing from you soon. Regards ! JiWon Park
  • 32. REQUEST FOR INFORMATION Dear CEO Mr Swain ! I hope you are well and that you keeping warm in this cold weather. ! I was wondering if you might possibly have time to send me a copy of the AP Sales Breakdown Report for 2012? We need this AP Sales Breakdown Report for 2012 to help us put together our P of A for 2014. waffle his is just T ! I am looking forward to hearing from you soon. Regards ! JiWon Park
  • 33. REQUEST FOR INFORMATION Dear Mr Swain, ! Could you send me a copy of the AP Sales Breakdown Report for 2012? ! Regards ! JiWon Park
  • 34. REPLY TO A REQUEST FOR INFORMATION Dear Seve, ! Please find attached a copy of the clinical trial results you requested.
  • 35. REPLY TO A REQUEST FOR INFORMATION Dear Seve, ! I have attached a copy of the clinical trial results you asked for.
  • 36. THE CHASE WHAT TO DO WHEN SOMEONE IGNORES YOUR REQUEST
  • 37. THE CHASE CALL THEM
  • 38. THE FORMAL CHASE I refer to my email dated 6 December. I note I have not received a reply. ! This matter is urgent and I would appreciate it if you could let me have the information as soon as possible.
  • 39. THE INFORMAL CHASE I wonder if you have had time to find the information I asked for last week. ! This is urgently needed and I would be grateful if you could let me have it as soon as possible.
  • 40. PREPOSITIONS / ARTICLES I SHALL BE AVAILABLE FOR A CONFERENCE CALL ON MONDAY AT 1:30PM I HAVE ATTACHED A COPY OF THE SALES REPORT FOR LUP and Delta
  • 41. EDITING
  • 42. REPLACE THESE WORDS: THEREFORE THUS HOWEVER IN ORDER TO with SO with SO with BUT with TO
  • 43. AVOID BUSINESS JARGON MSR / MR POA FTEs CRM DATA CFSS SAM ?
  • 44. IF IT IS POSSIBLE TO CUT A WORD OUT, THEN CUT IT OUT you I wonder if you could send me a copy of the report. v
  • 45. “IF YOU HAVE AN IMPORTANT POINT TO MAKE, DON'T TRY TO BE SUBTLE OR CLEVER. USE A PILE DRIVER. HIT THE POINT ONCE. THEN COME BACK AND HIT IT AGAIN. THEN HIT IT A THIRD TIME - A TREMENDOUS WHACK.” ! WINSTON CHURCHILL
  • 46. BEFORE HITTING SEND CHECK YOUR EMAIL !!!
  • 47. SIMPLIFYING
  • 48. THE AVERAGE OFFICE WORKER RECEIVES 40 EMAILS PER DAY
  • 49. THAT WORKS OUT AT 1 HOUR 30 MINS Spent just looking at your mail each day
  • 50. THAT’S WHY IT’S IMPORTANT TO KEEP YOUR EMAIL SHORT ut the person Think abo writing to! you are
  • 51. Dear Fred, BAD Just a reminder with regards to the sales meeting in Dublin, Ireland on the 5 January 2014, which is coming up. We have not yet received your confirmation with regards to you attending to the meeting. Please, note that the hotel needs to be booked by 31 December 2013 so, please, make your booking ASAP. To assist you, I have copied below the e-mail sent by the hotel last week with all the instructions for the booking. Thank you in advance for your kind attention.
  • 52. GOOD Dear Fred, Are you coming to the sales meeting meeting on 5 January? If so please let me know asap! If you want a discounted room you need to reserve by 31 December (see enclosed information). Hope to see you there!
  • 53. FIRST EMAIL - 84 WORDS SECOND EMAIL - 37 WORDS
  • 54. LESS IS MORE! SIMPLIFY, SIMPLIFY, SIMPLIFY
  • 55. MANAGING YOUR EMAIL
  • 56. INBOX ZERO WHAT IS IT AND HOW DOES IT WORK?
  • 57. How many of you have this?
  • 58. INBOX ZERO DO DELETE DEFER DELEGATE For information materials, place then in a REFERENCE FOLDER less than 2 mins - DO IT NOW If it has no purpose - DELETE IT If it will take more time - DEFER IT If someone else can do it better
  • 59. GMAIL, APPLE MAIL & OUTLOOK HAVE EXCELLENT SEARCH FUNCTIONALITY You don’t need to have a lot folders in your email programme.
  • 60. CHECKING IS NOT DOING
  • 61. USE GMAIL KEYBOARD SHORTCUTS IT CAN SAVE YOU HOURS “C” = Write new email “R” = Reply to an email “Y” = Delete “f” = Forward
  • 62. BE AN EMAIL NINJA learn the keyboard shortcuts
  • 63. AUTO REPLY NEVER PUT ANY PERSONAL INFORMATION IN AN AUTO REPLY that’s how spammers and hackers get your personal information
  • 64. AUTO REPLY Thank you for your email. I am away from the office and will return on Monday, December 16. If your message requires a reply, I will respond when I return. 
 
 For immediate needs, please contact: [NAME OF COLLEAGUE] [COLLEAGUE’s EMAIL ADDRESS]
  • 65. PROFESSIONAL PEOPLE ACKNOWLEDGE RECEIPT Dear Mike, ! Thank you for the copy of the new Recruitment Policy. ! Regards
  • 66. Dear Steve, ! Thank you for sending me a copy of the management accounts. They will be very useful. ! Regards
  • 67. 80% OF YOUR EMAIL WRITING IS FROM THE SAME 10 RESPONSES
  • 68. TEMPLATES SAVE YOU HOURS CREATE A FOLDER IN EMAIL CALLED “TEMPLATES” SAVE ANY EMAILS YOU SEND REGULARLY TO THAT FOLDER. better still, use an application like Textexpander
  • 69. WRAP UP THINK ENGLISH NOT KOREAN WHEN WRITING IN ENGLISH KEEP IT SHORT SIMPLIFY, SIMPLIFY, SIMPLIFY
  • 70. WRAP UP MANAGE YOU EMAIL - KEEP IT UP TO DATE ADOPT THE INBOX ZERO METHOD LEARN THE KEYBOARD SHORTCUTS
  • 71. CONTACT ME carl@fandcorp.com
  • 72. www.fandcorp.com

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