Writing- Week 2 Students Pres.ppt

1、Week 2: Writing a Business Email,Why send an email? Quicker to write, send and reply to than letters Saves paper More informal/chatty than a letter Easier to store/save and then search through at a later date,Email Formality Generally, an email is less formal than a letter.,What does formal mean? Do

2、ne in accordance with rules or convention,Email Formality Generally, an email is less formal than a letter.,What does formal mean? Done in accordance with rules or convention Observant of conventional and expected rules of behaviour,Email Formality Generally, an email is less formal than a letter. W

3、hen writing to friends, or people you know very well, you can use very informal language, much like spoken English,Email Formality Generally, an email is less formal than a letter. When writing to people inside your own company, it is OK, to use informal language, however, remember to remain profess

4、ional!,Email Formality Generally, an email is less formal than a letter. However, when writing to people outside of your company, for example customers, competitors and other businesses, it is a good idea to still use polite, semi-formal language.,Subject: what the email is about Attach: include fil

5、es or documents Cc: stands for carbon copy Use this to send an exact copy of an email to someone,For example: You are writing an email to a business on behalf of a group of people. You address the email to the business, But cc the email to the other members of your group to show to them you have sen

6、t it and what you have said. Remember, in this case- the person you have sent the email to, can also see that you have sent a copy of it to others.,Subject: what the email is about Attach: include files or documents Cc: stands for carbon copy Use this to send an exact copy of an email to someone Bcc

7、: stands for blind carbon copy Use this to send copies of the email to many people anonymously,For example: You are writing an email to a business to complain, and want a copy to also be sent to an official to show them the complaint (but you dont want the business to know you are telling the offici

8、al as well!) You address the email to the business, But bcc the email to the official to show to him/her you have sent it and what you have said. Remember, in this case- the person you have sent the email to, cannot see that you have also sent it to others.,How to Write Good Email: Step by Step,Step

9、 1: Subject In business emails, it is very important to write a good subject line! You should write a very brief sentence to tell the reader what the email is about,For example: Subject: Staff meeting Tuesday 17th September Subject:Content for briefing presentation Subject: Request of information Su

10、bject:Complaint,So youve written a good subject line. Whats next?,How to address the person you are sending the email to!,The key here is to remember what we discussed earlier about formality. When writing to a friend or someone you know well:,You can say Hi, Hello, or just use their name!,- When wr

11、iting to a colleague in your office:,Use their name, but its best to also include, Dear or To which are slightly more formal.,- When writing to someone you dont know, or someone outside of your company:,Use their name and title (Mr, Ms, Dr etc.) and Dear. If you dont know the name of the person you

12、are writing to, use Dear Sir/Madam,Task: Subject Lines I will put up an email on the board. Working with the people sat near you, decide on a good subject line for the email.,Email 1: Dear John, I am emailing to confirm the arrangements for this weeks meeting. The meeting will be held on Friday 17th

13、 July at 7:30pm, at the Ivy Restaurant, London. Please confirm your attendance. Best wishes, Richard.,Email 1: Meeting arrangements. This weeks meeting. Friday 17th July.,Email 2: Dear Sir/Madam, I am writing to apply for the position of Secretary in your organisation, as advertised in the Independe

14、nt Newspaper on Thursday 3rd September. Please find attached my CV. Please do not hesitate to get in touch with any further questions. Regards, Julia Jones,Email 2: Job application Application for secretary post Application for secretary post- Julia Jones,Email 3: Dear Mr. Jenkins, I noticed on your

15、 companys website that you can offer shipping services. I am interested in shipping a large box, weighing approximately 50kg, from the UK to China, and was wondering if you could provide a quotation price for this service. I look forward to your reply, Mr A. Oliver Managing Director Geology Rocks Lt

16、d 0121 765 2833,Email 3: Quotation request Information request Price for shipping to China,So youve written a good subject line.,Task: Correct Addresses For each of the following emails, decide on the best form of address.,You are writing a quick email to your best friend Lucy. You are a business ma

17、n, writing to some potential new customers.,You are writing a quick email to your best friend Lucy. Hi Lucy! Lucy, Hello, Hello Lucy, 2. You are a business man, writing to some potential new customers. Dear Sir/Madam, (If you know their names, use them instead),3. You are emailing your colleague abo

18、ut a presentation you are due to give next week. 4. You are sending an email to the manager at a local restaurant to book a table for Friday night.,3. You are emailing your colleague about a presentation you are due to give next week. Dear John, You obviously know them well, so you can use their nam

19、e, however while at work, best to remain polite. 4. You are sending an email to the manager at a local restaurant to book a table for Friday night. Dear Sir/Madam, (If you know their name, use it!),Next step: Your Opening Line,- The first line of your email, should tell the reader why you are gettin

20、g in touch.,For example: - I am emailing you to ask for - I am sorry I missed your call - In reply to your previous email ,After the opening line, include the rest of what you want to say.,Heres some tips for good email writing: - Make sure you write concisely (i.e. write only what you need to say-

21、dont say too much). Use correct punctuation and grammar. Keep sentences and paragraphs short. In emails, it is common practice to leave a one line space between paragraphs. Do not use emoticons or internet speak!, :( :P,X,How to finish your email,Before you sign off, you should include a closing sen

22、tence that says what you want to happen next. For example: - Please let me know if these arrangements work for you. I look forward to receiving your reply. Please get in touch if you have any further questions.,And finally: signing off your email! - If writing to a friend or someone you know well:,-

23、 You can sign off any way you want!,- If writing any business email, whether you know the person or not :,- It is best to use Regards, or Best wishes, !,Always spell check and read through before you press,One more thing: Email Signatures These are small summaries about who you are, and how to conta

24、ct you.,You can include one of these in your emails if you like, many business people do, but make sure: - it is short - the information is correct - you do not include skype/weibo/qq etc This is not very professional!,Task: Good or Bad Email? I will show you two emails. Working with the people around you, I want you to decide which you think is best, and why?,Email A Subject: The party that was held last Tuesday. Dear Mr Bishop, I am writing to you with my thanks for the party that we co-hosted last Tuesday 14th April. I was very much impressed by the way that the whole day was or