Email Writing

1. Email Writing Practice (练习) and Assignment (任务) by Ruth Anderson

2. Now it’s time for some work Email Walkthrough

3. Email Walkthrough • We are going to walk through writing an email. • So take out a piece of paper and a pen. • Here is this week’s writing assignment (任务) :

4. Assignment (任务) #3: EmailDue: On or before the next afternoon class (Week 13) Based on Exercise 3.3 on page 51 of the textbook. Write a confirmation email to Sonja Haarstrup. Use the outline that is part of the assignment, not an outline you created for class.

5. Assignment (任务) #3: EmailDue: On or before the next afternoon class (Week 13) If your teacher is Ruth, send the email to : ruthinchina@gmail.com If your teacher is David, send the email to: david@themaninchina.com The assignment (任务) is the email itself (本身) – do NOT (不) include an attachment. Use proper (正确) email formatting (版式)

6. Assignment (任务) #3: EmailDue: On or before the next afternoon class (Week 13) The subject line should read: Assignment #3: <a reasonable subject line to use for your email to Sonja> The greeting should be to Sonja and the body of the email should be what you would write to Sonja in a confirmation email.

7. Assignment (任务) #3: EmailDue: On or before the next afternoon class (Week 13) Sign off with a complete (全部) signature (签名) block. Your signature block should include your name, under that your student number and under that your class.

8. Email Walkthrough Let’s start with the “to:” line. Who (谁) is the email going to? That’s right, me. So, this is how your practice email should start: To:

9. Email Walkthrough Let’s start with the “to:” line. Who (谁) is the email going to? That’s right, me. So, this is how your practice email should start: To: ruthinchina@gmail.com

10. Email Walkthrough Next comes the subject line: Your email: • The subject line should read: • Assignment #3: <a reasonable subject line to use for your email to Sonja> To: ruthinchina@gmail.com Subject:

11. Email Walkthrough Next comes the subject line: Your email: • The subject line should read: • Assignment #3: <a reasonable subject line to use for your email to Sonja> To: ruthinchina@gmail.com To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA

12. Now for the greeting. Who should the greeting be to? The greeting should be to Sonja To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA

13. Now for the greeting. Who should the greeting be to? The greeting should be to Sonya To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA

14. To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, Now for the body of the email:

15. To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonya, To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah. … Blah blah, Now for the body of the email: You’ll get to work on the actual content in a minute. For now I want you to just look at the formatting and layout.

16. To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah. … Blah blah, Finally, let’s add the signature block:

17. To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonya, Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah blah, To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah. … Blah blah, Wang Xinyu (Jane) 1201060328 4B Finally, let’s add the signature block: This is what I want your signature (签名) block to look like whenever (每逢) you send me an email. It is just like the name block on assignments: <your name> <your student number> <your class>

18. To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonya, Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah blah, To: ruthinchina@gmail.com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah. … Blah blah, Wang Xinyu (Jane) 1201060328 4B Finally, let’s add the signature block: Notice (注意) the greeting has a blank line after it Notice (注意) the blank lines between paragraphs Notice (注意) everything lines up on the left

19. Content What do you need to say in the body of your email? For that we need to look at the outline that comes with the assignment.

20. Outline Exercise 3.3

21. Summary Statement: I want to tell you.... Confirming our arrangements for you to speak on Thursday, May 3. Write an opening paragraph based on this summary statement.

22. Background: Talked with you January 24. You would have already given her the background when you spoke to her on the phone, you don’t need to include any other background in the confirmation email

23. Details: What: Speaking to Members Mid-Town Society of Business Administrators (MSBA) - audience 25 to 35 MSBA members Your subject: Strategies for Selling Canadian Products in China Where: Meeting location – Norlander Inn (include street address – you will have to create this) When: Meeting date: first Thursday, May (May 3) - I will meet you in lobby at 5:00pm • bar open 5:00pm • membership meeting 5:30pm • dinner served: 6:00pm • you introduced: 6:45pm. • speaking time 45 minutes • meeting adjourned: 7:30 We will supply AV equipment required - VCR and LCD projector; You will bring your laptop Use as many paragraphs as you feel you need to confirm these details.

24. Closing Statement: Members eager to hear from you. Looking forward to your talk. Thanks. Include these closing statement items in your closing paragraph.

25. Hello Sonja, So here is an example of how your email might look before you send it.

26. That’s all for today

27. Hello Sonja, So here is an example of how your email might look before you send it.