Writing Effective E-mail Messages

1. Writing Effective E-mail Messages Unit 1: Composing Online Correspondence Unit 2: Using Correct Language and Punctuation Unit 3: Creating Efficient Writing Habits

2. Unit 1: Learning to Write Online • Unit’s Objective: • Describe the differences between writing online and writing on paper; • Select which actions to take to effectively edit an e-mail message.

3. Unit 1: Learning to Write Online Electronic communication has become one of the most effective ways of doing business. How well e-mail messages are written influence the success or failure of your company.

4. Unit 1: Learning to Write Online • jeopardize your own and your company’s reputation. • give management and • co-workers a bad impression.

5. Unit 1: Learning to Write Online • Create an outline • Develop a draft • Edit your message

6. Unit 1: Learning to Write Online • Differences between writing on paper and writing online • Use of language • Sentence, paragraphs, and page length • Recipient’s screen vs. paper impression • Include a summary in a long message

7. Unit 1: Learning to Write Online • What are the differences between writing online and writing on paper? • Use of capitalization • Recipient’s impression of your purpose • Use of language • Sentence and paragraph length • Use of tone • Time spent creating a draft • Recipient’s screen vs. paper impression

8. Answer C, D, G

9. Unit 1: Learning to Write Online • Determine the objective of your message • ex: “Inform the development team of the upcoming workshop schedule.” • “Present AVJ’s annual report” • Steps for achieving the objective of your message: • consider your recipient • anticipate recipient reactions • outline your message • develop a draft • edit your message

10. Unit 1: Learning to Write Online • Select and arrange the steps needed for achieving the objective of your e-mail message. • Outline your email message • Develop topic sentences for paragraphs • Edit your email message • Consider your recipient • Develop a draft of your e- mail message • Anticipate recipient reactions • Anticipate recipient response time

11. Correct Order • Consider your recipient • Anticipate recipient reactions • Outline your e-mail message • Develop a draft of your e-mail message • Edit your e-mail message

12. Unit 1: Learning to Write Online • Be specific • Use a natural tone

13. Unit 1: Learning to Write Online Since it is important that you are able to construct effective sentences using specific instead of vague language, study the list and chose the sentence that doesn’t contain vague words or phrases. • Anticipate recipient reactions before constructing your e-mail message. • To some extend, you should consider your recipient before constructing your e-mail message. • It is generally a good idea to consider your recipient before constructing your e-mail message. • It seems that it is best to anticipate recipient reactions before constructing your e-mail message.

14. Answer • A. Anticipate recipient reactions before constructing your e-mail message.

15. Unit 2: Using Correct Language and Punctuation • Unit’s Objective: • improve your online writing style

16. Unit 2: Using Correct Language and Punctuation • use short and familiar words • short and familiar words improve readability • avoid vague adjectives and adverbs • active voice (subject performs the action) is more clear and direct than passive voice (subject receives the action) • a.v.: The president sent a company-wide email. • p.v.: The company-wide email was sent by the president • use irregular verbs correctly • use words correctly (commonly misused words: its/it’s, me/myself, to/too/two, their/there/they’re) • use punctuation correctly

17. Unit 2: Using Correct Language and Punctuation Choose the sentence in which the word “affect” or “effect” is used correctly • The tone of your writing can effect how a recipient perceives your e-mail message. • How you construct your e-mail message may effect how you are perceived. • How you construct your email message may affect recipient reaction. • The affect your e-mail message has on your recipient may be determined by how you construct it.

18. Answer • How you construct your email message may affect recipient reaction.

19. Unit 2: Using Correct Language and Punctuation Select the sentence that uses commas correctly. • He wrote the e-mail message but, he forgot to include a greeting. • He wrote the e-mail message, he forgot to include a greeting. • He wrote the email message; he forgot to include a greeting. • He wrote the e-mail message, but he forgot to include a greeting.

20. Answer • D. He wrote the e-mail message, but he forgot to include a greeting.

21. Unit 2: Using Correct Language and Punctuation Categorize each sentence as either passive or active • Mary constructed her e-mail message. • The e-mail message was constructed by Mary. • The message were checked by the executive. • Joe organized the meeting. • The meeting was organized by Joe. • The business executive checked his e-mail.

22. Answers • Passive • The e-mail message was constructed by Mary. • The message were checked by the executive. • The meeting was organized by Joe. • Active • Mary constructed her e-mail message. • Joe organized the meeting. • The business executive checked his e-mail.

23. Unit 3: Creating Efficient Writing Habits • Unit’s Objective: • Identify the best ways to construct a sentence • Identify the best ways to construct a paragraph • Select which actions to take to effectively edit an e-mail message

24. Unit 3: Creating Efficient Writing Habits • Constructing Sentences and Paragraphs • Effective sentences and paragraphs help retention and understanding • Writing incomplete sentences confuses recipients and damages your professional image. • Sentences contain: • a noun • a verb • a complete thought

25. Unit 3: Creating Efficient Writing Habits • There are four types of sentences: • declarative • interrogative • imperative • exclamatory

26. Unit 3: Creating Efficient Writing Habits Determine which sentences are declarative, interrogative, imperative, or exclamatory Jon loves to check his e-mails. How many e-mails messages did you write? Edit your e-mail messages before you send it. Thanks for sending the attachment!

27. Answers • Declarative -Jon loves to check his e-mails. • Interrogative- How many e-mails messages did you write? • Imperative- Edit your e-mail messages before you send it. • Exclamatory- Thanks for sending the attachment!

28. Unit 3: Creating Efficient Writing Habits Best ways to construct a paragraph: • Each paragraph should contain one idea • Paragraphs should be short • Use topic sentences • Use transitions • (in addition, more importantly, first, second, third, finally, similarly, admittedly, in conclusion, etc.).

29. Unit 3: Creating Efficient Writing Habits Select the options that state the best ways to construct a paragraph. • Use lists to supplement each paragraph • Use transitions • Make sure each paragraph contains one idea • Cover as much information as you can in each paragraph • Write an introduction and conclusion for each paragraph • Use topic sentences

30. Answers • B. Use transitions • C. Make sure each paragraph contains one idea • F. Use topic sentences

31. Unit 3: Creating Efficient Writing Habits • When editing for content: • Begin with a summary • Mention what actions your recipient should take • Ensure you’ve included all information • Check that you document facts • Don’t use generalizations • Check paragraph structure;

32. Unit 3: Creating Efficient Writing Habits • When editing for format: • Check paragraph structure • Use effective headings/subheadings • Attachments are appropriate

33. Unit 3: Creating Efficient Writing Habits • When editing for grammar: • Make sure your sentences are clear and easy to read • Sentences, headings, and lists are parallel • Pronouns are correct • Verbs/subjects agree • Check that you use the right verb tense • make sure you use the right • Spelling is correct • Correct capitalization and punctuation

34. Unit 3: Creating Efficient Writing Habits • When editing for readability: • Use short sentences • Use effective transitions • Concrete words and phrases • Check that your message proceeds logically • Ensure you’ve written in active voice • Ensure your point of view is consistent

35. Unit 3: Creating Efficient Writing Habits • When editing for conciseness: • Make sure there’s no irrelevant information • Ensure you don’t use redundant words and phrases

36. Unit 3: Creating Efficient Writing Habits • When editing for style: • Tone is natural • Tone is appropriate