WRITING

EFFECTIVE
e-mails
AjFollanteBatulan
 Learning
Outcomes

• Explain importance of E-mail

• Discuss key points in writing E-
mail
• Identify the DOs and DON’Ts of
writing E-mail
• Write E-mails correctly
What is E-mail?
“Electronic mail”

- information stored on a computer that is exchanged

between two users over telecommunications.

-may contain text, files, images, or other attachments

sent through a network to a specified individual or group
of individuals.

-the LIFEBLOOD of almost any business company/

organization (Kolin, 2006)
Before writing thewriting the email
Before
email…
Make a plan!
Think about the purpose of the email
Make a
Think about the person who will read the email and
how you want him or herplan!
to react

Make an outline or list of the main points and details

you want to include in the email

Double check any facts, dates, times, or other specific

details that will be included in the email
Think about the Make an outline or list of
purpose of the Before
email writing the email
the main points and
details you want to
include in the email
Make a plan!
Think about the
Think about the purpose
personofwho
the email
will
read the email and
Think about the person who will read the email and
how you want him
how you want him or her to react
or her to react
Make an outline or list of the main points and details
you want to include in the email

Double
Double check
check anyany facts,
facts, dates,
dates, times,times,
or otheror other
specific
details that
specific will bethat
details included
willinbe
theincluded
email in the email
 Things to consider
when doing business
correspondence
 1. Who are you writing to and what is
your relationship with the person?
If the person you are writing to is in a
higher position than you, your email
should use more formal language.

If you have never met the person

receiving your email before, you
should use formal language in the
first email to him or her.
Once you have sent the first email and
received a reply, you can choose to continue
using formal language or choose to use less
formal language in future emails.
 Think about the reason you are sending the
email and decide if formal or informal
language is better.

If you are requesting a service or asking a

favor, you should use formal language.

2. What is
the If you are making a complaint, you should use
strong words to express your dissatisfaction or
situation? problem but you must be polite.

If you are introducing yourself, you should use

formal language but you can use words or phrases
that let your personality show through as well.

If you are writing a customer relation

letter, you should use formal language.
 • Think about
3. What do the reason for
you want to writing the
accomplish? email and what
you want the
person who
receives the
email to do
with it.
 What do you want to accomplish?
If you want the receiver to do something for you, make it
clear. Tell the receiver exactly what action you want done.
 What do you want to accomplish?
Tell the receiver if no action needs to be taken.
If you want the
receiver to
respond by a
certain date,
write the What do you want
response date. to accomplish?
 What do you want to accomplish?
If you want the receiver to do something for you, make it
clear. Tell the receiver exactly what action you want done.
What do you want to
accomplish?

If you are negotiating

or rearranging a
meeting, write your
demands or available
times clearly.
 Some things to
remember when writing
business emails
 • Don’t use unnecessary words
and phrases that distract from
the main idea of the email or
may confuse the reader

• Make it as direct as possible.

1.Get right to The person reading your email
does not have a lot of time to
the point read your email.

• Make the reason for writing

the email clear at the beginning
and only add details that are
directly related to the topic of
the email.
 Simple sentences will
make the email easier
2. Use simple for your reader to
understand, especially
sentences if the person reading
the email is not a
native English speaker.
 Remember that writing is a
form of indirect
communication. Unlike
having a conversation with
someone, you do not have
a chance to clarify yourself
3.Pay attention by restating your ideas or
using nonverbal cues to
to word make your meaning clear.
choice You have to make sure
your reader understands
what you want to say and
gets the right “message”
the first time.
 Think about
how the email
might be
perceived
by the reader.
•Pay attention
to word
choice Are there any words or
phrases that may make
the tone seem angry,
flippant, or
disrespectful?
 Avoid making
jokes.

