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E-mail & p rofessionalism

E-mail & p rofessionalism. Basic features. Dear Somebody Else, I’m preparing the budget for Project XYZ and need to know how many assistants we need to hire and what their salaries or rates of pay will be. Thank you. All the best, Your Name.

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E-mail & p rofessionalism

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  1. E-mail & professionalism

  2. Basic features Dear Somebody Else, I’m preparing the budget for Project XYZ and need to know how many assistants we need to hire and what their salaries or rates of pay will be. Thank you. All the best, Your Name I’m preparing the budget for Project XYZ and need to know many assistants we need to hire and what their salaries or rates of pay will be. Project Budget Supervisor Dept. of Awesomeness UWP, inc. 352-555-1234 ext. 3254

  3. Other Issues with e-mail • As in any professional setting, avoid interpersonal issues in (company) e-mail. • PROOFREAD! • Assume that your e-mail is permanent and readable by anyone at any time. • Convey the proper tone (formality, correctness, point of view, use or avoidance of clichés).

  4. Planning • Who is the reader? • What is your purpose? What point are you trying to make? • What do you want the reader to do? • Where and when will this e-mail be read? • How will it be used/viewed in the future? • Will there be any secondary readers? What might their responses be?

  5. Organizing the draft Dear Somecompany Employees, For the past three pay periods Human Resources has been recalculating more time clock entries than usual. We believe the problem comes from human error. Please make sure that you clock in and out for break times. If any error occurs, please submit the correct information to your supervisor or me as soon as possible after the occurrence. This will prevent delays and errors in payroll. Thank you. Best regards, I.M. Fair Human Resources Manager • Subject • Purpose • Main point • Background information • Importance of the subject • Conclusion: thank the reader, restate main point, look forward

  6. Reasons for correspondence • Inquiry – state question(s) clearly and concisely; limit the number of questions; if possible and appropriate, offer something in return; thank the reader in advance for their response, provide your contact information • Response – thank the writer for their inquiry; answer question(s) point by point; offer more information if available and appropriate; provide your contact information • Transmittal – identify the attached materials and why they are being sent; summarize the information sent and clearly express what action you request the reader to take • Claims or Complaints – explain the problem in detail and how it inconvenienced you; explain how you would like the reader to address the problem; thank them in advance for their response; provide your contact information • Adjustments – express regret about the problem without directly accepting blame; explain how you will address the problem; tell when results should be expected; show appreciation for the reader’s business with your company • Refusals (bad news) – summarize the facts; deliver the bad news and explain your reasoning; offer alternatives if available; express a desire to retain the relationship

  7. International correspondence • Time • Titles & last names • Focus • Plain text • Avoid clichés and culturally-connected language, including humor • PROOFREAD!!!!!

  8. Works consulted • Johnson-Sheehan, R. Technical Communication Strageties for Today. 2011. • Lannon, J. M. & L. Gurak. Technical Communication. 2011. • Markel, M. Technical Communication. 2010.

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