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Professional Email

   Marie-Claude (MC)
        ALES 204
    November 18th 2011
Today’s class

• Being professional

• Writing professional emails
Professionalism


“the conduct, aims, or qualities that characterize or
     mark a profession or a professional person.”
                 (www.merriam-webster.com )
Flickr.com by Gemellus Tertius; jeannejoeperrone.blogspot.com
Professionalism




             www.treehugger.com;how-to-know.info
Professionalism
       &
    Culture
Professionalism




          http://johnchidleyhill.com; http://kyleshewfeltgymfest.com
Professionalism
 Attitude    Work Ethic
  Polite     Complete
 Polished     Concise
Respectful    Polished
Courteous    Respectful
  Poise        Pride
Professionalism and Culture

Polite form of “you” = Vous

Writing is formal

Writing is indirect




                              http://haitiancreoletranslation.com
Professionalism and Culture


Je vous prie d'accepter, Madame, Monsieur, mes salutations
les plus cordiales.

Translation: I beg you to accept Miss, Mrs, my most cordial
salutations.
Professionalism and Culture
Veuillez agréer, Monsieur, mes salutation les plus distinguées.

Translation: Mrs, please accept my most distinguished salutation.


Veuillez croire, Madame, Monsieur à l'expression de mes sentiments
distingués.

Translation: Miss, please believe in the expression
of my distinguished feelings.
Professional Email

1. Email address              5. Email’s content

2. Email’s subject            6. Your signature

3. Email’s attachments

4. Addressing the recipient



                                       http://www.empire-elements.co.uk
1. Your email address
• Personal vs. Professional


•Representative of my interests/job
     @ualberta.ca




                                      http://www.michaelhartzell.com
Examples

• Use your name/initials

     roy4@ualberta.ca
     roy.marie.claude@gmail.com
     roy.mc@gmail.com
     mclaude.roy@gmail.com
Avoid
piafululu@hotmail.com
Avoid
Alcoholocaust@hotmail.com
2. Subject

Always fill in the subject line




 Don’t:       “Important”
              “Deadline”
 Do:   “ ALES 204 syllabus updates”
       “My application for TA position”
3. Attachments


Attachments? No No!

Enquire the recipient first

Scan for viruses



                               http://computerworm.net
4. Addressing the recipient


• Use his/her name

• Don’t send to general
person
Examples 1
The Queen of England

Don’t:
     “Hey Liz!”
     “Yo!”

Do:
      “Your majesty”


                               http://www.librarising.com
Example 2

Your professor:

“Dear Professor Laccetti,”

“Dear Dr. Laccetti ,”




                              http://www.librarising.com
Examples 3

Your TA:

“Your majesty,”
5. Content
Valuable time of your recipient

Be:        Short
           Precise
           Concise

Main point in the opening
sentence


                                  http://www-times.com
Example 1




                   http://www-times.com
            http://chronicle.com/blogs/
Example 2
[No salutation]

i have two pieces of bad news:

1. i won't be here friday. i have to go home this weekend for my
school's homecoming. sorry!! i'm leaving Thursday afternoon.

2. how tragic would it be if i couldn't go to the thing on march 1st? :/
i totally forgot about this b/c i don't have it written down in my
planner, but i'm supposed to be going camping that weekend. if you
need me to stay that's totally fine. and i still might stay anyway.

i am so sorry. i hope this email didn't depress you too much... :) have
a wonderful night                                            http://www-times.com
                                                                http://chronicle.com/blogs/
6. Closing line

Closing line
      “Sincerely”
      “With regards”

Email signature (short)
     Your name
     Your website (if you have any)
     Don’t need detailed information
Example 1
Example 2
Email Language

Grammar
      Edit
      Spell check
No emoicon ;)

No short forms
           LOL
           PLZ
                            http://thecustomizewindows.com
Email: tone


