Email Writing Skills

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Email Writing Skills

  1. 1. Professional Emails A Practical Guide1. TYPES OF EMAILS2. PARTS OF AN EMAIL3. CONFIDENTIALITY4. THE SUBJECT LINE5. THE GREETING6. THE OPENING7. THE BODY8. THE CLOSING9. THE SIGNATURE10. SAMPLE EMAILS11. REFERENCES Compiled by Jaime Cabrera for the scholars of Albukhary International University
  2. 2. Reply promptlyto seriousmessages. If youneed more than24 hours tocollectinformation ormake adecision, send abrief responseexplaining the Reply promptly to seriousdelay. messages.SHL1013 Professional English 10/4/2012
  3. 3. Four Types of Email1. No-Reply Email –You want to tell the receiver something, either a compliment or information. No reply is necessary.2. Inquiry Email - You need something from the receiver in a reply. Example: advice, or questions answered. The reply is your desired outcome.3. Open-Ended Email – to keep communication lines open, for the purpose of some future result or benefit.4. Action Email – The goal is not the reply, but some action on the part of the receiver. Examples: a sales pitch, or asking for a website link exchange.SHL1013 Professional English 10/4/2012
  4. 4. Parts of an email Parts of an EmailSHL1013 Professional English 10/4/2012
  5. 5. Confidentiality Parts of an EmailSHL1013 Professional English 10/4/2012
  6. 6. Confidentiality Your e-mails are not private. Avoid sending confidential, proprietary, sensitive, personal, potentially embarrassing, or classified information via e-mail. When sending the same email to several people, via CCs or BCCs, remember that their addresses are visible in the CC box. Use the blind copy (BCC) or mail merge function to protect the privacy of your contacts.SHL1013 Professional English 10/4/2012
  7. 7. Subject Line Parts of an EmailSHL1013 Professional English 10/4/2012
  8. 8. The Subject LineThe subject line is the first thing the target receivers see when sorting through their in- boxes. Always write a subject line that is informative, direct, and states the main issue in the email. Keep it short; long subjects lines don’t show well in the browser windows, or are ignored. Use sentence case, not all caps. When replying, change the subject line when the topic changes.SHL1013 Professional English 10/4/2012
  9. 9. (Salutation) Greeting Parts of an EmailSHL1013 Professional English 10/4/2012
  10. 10. The Greeting (Salutation) Always open your email with a greeting. For formal or business e-mails, use the surname, not the first name:  Dear Mrs. Cowabunga,  Dear Sir, If you’re contacting a company, not an individual, you may write  To Whom It May Concern:  Gentlemen:SHL1013 Professional English 10/4/2012
  11. 11. Sentence Opening Parts of an EmailSHL1013 Professional English 10/4/2012
  12. 12. The Opening Begin with a line of thanks. Find any way to thank target receivers. This will put them at ease, and it will make you appear more courteous. For example, if someone asked a question, you can begin with:  Thank you for contacting Tanza Company. If someone replied to your email, you can begin with:  Thank you for your prompt reply.SHL1013 Professional English 10/4/2012
  13. 13. State your purpose State your purpose in the opening sentence.  I am writing to enquire about …  I am writing in reference to … Don’t write a long introduction, don’t tell a story. Skip the niceties. People just want to know what you want, so state that, in the first sentence.SHL1013 Professional English 10/4/2012
  14. 14. Information in Detail Parts of an EmailSHL1013 Professional English 10/4/2012
  15. 15. The Body Be brief but polite. Tell them exactly what you want, in as short an email as possible. If your message runs longer than two or three short paragraphs, reduce the message or provide an attachment. Remember to say "please" and "thank you." And mean it.SHL1013 Professional English 10/4/2012
  16. 16. Write about one thing If possible, don’t overwhelm the target receiver. If you write about multiple things, with multiple requests, it is likely that:  your email won’t be read or acted on  the receiver will only do one of those things Stick to one subject, with one request. Once that’s done, you can send a second one.SHL1013 Professional English 10/4/2012
  17. 17. Use “If … then” statements To avoid back-and-forth exchange, and save time, anticipate the possible responses. Give a desired action for each possible response. For example, instead of asking if they’ve received a response, waiting for a reply, and then replying to that reply, try and do it all in one email:  Did you receive a response from Mr. Xena? If so, please email the report to me by Tuesday. If not, please follow up and let me know the response today.SHL1013 Professional English 10/4/2012