•Pay attention
to word Sometimes what you
think is funny might be
choice misunderstood by the
reader and create a bad
relationship.
 Careful use of
jargons

•Pay attention Use words that are

specifically related to the
to word topic but define any words
choice or phrases that you think
the reader might not be
familiar with, especially
words that are specific to a
certain type of job, field of
study, or product.
Basic Email
Format
The receiver’s
email address
Carbon copy

Blind carbon
copy

Email subject
 ajbatulan_usl@yahoo.com.ph

joeshmou@youknow.net

July 5 meeting

IMPORTANT POINTS:
1. On creating E-mail Address.
The first thing a person would look into an e-mail before deciding to open it is THE
SENDER. If your e-mail address looks FANCY, DOUBTFUL, UNPROFESSIONAL, more
likely it will not be opened/read at all by the recipient. Branding is important. Build
TRUST. Use PROFESSIONAL E-MAIL ADDRESS.
IMPORTANT POINTS: On creating E-mail Address
The first thing a person would look into an e-mail before
deciding to open it is THE SENDER. If your e-mail address
looks FANCY, DOUBTFUL, UNPROFESSIONAL, more likely it will
not be opened/read at all by the recipient. Branding is
important. Build TRUST. Use PROFESSIONAL E-MAIL ADDRESS.

SOME FUNNY/ DOUBTFUL NAMES and E-MAIL ADDRESSES I

RECEIVED FROM STUDENTS (Forgive me ☺)

1. JUST iYOUNG (enaidaria@gmail.com)

2. Evangiel 13

3. KATE PERRY

4. TravenExavior Riven

5. Tokuchi Hiruma

6. JUJUATTUG@ gmail.com
 Always write the subject
of the email on the subject
The subject line
of the email Remember that business people
often receive hundreds of emails
every day. If you don’t write the
subject in the subject line the person
receiving the email might think it is
SPAM or junk email and delete the
message. If the subject isn’t clear
they might delete the email as well,
so make sure the subject is direct-
don’t use too many words.
The subject of the email

What is WRONG with the

SUBJECT of the
following sample emails?
The Content

• The Opening-Tells the reader why

you are writing

• The Focus- Tells the details about

the topic

• The Action- Tells what you want to

happen and gives a
time frame

• The Closing- Thank the reader and

mention future
communication
Type your email message in the text box, then click
send and it will be sent to the receivers you have
indicated in the to, Cc, and Bcc areas.
The CONTENT of the email

Critique the following

sample e-mails
Who are you writing to and what is
your relationship with the person?

Recall: Communication LINES

(direction of communication)
 Who are you writing to and what is
your relationship with the person?
If you have never met the person
receiving your email before, you
should use formal language in
the first email to him or her.

CHECK THE FOLLOWING

EXAMPLE:
Email attachment
etiquette
Mention included
attachments

make sure the attachments

you mention are actually
included with the message

Consider file size and format

Include ONLY related files

 ACTIVITY: SENDING OUTPUT THROUGH
E-MAIL
1. Last week, you were required to give correct answers to 5 INTERVIEW
QUESTIONS in the PPT. I hope you are ready to send your answers.

2. Applying the GUIDELINES in writing effective e-mails, please send your output
(JOB INTERVIEW QUESTIONS AND ANSWERS). Worksheet or Template
is provided for your answers. Make sure to send your output as an
ATTACHMENT.

3. Please study carefully this lesson before sending me your Interview Output. I
won’t entertain “re-sending” of answers. Only one e-mail will be considered per
student.

4. The following rubric shall be used in grading your outputs:

RUBRICS: SENDING OUTPUT THROUGH
E-MAIL

I. WRITING E-MAILS (30 PTS)

1. Subject Line (5 pts)

2. Grammar and Spelling (5 pts)
3. Organization of Ideas (5 pts)
4. Professionalism and courtesy (5 pts)
5. Content (10 pts)

II. JOB INTERVIEW ANSWERS (25 PTS)

1. Response to questions (10 pts)

2. Language (5 pts)
3. Appropriateness (5 pts)
4. Originality (5 pts)
 References

http://www.learnthenet.com/ENGLISH/html/92email.htm