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Learn to Write...Right

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How to write right!

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Learn to Write...Right

  1. 1. • Email • Report • Article • Minutes Of Meeting (MOM)
  2. 2. The three main categories of people we write mails to: • Boss • Colleague • Client
  3. 3. It is time to update your employee parking stickers. New stickers are required by April 1. Parking Rules and Regulations require that all vehicles driven on campus must display the current stickers. Please renew your employee parking stickers by April 1.
  4. 4. Put yourself in the Receiver‟s shoes The person receiving your mail Remember, your readers may know nothing about what you're telling them
  5. 5. • Leave Application For 03-12-2014 • With Ref. To The Meeting/Call As On 12-13-2013 OR • With Ref. To The „Hello Kitty‟ Cartoon
  6. 6. • Your email should open by addressing the person you‟re writing to. • For someone you don‟t know well, especially if they‟re a superior or if you have a working relationship with the person, always address „Dear.‟ • If you know the person well, use „Hi Bob‟ or „Hello Jerry‟
  7. 7. • You can even use just the name with a comma (Jerry,) • If you know the person well, like your team mate, using „Dear Garry‟ will look odd.
  8. 8. • Get straight to the point. • Split your email into two to four short paragraphs, each one dealing with a single idea. • Consider using bullet-points for extra clarity, or if you have too many points to cover. • Follow the KISS principle. Keep It Short & Simple
  9. 9. • Listing several questions for the receiver to answer. • Suggesting a number of alternative options. • Explaining the steps that you‟ll be carrying out.
  10. 10. • If you need to write about several different issues (for example, if you‟re giving your boss an update on Project X, asking him for a review meeting to discuss a pay hike, and telling him that you‟ve got a doctor‟s appointment on Friday), then don‟t put them all in the same email. The receiver is a human, not a computer to put the different topics in different folders.
  11. 11. • Emails should follow the same rules of punctuation as other writing. • Never write a whole sentence (or worse, a whole email) in capitals • Always capitalise “I” and the first letter of proper nouns (names) • Capitalize acronyms (USA, BBC, NSE)
  12. 12. • Always start sentences with a capital letter. • Writing a particular word in capital showing it is important or needs to be looked upon is a myth.
  13. 13. • For short internal company emails, you can get away with just putting a double space after your last paragraph then typing your name. • If you‟re writing a more formal email, it is essential to close it appropriately.
  14. 14. • Use Yours sincerely, (when you know the name of your addressee) and Yours faithfully, (when you‟ve addressed it to “Dear Sir/Madam”) for very formal emails such as job applications.
  15. 15. • Use Best regards, or Kind regards, in most other situations. • Even when writing to people you know well, it‟s polite to sign off with something such as “All the best,” “Take care,” or “Have a nice day,” before typing your name.
  16. 16. • Don‟t cram your email signature with quotes from your favourite TV show, motivational speaker or witty friend. • Do include your name, email address, telephone number and postal address (where appropriate) – obviously, your company may have some guidelines on these.
  17. 17. • It makes it easy for your correspondents to find your contact details: they don‟t need to root through for the first message you sent them, but can just look in the footer of any of your emails.
  18. 18. • Always, always proofread you emails before you hit the „Send‟ button. • Check spellings, sentence formation, capitalization and usage of the correct words (affect/effect, it‟s/its, you‟re/your, than/then. • Read from the receiver‟s perspective.
  19. 19. i‟ve attached my resume i would be grateful if you could read it and get back to me at your earliest convenience. i have all the experience you are looking for – i‟ve worked in a customer-facing environment for three years, i am competent with ms office and i enjoy working as part of a team. thanks for your time
  20. 20. Dear Sir/Madam, I’ve attached my resume. I would be grateful if you could read it and get back to me at your earliest convenience. I have all the experience you are looking for: • I’ve worked in a customer-facing environment for three years • I am competent with MS office • I enjoy working as part of a team Thanks for your time. Yours faithfully, Joe Bloggs

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