  18. 18. Keep it professional Don’t use jokes, emotions, or emoticons. Do not send inflammatory or emotionally charged comments via e-mail. Dont use abbreviations or acronyms such as PLZ, ROFLOL (rolling on the floor laughing out loud), or WUWT (whats up with that). Avoid exclamation points, ellipses, question marks, bold, italics, underlines, or multi-colored font. It is considered very rude to use CAPITAL LETTERS LIKE THIS BECAUSE IT MEANS THAT YOU ARE SHOUTING.SHL1013 Professional English 10/4/2012
  19. 19. Closing Sentence Parts of an EmailSHL1013 Professional English 10/4/2012
  20. 20. Professional Closing How do you properly end an email? A simple question, yet so many people are not sure about what is proper email etiquette. In the business world, ending an email professionally is just as important as perfecting the rest of the message. If you do it sloppily, you might lose some precious business opportunities. Avoid this by following a few basic rules of professional email conduct.SHL1013 Professional English 10/4/2012
  21. 21. The Closing Remarks Courtesy is always important, no matter how short the email is. Before you end your email:  Thank you for your patience and cooperation.  Thank you for your consideration. Include an accurate follow-up statement:  I will send you additional information.  I look forward to receiving your input.  If you have questions or concerns, do let me know.  I look forward to hearing from you. If a response is required, specify what, when.SHL1013 Professional English 10/4/2012
  22. 22. The Closing Use a professional closing: Best regards,  Sincerely,  Thank you, For more casual emails:  Best wishes,  Cheers, For more formal emails:  Yours Sincerely,  Yours Faithfully,SHL1013 Professional English 10/4/2012
  23. 23. Email Signature Parts of an EmailSHL1013 Professional English 10/4/2012
  24. 24. The Email Signature A professional signature makes it easy to contact you. Your email account can automatically add these data to the bottom of the email:  full professional name  job title  business phone/fax numbers  business street address  business website, if any  a legal disclaimer if required by your company. Depending on policy, you may also want to include a link to the companys website or social media pages.SHL1013 Professional English 10/4/2012
  25. 25. How to create a signature Click the gear icon in the upper right, then select Settings. Enter your new signature text in the box at the bottom of the page next to the Signature option. Click Save Changes. Signatures are separated from the rest of your message by two dashes. To see a signature in Gmail, click the Show trimmed content button at the bottom of the message.From: http://support.google.com/mail/bin/answer.py?hl=en&answer=8395 10/4/2012
  26. 26. Your Signature Different signatures for different addresses  If you send mail "from" multiple addresses in Gmail, you can set a different signature for each address in the General tab of your settings.  Choose the second radio button in the "Signature:" section.  Use the drop-down menu to choose the appropriate address and set the signature you want. Editing your signature  If youre editing your signature and only have an option to create a plain text signature, this is due to the settings.  Click Compose to create a new message, then click the Rich formatting option in the message.  Once this change is made, youll be able to create a rich text signature. From: http://support.google.com/mail/bin/answer.py?hl=en&answer=8395 10/4/2012
  27. 27. Attachments Parts of an EmailSHL1013 Professional English 10/4/2012
  28. 28. Attachments If there are any attachments, mention them in the email so that the receiver knows to look for and open the files. Appropriately name the attachments so that the receiver knows what each document is just by reading the file name.SHL1013 Professional English 10/4/2012
  29. 29. Review CLARITY: Once you’ve written an email, take a few seconds to read over it before pressing the Send button. Read it as if you were an outsider — how clear is it? AMBIGUITY: Are there any ambiguous statements that could be interpreted the wrong way? If so, clarify. LENGTH: As you review, see if you can shorten the email, remove words or sentences or even paragraphs.SHL1013 Professional English 10/4/2012
  30. 30. Revise, Check, Review Parts of an EmailSHL1013 Professional English 10/4/2012
  31. 31. Check, and then check again Before you hit the send button  Edit and proofread. You may think youre too busy to do the small stuff, but your reader may think youre careless, unqualified, or unprofessional.  Review and spell-check your email one more time to make sure its truly perfect.SHL1013 Professional English 10/4/2012
  32. 32. Finally Reply promptly to serious messages. If you need more than 24 hours to collect information or make a decision, send a brief note to explain the delay. Some replies are delayed by electronic transmission. Explain the delay. Some messages arrive at the end of the last working day of the week. Check emails just before you leave.SHL1013 Professional English 10/4/2012
