Writing Emails


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Writing emails

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Writing Emails

  1. 1. W riting E mails by Piet van der Laan
  2. 2. S ubjects <ul><li>G ive the message a subject/title. E-mail messages without a subject may not be opened because of a fear of viruses and especially note that it is very easy to forget to type this important information. </li></ul>
  3. 3. S ubject C ontents <ul><li>K eep the subject short and clear but avoid such headings as: ‘Hello’, ‘Good news’, ‘Message from Pete’. These are headings common in messages containing viruses. </li></ul><ul><li>W rite short and specific headings such as: Order No. 45464XJ, Delayed Shipment, Laboratory Equipment Order </li></ul>
  4. 4. G reetings <ul><li>S tart the message with a greeting so as to help create a friendly but business-like tone. </li></ul><ul><li>I f you have communicated with the receiver previously and he/she is at a similar level to you, then the use of the first name would be appropriate. </li></ul><ul><li>I f the receiver is more senior to you, or if you are in doubt, it would be safer to use the person’s surname name together with a title, e.g. Dear Mr Smithson, Dear Ms Stringer. </li></ul>
  5. 5. G reetings (2) <ul><li>I t is also becoming quite common to write the greeting without a comma, e.g. Dear Miss Lawson e.g. Dear pete </li></ul>
  6. 6. P urpose <ul><li>S tart with a clear indication of what the message is about in the first paragraph. </li></ul><ul><li>G ive full details in the following paragraph(s). </li></ul><ul><li>M ake sure that the final paragraph indicates what should happen next. For example: </li></ul><ul><li>I will send a messenger to your office on Tuesday morning to collect the faulty goods. </li></ul><ul><li>Please let me have your order by the beginning of the month. </li></ul>
  7. 7. A ction <ul><li>A ny action that you want the reader to do should be clearly described, using politeness phrases. Subordinates should use expressions such as 'Could you...' or ' I would be grateful if...'. Superior staff should also use polite phrases, for example, 'Please...'. </li></ul>
  8. 8. A ttachments <ul><li>M ake sure you refer, in the main message, to any attachments you are adding and of course make extra sure that you remember to include the attachment(s). </li></ul><ul><li>C opy-and-paste text-only contents into the body of the e-mail. If you use an attachment, make sure the file name describes the content, and is not too general; e.g. 'message.doc' is bad, but 'QA Report 2009.doc' is good </li></ul>
  9. 9. E ndings <ul><li>E nd the message in a polite way. Common endings are:Yours sincerely, Best regards, Best wishes, Regards </li></ul><ul><li>I f you did not put a comma after the greeting at the beginning of the message, then do not put a comma after the ending either. </li></ul>
  10. 10. N ames <ul><li>I nclude your name at the end of the message. </li></ul><ul><li>T he problem is that often the email address of the sender does not indicate exactly who it is from, e.g. [email_address] . Please follow these guidelines with all e-mail messages that you send. </li></ul><ul><li>Kind regards </li></ul><ul><li>Pete Miller </li></ul><ul><li>Human Resources Manager </li></ul>
  11. 11. Q uestions?