Letters, Faxes, and Emails

1. Letters, Faxes, and Emails

2. Discussion Questions 1. Do you like writing? Why or why not? 2. Which is more difficult? Writing in English or in Arabic/French? Why? 3. Which difficulties do you usually face when writing? 4. What do good writers do to compose well-written correspondence? 5. What would you like me do this semester to help you improve your business writing?

3. To learn how to write professional Emails Business letters Faxes Lesson Objectives

4. Send me an email in which you tell me about how what you would like me do this semester to help you improve yourbusiness writing. hbelhiah@yahoo.co.uk

5. Email Email is great because… • It gets to the intended receiver quickly • Its arrival can be confirmed easily • Your reader can reply to your message easily • It is cheap to use • It allows multiple copies and attachments

6. Email & Style • Do not confuse personal messages with business messages. Write clearly, carefully, and courteously; consider audience, purpose, clarity, consistency, conciseness, and tone. • Use correct grammar, spelling, capitalization, and punctuation. • Do not write words in capital letters in an email message.

7. Email & Style • Keep your email messages short and to the point. • Limit yourself to one topic per message. • Check your email message for mistakes before you send it.

8. Email Abbreviations • AFAIK as far as l know • BFN bye for now • BTW by the way • COB close of business • FYI for your information • IOW in other words • NRN no reply necessary • OTOH on the other hand

9. Emoticons • Emoticons / Smileys :-) a smile :-( a frown ;-) a wink • They may be considered unprofessional.

10. When should a person use email to send a message? • Email is appropriate for positive and informative messages. • Major negatives, such as firing someone, should be delivered in person or via a letter - not in email. • Send people only messages they need. REMEMBER: Email are legally binding communication.

12. Letters – 7 Components • Sender's address or letterhead • Inside Address • Date • Salutation • Body of the letter • Complimentary close • Signature

13. Sender's Address • Sender's address • Letterhead

14. Inside Address • Inside Address • Name • Courtesy title • Dr or Dr. ? • Prof or Prof.? • If name is not known, use: • Job title • Department • Company • Attention line

15. Date • Date • US vs. UK • Avoid figures

16. Salutation • Dear Sir / Madam • Dear Sirs • Dear Mr Smith, / Mr Smith: • Dear John • Hello / Hi

17. Body of the Letter • Block or modified block • Single-space • Double-space between paragraphs

20. Complimentary close • Yours sincerely, (Known recipient) • Yours faithfully, (Unknown recipient) • Best wishes, (Close) • Yours truly, or truly yours, (US) • Old-fashioned • We remain yours faithfully, • Respectfully yours,

21. Signature • Type your name below your handwritten signature. • Your choice: initials, courtesy title.

22. Letters Optional Components • Your job title/Signature block • Private and confidential (Envelope) • Subject • Enclosures • Reference (Ref: EE1022) • Copies (C.C.)

23. Faxes • Facsimile: exact copy or reproduction • l sent a fax / We will fax you • Speed is important and recipient does not have email. • Should not be used for confidential information. • When sending handwritten fax messages, use a dark color and make your writing large and clear.

24. Transmitting a fax • Correct fax number • Use fax transmission cover form • Recipient’s address • Fax message To: • From: • Fax no.: • Subject: • Date: • Page/s: