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Business emails

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  • 1. Writing Skills AKIDELE SAMUEL A.
  • 2. work in anoffice? your ability to exchange ideas, collaborate with others, and ultimately succeed, hinges on the ability to write effectively
  • 3. Writing Skills
  • 4. Interchange…. thoughts, opinions, or informatio n speech, writing, or signs
  • 5. Communication is only successful whenboth the sender and the receiverunderstand the same information as aresult of the communication.
  • 6. Email Netiquette• Email requires appropriateness.• one student was hopping mad about something that happened in class. He fired off an email afterwards and copied it to the instructors of the course.
  • 7. Audience and FormatWriting clearly is choosing the appropriate format. Do you need to send a formal or an informal email? Detailed report ?Your audience, will define your "writing voice" – that is, how formal or relaxed the tone should be.Identify who will read your message - senior managers, the entire human resources team, or a small group of engineers?
  • 8. Composition and Style• Audience – They need to know first?• Outline – a longer document such as a report, presentation, or speech requires an outline. Outlines help you identify steps to takein which order, help break the task up.Use AIDA – Attention-Interest- Desire-Action (AIDA)
  • 9. • Some empathy – Youre writing a sales letter for prospective clients, why should they care about your product or sales pitch? Whats the benefit for them? Remember your audiences needs at all times.• Rhetorical Triangle – Pitch your message in a way that engages your audience, and present information rationally and coherently.• Identify your main theme – You have 15 seconds to explain your position. What do you say? This is likely to be your main theme.• Use simple language – Unless youre writing a scholarly article, its usually best to use simple, direct language.
  • 10. Structure• Your document should be as "reader friendly" as possible.• Whats easier to read – a page full of long paragraphs, or a page thats broken up into short paragraphs, with section headings and bullet points?• Headers should grab the readers attention. Using questions is often a good idea, e.g. in reports, because questions help keep the reader engaged and curious.• In emails, use short, factual headings and subheadings.• Adding graphs and charts is also a smart way to break up your text..
  • 11. Word Choice Choose them well. Guard against:VagueAbstractAffectation - Clichés - Old and tired. Jargon - Specialized or technical words used in an environment of experts. Euphemisms - Words that conceal facts. Long Variants - Words needlessly lengthened by the addition of prefixes and suffixes. Elegant Variations - Showy synonyms. Gobbledygook – Indirect, overly wordy writing.
  • 12. Inflammatory E-Mails     1. Understand conflict, and be aware of the types of things that would be likely to generate defensiveness, frustration or anger.        2. Avoid using e-mail to discuss conflict--discuss it in person if possible.        3. Use wording that is constructive and a style that is appropriate.        Flaming - term used to describe verbal nastiness, venting emotion and in general being deriding ordemeaning to or about others
  • 13. You probably dont need me to tell you that errors in your document will make you look unprofessional.
  • 14. Key Points Communicate your point quickly and professionally.Identify your audience - too much information to include? create an outline to help organize your thoughts.
  • 15. ProofingSpeed.Proof your headers and sub-headersRead the document out loud –Use your finger to follow text as you read –Start at the end of your document – Proofread one sentence at a time;Above all, use the count to 10 rule “ HLS – Mr. Donny.”
  • 16. Green Belt emailsSubject: Revisions For Sales ReportHi Jackie,Thanks for sending in that report last week.I read through it yesterday and feel that you need more specific information regarding our sales figures in Chapter 2.I also felt that the tone could be a bit more formal.The report is going to be read by our Executive Team, and needs to reflect our professionalism.Thanks for your hard work on this!Monica
  • 17. When to Stop Emailing! problem/resolution situations ….. when you n around in a eed to sit g fire ideas roup and at o another. ne avoid emai lw tone of voihenever ce important is
  • 18. Akidele Samuel