Slide 1 : BUSINESS (Text)
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Email Writing Introduction
Outline : Outline Introduction
Basic Rules of Email Writing
Email Structure
Formal vs. Informal Emails
Practice Exercise 1
Practice Exercise 2
Useful Tips
Dos & Don’ts
Slide 3 : Email writing is an important and integral part of business
communication
Emails are the dominant form of communication in most
companies
Inexpensive
Fast
Easy
Business emails are written for various reasons:
Giving/Asking for Information/Complaints/Apologies
Business emails reflect the image of your company as
much as your own
Practice makes perfect Introduction
Slide 4 : Learn to K.I.S.S.
Consider the recipient and choose the right level of
formality
Check spelling, punctuation and grammar
Do not forget to fill the “Subject” line
Keep the “Subject” line short and precise
Do not use complicated formatting
Do not use CAPITAL LETTERS to write whole
sentences Basic Rules
Slide 5 : Greeting: Use the person’s title / name to begin the
email
Opening: Short sentence to begin or introduce the
subject of the email
Main Body: The goal of the email
Closing: Short sentence to conclude the email
Sign-off: An expression used to end the email Email Structure
Slide 6 : Dear Mr. Roberts:
I am writing regarding your recent email requesting a room at our hotel.
I am sorry to inform you that we do not have any double rooms available for the nights you require.
Should you need further information about room availability, we will be happy to assist you.
Best regards,
Max Rombauer
Reservations Manager
New World Hotel, Shanghai, China Example
Slide 7 : Dear Mr. Roberts:
I am writing regarding your recent email requesting a room at our hotel.
I am sorry to inform you that we do not have any double rooms available for the nights you require.
Should you need further information about room availability, we will be happy to assist you.
Best regards,
Max Rombauer
Reservations Manager
New World Hotel, Shanghai, China Example (Greeting)
(Opening)
(Main body)
(Closing)
(Sign-off)
Slide 8 : Formal Informal
Greeting Dear Mr. (Last Name) Dear (First Name)
Dear Ms. (Last Name) Hi
Dear Prof. (Last Name) Hello
Dear Dr. (Last Name) (none)
Language Polite Casual
Long sentences Short sentences
No abbreviations Abbreviations
No contractions Contractions
Sign-off Sincerely yours Best
Yours sincerely Regards
Best regards Best wishes
Cheers Formal vs. Informal Emails
Slide 9 : Instructions: Match the informal phrases (1-15) with the formal ones (A-O): 1: What do you need? A: With regard to… (or: With reference to…)2: Thanks for the email of 12 Feb B: I can assure you that…3: Sorry, I can’t make it. C: We note from our records that you have not…4: I’m sorry to tell you that… D: Please let us know your requirements.5: I promise… E: I was wondering if you could…6: Could you….? F: We would like to remind you that…7: You haven’t… G: I look forward to meeting you next week.8: Don’t forget… H: Thank you for your email received 12 February9: I need to… I: I am afraid I will not be able to attend.10: Shall I…? J: Would you like me to…?11: But… / Also… / So… K: I would be grateful if you could…12: Pease could you… L: Please accept our apologies for…13: I’m sorry for… M: It is necessary for me to…14: Re… N: We regret to advise you that…15: See you next week. O: However… / In addition… / Therefore… Exercise 1
Slide 10 : Instructions: Match the informal phrases (1-15) with the formal ones (A-O): 1: What do you need? A: With regard to… (or: With reference to…)2: Thanks for the email of 12 Feb B: I can assure you that…3: Sorry, I can’t make it. C: We note from our records that you have not…4: I’m sorry to tell you that… D: Please let us know your requirements.5: I promise… E: I was wondering if you could…6: Could you….? F: We would like to remind you that…7: You haven’t… G: I look forward to meeting you next week.8: Don’t forget… H: Thank you for your email received 12 February9: I need to… I: I am afraid I will not be able to attend.10: Shall I…? J: Would you like me to…?11: But… / Also… / So… K: I would be grateful if you could…12: Pease could you… L: Please accept our apologies for…13: I’m sorry for… M: It is necessary for me to…14: Re… N: We regret to advise you that…15: See you next week. O: However… / In addition… / Therefore… Exercise 1
Slide 11 : Instructions: Write an email to invite an important sponsor to your next annual gala evening. Try to follow the email structure. Please include the subject line.
General Information:- You are the VP of the MIT Business Association - Date of the event: September 16, 2010- Hilton Hotel, Beijing, China- Your customer’s name is Brad Pitt Exercise 2
Slide 12 : Subject: Invitation to Annual Gala Dinner
Dear Mr. Pitt,
This is Joe Randolph, VP of the MIT Business Association.
We would like to invite you to our Annual Gala Dinner to be held on September 16, 2010 at the Hilton Hotel in Beijing. We would be honored if you could join us for this special event. Kindly RSVP before August 15, 2010.
We are looking forward to receiving your reply.
Best regards,
Joe A. Randolph
MIT Business Association Exercise 2
Slide 13 : Read your emails carefully before pressing “Send”
Add the recipient’s email address last
Use message thread to keep track of issues and
topics
Do not use message threads to write a new email
Use bullet points when presenting a list or describing
a process
Never write an e-mail when you are upset or angry
Make sure the recipient has the proper software to
read attachments Useful Tips
Slide 14 : Dos
Answer emails quickly (24 hours is usually the
acceptable delay)
Use Bcc and Cc functions properly
Personalize the e-mail
Don’ts
DO NOT forget the subject line
DO NOT make the e-mail too long
DO NOT communicate sensitive information Dos & Don’ts