BUSINESS EMAILS KISS Keep It Short and Simple - It doesn’t save you time, but it saves time for

the reader. - Changes the impact of your message. RULES: 1) Use short words. Look for common or simple words, and only use longer and less frequent words for stylistic reasons. EX. a) commence _________________ b) in the near future ________________ c) terminate _____________________ d) due to the fact that ________________ e) in the event of __________________ f) approximately __________________ g) purchase _____________________ h) Request _______________________ i) Dispatch _____________________ j) with reference to _________________ (start, soon, end, because, if, about, buy, ask, send, about) 2) Use short sentences. There should only be one thought in each sentence. Remember, a sentence with more than 20 words is difficult for the reader. Using long and complicated sentences is for writing novels, not work emails. EX. Shorten this sentence. The form enclosed with this letter is from the Accounts Department who would like you to complete it in full, attach your signature and return it to us no later than 31st August.

3) Use short paragraphs. Each paragraph should contain one “unit of thought”. “NETIQUETTE” – Internet Etiquette • Five rules for writing international business emails:

1) Don’t email anything that you would not send on company headed notepaper. An 2) 3) 4) 5)
email is less formal, but it is still official communication from your organization. Be polite. Politeness shows respect, which is very important in the business world. Use would instead of will, could instead of can, and use please and the END of the sentence. Fill in the subject box. This focuses the reader’s attention and allows them to file your emails properly. Be discreet. Email is often copied and redistributed. Avoid capitals. THEY MAKE YOU LOOK LIKE YOU ARE SHOUTING!!!

If you do know the gender. Ex. Instead of explaining directions. 4) Make the email visually attractive. 6 Rules to keep the reader’s attention 1) Put your main ideas first. or ‘our’ when you are describing what your organization does. Try not to start sentences with It is or There is… The Conventions of EMAIL • - ‘I’ or ‘we’? Which one should you use? It depends on the situation and purpose of the email. Write: The meeting chose a new chairperson. They are often misunderstood. Kind regards. 2) Know your readers. If you do not know their name. • • Abbreviations. Try to always use the person’s name when addressing the email. ‘You’ is very reader friendly. Best wishes. The least confusing is 4 February 2010. Use ‘we’. Explain the background details after saying your main point. or On behalf of. 6) Make the subject of your sentence clear. The date is written in several different ways. or when you take personal responsibility for something. Use ‘I’ when you are really speaking for yourself. Use bullets or numbering to make the email more clear. expects. use their whole name. The present printer does not print quickly enough and is difficult to maintain.Use these endings in an email: Regards. . Use the words For. It is much easier to read when there is more white space. ‘us’.When you do have a name. use Dear Sir/Madam. Signing for someone else. 5) Use active sentences. • • Beginnings and Endings. You should avoid abbreviations when mailing other international people.) Hadow. but are not sure of the gender of the reader. Dear Chris Hadow. (or Ms. The date. .Write with impact. Are they familiar with the subject? Do you have to explain everything in detail? What do you want them to do afterwards? 3) Be reader-friendly. A new printer prints at a higher speed and is more reliable. Don’t write: A new chairperson was chosen for the meeting. use Dear Mr. . or needs. Put yourself in your reader’s situation and look at your email through their eyes. attach a map. We need to replace the existing printer with a new machine.

.. * We look forward to a successful working relationship in the future.. Yours faithfully * Dear Madam .HELPFUL VOCABULARY/ TIPS Opening lines Why do we need an opening line in a business letter or formal email? .. * After having received your address from . Yours sincerely . feel free to contact me. * We/I recently wrote to you about . * After having seen your advertisement in .. * We hope that we may continue to rely on your valued custom. I apologize for any inconvenience. Yours faithfully * Dear Sir or Madam .. * Thank you for your letter/e-mail about . I . I ... Yours faithfully When you know the recipient's name: * Dear Mr Hanson .. * Should you need any further information... and would like .. * I received your address from .. * Thank you for your letter of 8 May... When 'Yours faithfully' and when 'Yours sincerely' in a business letter? When the recipient's name is unknown to you: * Dear Sir . * I look forward to seeing you. I would like . please do not hesitate to contact me... ...to make a reference to a future event . * In reply to your letter of 8 May... * Please advise as necessary..to make reference to previous correspondence . Yours sincerely * Dear Mrs Hanson .. * I look forward to hearing from you. * I am writing to enquire about . 10 Good Opening Lines: * With reference to your letter of 8 June. * Once again......to offer help 10 Good Closing Lines: * If you require any further information. * I would appreciate your immediate attention to this matter..to say how you found the recipient's name/address ......to repeat an apology . . * I look forward to your reply.. Closing lines Why do we need a closing line in a business letter or email? . * Thank you for your letter regarding .to say why you are writing to the recipient.

* Dear Miss Hanson . Yours sincerely * Dear Ms Hanson .. Yours sincerely Requesting Could you possibly? I would be grateful if you could Agreeing to Requests I would be delighted to Giving Bad News Unfortunately I am afraid that Attaching Documents I am attaching Please find attached Attached you will find ....

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