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2011 Busines Email Writing Made Easy

2011 Busines Email Writing Made Easy



simple tips to modern email writing

simple tips to modern email writing



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2011 Busines Email Writing Made Easy 2011 Busines Email Writing Made Easy Presentation Transcript

  • Business Writing
    The Easy, Modern, Stress-free Method
  • Writing Business Emails
  • A heading is not necessary in an email (your return address, their address, and the date).
    Use a descriptive subject line.
  • If possible, avoid attachments, unless the recipient has requested or is expecting an attachment. If it is a text document, simply cut and paste the text below your letter and strip off any special formatting.
    If the person’s name is unknown, address the person's title i.e. Dear Director of Human Resources.
  • Business Emails
    Format & Structure
  • Dear Personnel Director,
    Dear Sir or Madam: (use if you don't know who you are writing to)
    Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)
    Dear Frank: (use if the person is a close business contact or friend)
    The Starting
  • With reference to your advertisement in the Times, your letter of 23 rd March,your phone call today,
    Thank you for your letter of March 5 th .
    The Referencing
  • I am writing to…
    inquire about
    apologize for
    The Purpose of Writing
  • Could you possibly?
    I would be grateful if you could…
  • I would be delighted to
    Agreeing to Requests
  • Unfortunately
    I am afraid that
    Informing Bad News
  • I am enclosing…
    Please find enclosed…
    Enclosed you will find…
    Enclosing Documents
  • Thank you for your help. Please contact us again if
    we can help in any way.
    there are any problems.
    you have any questions.
    Closing Remarks
  • I look forward to ...
    hearing from you soon.
    meeting you next Tuesday.
    seeing you next Thursday.
    Reference to Future Contact
  • Yours faithfully, (If you don't know the name of the person you're writing to)
    Yours sincerely, (If you know the name of the person you're writing to)
    Best wishes,
    Best regards, (If the person is a close business contact or friend)
  • It’s a conversation
    Imagine someone reading it
    3S = short simple sentences
    Avoid unnecessary acronyms
    Less work = active voice
    Proofread, edit, edit, edit
    Size matters
    Make a list
    Write like a person…
  • Keep it simple
    Get straight to the point
    Services = why you’re different
    Community project = how your audience can help
    Take a break
    See with fresh eyes
    Simplify the format
    Simple Steps
  • Be Modern!
    Check if you’re guilty of writing this…
  • "Ladies and gentlemen, we will shortly be landing at SubangAirport. Please kindly return to your seat and fasten your seatbelt."
    Please and Kindlyare not to be used in the same sentence
    Do use Pleaseinstead.
    Avoid phrases like "I would be grateful if you would" or "I should appreciate it if you could".
  • Off dayis when things aren't going smoothly or things are going wrong.
    It is your day off when you are taking leave from your work.
    Off day or day off
  • "Please revert to me on this matter soon".
    Revertmeans to regress or go back to a former condition. It doesn’t mean ‘to reply’.
    Just say / write- I hope to hear from you soon.
  • We have an express half-day program on Business Emails and Writing
    Find out how your team can benefit at only RM500 per learning group for this half-day session. Email to alfa.ilmu@gmail.com
  • Thank you!
    Alpha Learning Lodge
    Alpha IELTS Preparatory Program
    Alpha’s Circle of Educators
    Alpha Young Leaders
    Merapi Indah