2011 Busines Email Writing Made Easy


Published on

simple tips to modern email writing

2011 Busines Email Writing Made Easy

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