E-mails

1. E-mails Writing Guide mgr Anna Waligórska – Kotfas PWSZ Konin

2. E-mail • E-mail is the fastest and cheapest way to communicate and is one of the most common forms of communication, especially in business. • The purpose of an email may be: • to ask for or send information • to ask people to do things • to give instructions or directions • to confirm agreements that you have discussed by phone • to send longer documents, e.g. reports

3. Personal E-mail: find and correct 10 mistakes(NEF Pre-int.)

4. Business E-mail:

5. Language and Style • keep your e-mail short • use short sentences and simple language • make sure that all instructions and requests are polite • e-mails to senior people or people outside your company should be formal • e-mails to colleagues and people in the same company can be semi-formal • e-mails to team members, as well as to customers or suppliers that you know well, can be friendly and informal

6. Business e-mail writing tips DO • write an informative subject line • start with the most important information • restrict the message to one topic whenever possible • be brief • use the sender’s e-mail as a reference tool by using ‘Reply’ when writing your message; it’s easier to refer to the original information and/or questions than rewriting the message • make it easy for the reader to reply yes or no or give a short answer (instead of ‘Let me know what you think.’ write: ‘Is Monday or Wednesday at 2pm best for you?’) • make it easy to read, combine Upper & lowercase, use space and legible font • proofread • wait a moment before pressing 'send‘ (!) • make yourself look good online because your email can be forwarded to anyone or everyone else in the company or anywhereBusiness Writing: what works, what won't by Wilma Davidson How To Write It by Sandra E. Lamb

7. Business e-mail writing tips DON'T • don't leave subject line blank • don't use email if the message needs to be private or secure (maybe the company has a policy on this) • don't use all capital letters • don't send an email you wouldn't want anyone else to read, it's too easy to forward • don't forward a message without a brief comment why you're forwarding it • don't overrun emails with smiley faces or other emoticons • don't send without checking for mistakes Business Writing: what works, what won't by Wilma Davidson How To Write It by Sandra E. Lamb

8. Useful Tip: What should a professional email address look like? Which e-mail address seems to bebetter? • j.doe@yahoo.com • sexykitten69@gmail.com

9. Useful Tip: What should a professional email address look like? • Avoid references to race, creed, gender, religion, or particularly wild things in your username: john.smith.programmer479@email.com is better than wildandcrazysaturdaynightspecial@email.com • Avoid very long, typo-prone cases: I (L) / l (i) / 1 or o / O / 0 are easily confusable with each other. • Try to pick up an address which includes your real name: keep it easy to read, easy to type and non-offensive. • Check your email often

10. Handouts & Materials • IB Pre-int. Skills Writing 2 • IB Intermediate Skills Writing 1 • IC Elementary DVD Correspondence 5, 6 • IC Pre-int. SB Correspondence p. 38 • IC Pre-int. DVD Correspondence 4 (optional 5, 6 – more difficult)

11. IC Elem. 4: Replies to e-mails A Dear Mike Thanks for your message. I’m sorry there is a problem with the file. I attach a new file in Acrobat format. Please let me know if you have any more problems. Best wishes, John

12. IC Elem. 4: Replies to e-mails B Dear Paula Thank you for your message. Unfortunately there is a problem with the flights. I have a meeting in Berlin the next day. Is it possible to return on the 6th December in the afternoon? Please let me know as soon as possible. All the best, Susana