  33. 33. Sample Emails JOB INTERVIEW - THANK YOU JOB APPLICATION - COVER LETTER REQUEST FOR AN UPDATESHL1013 Professional English 10/4/2012
  34. 34. Dear Mr./Ms. Last Name: It was very nice to speak with you today about the sales Sample 1 position at the ABC Organization. The job seems to be an excellent match for my skills and interests. The self- Job confident and aggressive characteristic requirements you described needed for this position confirmed my desire to work with you. Interview In addition to my experience, I will bring to the position - Thank assertiveness and the skills to motivate others to work cooperatively as a team. you I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you regarding this position. Sincerely, Your Complete Name Your company address Your work phone / fax numbersSHL1013 Professional English 10/4/2012
  35. 35. Dear Hiring Manager, I saw your job posting for a graphic designer in the ABC site. I believe I can be an ideal match for the position advertised. Sample 2 I have extensive experience in the planning and design of all graphic- related projects. In my position as ___ for ___ Company, I was part ofJob several projects for website design, the company intranet portal,Application product brochure design, print and media advertisement as well as newsletters for our customer subscribers.- Cover Attached is my resume; these are some sample websites that I designed:Letter URL URL If you require further information, please let me know. I look forward to hearing from you. Thank you for your consideration. Best Regards, Your complete name Your company address Your work phone numberSHL1013 Professional English 10/4/2012
  36. 36. Hi Jane, Sample 3 Can you lease update me on the status of the project timelines? Request Last week you mentioned that you were waiting for Sam to send you the development timeline and that you were for working on communication and planning documents (including timelines) for the project. Update I am planning for the project in Asia Pacific and need these dates to initiate discussion with the countries. The pilot will be a topic of discussion on our weekly status calls next week. Your assistance in getting this information as soon as possible is appreciated. Thanks, RobertFrom: www.qgroupplc.com/category/writingemails 10/4/2012
  37. 37. Know more at Basic Explanations http:www.englishtown.com/community/channels/article.aspx?articleName=184-email or www.ehow.com/how_4995393_end-email-professionally.html Good Explanations http:grammar.about.com/od/developingessays/a/profemails.htm; home.comcast.net/~leparcell/email.html Practical Explanations http:www.lifehack.org/articles/communication/do-your-emails- suck-how-to-write-emails-that-get-results.html Excellent Explanations (Detailed) http:thinksimplenow.com/productivity/15-tips-for- writing-effective-email/ Excellent Explanations (With Examples) http:jerz.setonhill.edu/writing/e-text/email/ Concise Explanations 1 http:www.ehow.com/how_4679819_write-professional- email.html Concise Explanations 2 http:www.ehow.com/how_2159648_write-professional- emails.html Practical Explanations http:rarepattern.com/nodes/2008/01/email-etiquette-best- practices-things-avoid Not Required But Helpful http:www.techrepublic.com/article/10-e-mail-best-practices- to-share-with-your-users/6161848SHL1013 Professional English 10/4/2012
  38. 38. You might like these 8 E-mail Mistakes that Make You Look Bad http:www.lifehack.org/articles/lifehack/8-e- mail-mistakes-that-make-you-look-bad.html How to Know If Your Email Has Been Read http:www.ehow.com/how_5775094_email- read.html Why Emails Should be Short Instead of Nice http:gigaom.com/collaboration/why-emails- should-be-short-instead-of-nice/ 7 Rules for Communicating Clearly and Concisely http:gigaom.com/collaboration/7-rules- for-communicating-clearly-and-concisely-in-email/ Five Things I Learned From 20 Years of Email http:gigaom.com/2012/08/19/five-things- ive-learned-from-20-years-of-email/ Two More Killer Tips for Effective E-mail http:blogs.bnet.com/businesstips/?p=4686 Dont Annoy Your Boss and Co-Workers with E-mail Gaffes http:blogs.bnet.com/businesstips/?p=4262 Write More Efficient E-mails to Save Time and Frustration http:blogs.bnet.com/businesstips/?p=3204 Dont Bring Down Your Mail Server with Reply All http:blogs.bnet.com/businesstips/?p=4283 If you want to know more: CC, BCC, virus, spam, and phishing http:www.techrepublic.com/article/10-e-mail-best-practices-to-share-with-your-users/6161848SHL1013 Professional English 10/4/2012
  39. 39. End of Presentation THANK YOUSHL1013 Professional English 10/4/2012

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