Ask a second opinion

Avoid sarcasm

Be polite in all time!
Take home message


   Be professional!
Dear ALES 204 students,
I beg you to accept, my most cordial
             salutations

                ;)

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Mc lecture 27

  • 1. Professional Email Marie-Claude (MC) ALES 204 November 18th 2011
  • 2. Today’s class • Being professional • Writing professional emails
  • 3. Professionalism “the conduct, aims, or qualities that characterize or mark a profession or a professional person.” (www.merriam-webster.com )
  • 4. Flickr.com by Gemellus Tertius; jeannejoeperrone.blogspot.com
  • 5. Professionalism www.treehugger.com;how-to-know.info
  • 6. Professionalism & Culture
  • 7. Professionalism http://johnchidleyhill.com; http://kyleshewfeltgymfest.com
  • 8. Professionalism Attitude Work Ethic Polite Complete Polished Concise Respectful Polished Courteous Respectful Poise Pride
  • 9.
  • 10. Professionalism and Culture Polite form of “you” = Vous Writing is formal Writing is indirect http://haitiancreoletranslation.com
  • 11. Professionalism and Culture Je vous prie d'accepter, Madame, Monsieur, mes salutations les plus cordiales. Translation: I beg you to accept Miss, Mrs, my most cordial salutations.
  • 12. Professionalism and Culture Veuillez agréer, Monsieur, mes salutation les plus distinguées. Translation: Mrs, please accept my most distinguished salutation. Veuillez croire, Madame, Monsieur à l'expression de mes sentiments distingués. Translation: Miss, please believe in the expression of my distinguished feelings.
  • 13. Professional Email 1. Email address 5. Email’s content 2. Email’s subject 6. Your signature 3. Email’s attachments 4. Addressing the recipient http://www.empire-elements.co.uk
  • 14. 1. Your email address • Personal vs. Professional •Representative of my interests/job @ualberta.ca http://www.michaelhartzell.com
  • 15. Examples • Use your name/initials roy4@ualberta.ca roy.marie.claude@gmail.com roy.mc@gmail.com mclaude.roy@gmail.com
  • 18. 2. Subject Always fill in the subject line Don’t: “Important” “Deadline” Do: “ ALES 204 syllabus updates” “My application for TA position”
  • 19. 3. Attachments Attachments? No No! Enquire the recipient first Scan for viruses http://computerworm.net
  • 20. 4. Addressing the recipient • Use his/her name • Don’t send to general person
  • 21. Examples 1 The Queen of England Don’t: “Hey Liz!” “Yo!” Do: “Your majesty” http://www.librarising.com
  • 22. Example 2 Your professor: “Dear Professor Laccetti,” “Dear Dr. Laccetti ,” http://www.librarising.com
  • 24. 5. Content Valuable time of your recipient Be: Short Precise Concise Main point in the opening sentence http://www-times.com
  • 25. Example 1 http://www-times.com http://chronicle.com/blogs/
  • 26. Example 2 [No salutation] i have two pieces of bad news: 1. i won't be here friday. i have to go home this weekend for my school's homecoming. sorry!! i'm leaving Thursday afternoon. 2. how tragic would it be if i couldn't go to the thing on march 1st? :/ i totally forgot about this b/c i don't have it written down in my planner, but i'm supposed to be going camping that weekend. if you need me to stay that's totally fine. and i still might stay anyway. i am so sorry. i hope this email didn't depress you too much... :) have a wonderful night http://www-times.com http://chronicle.com/blogs/
  • 27. 6. Closing line Closing line “Sincerely” “With regards” Email signature (short) Your name Your website (if you have any) Don’t need detailed information
  • 30. Email Language Grammar Edit Spell check No emoicon ;) No short forms LOL PLZ http://thecustomizewindows.com
  • 31. Email: tone Ask a second opinion Avoid sarcasm Be polite in all time!
  • 32. Take home message Be professional!
  • 33. Dear ALES 204 students, I beg you to accept, my most cordial salutations ;)