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Technical English 2013
By the end of today you will know:
• • • • What makes a good email Different email writing styles Email Basics and Key Phrases Tricks for making you emails crystal clear
Activity : Complete Quiz in Pairs .
.Why do we email? – Persuade – Give information – Plan and Design – Problem Solve – Give Technical Instructions – Ask People to do Things. – Write 2 need to knows. Take action.
2. if any. How often do you use a spell checker? 9. Do you use cc: or bcc: fields and if so. Does you know about any guidelines / rules about email? 5. Hi Kelly! 1.g. what info? 10. How do you usually begin and end emails in English? 7. DO you ever use exclamation marks after a persons name at the beginning of an email e. If yes.1. does the recipient know what action. to take. Do you write sentences that are short and to the point? 6. Do you include a signature with your email. Do you ever check your work email at home? 4. Do you ever use smileys? 8. How many email do you send and receive every day? 3. Do you always answer emails within 24 hours? How soon do you answer priority emails? . Did you send any emails before you came here today? How many? 2.
Guidelines . company culture? ..
tel & fax number. 3. 9. address. job function. should signatures include company name. 7. Corporate email style (formal/informal). 8. 2. How and when to forward messages.1. Policy on bcc and cc.e. Salutation and ending of messages Signatures should be used. website and / or a corporate slogan. 5. 6. How soon? How to determine which email should receive priority. . Basic rules on how to write email messages Answering email. i.
Why an Email Policy? Commercial objective: in teaching employees how to send effective emails and stating target answering times. Legal objective: in clearly stating what is considered as inappropriate email content you can minimize the risk of law suits and minimize employer's liability by showing that the company warned employees of inappropriate email use. . Productivity objective: by setting out rules for the personal use of email you can improve productivity and avoid misunderstandings. you can professionalize your email replies and therefore gain competitive advantage.
You can include background information later in the message. and does the purpose relate to an objective? State both clearly in the first two sentences. .PASS P — What is the purpose of the message.
A — What action is needed. and when must it be done? This information should immediately follow the purpose. If more than one person is receiving the message. who is responsible. indicate their names in bold with the relevant information for each person. .
S — What supporting documentation does the recipient need? Provide all the information required to take the action you request (provide this information either as an attachment or in the body of the e-mail message). .
.S — Does the subject line effectively summarize the message? A reader should be able to anticipate what your e-mail message says before opening it. Write the subject line last so that it accurately reflects the content of your message.
Tip #1: Keep it short .
you should try to keep email to a maximum of one to two paragraphs.e. As well as this. use white space as it makes it much easier for the reader to skim and if you use bullets and lists it’s even better. As a matter of fact.Hi DI2013. BR Kelly . First. "decide" rather than "take a decision". That’s it for now. it’s a good idea if sentences are kept short. Finally. use double spacing between paragraphs and salutation. it would be good to get rid of unclear. If you can. I’ve just heard that we need to get the ball rolling and start writing shorter emails. Also. long phrases and cliches. so I thought I’d send some guidelines to help you out. It’s better to use verbs instead of heavy noun phrases: i. try to Cut out irrelevant information or unnecessary words. "meet" instead of "hold a meeting”.
max 15-20 words and limit email to 1-2 short paragraphs. "decide" rather than "take a decision". 5.e. 6. Use white space so skimming is easy.Dear Ninbos11. 3. The company has decided that we need to write shorter emails. Best regards Kelly Raita . long phrases and cliches 4. Cut out irrelevant information or unnecessary words. Delete unclear. 2. Could you please use the following guidelines in your future emails: 1. Write in short sentences. Use double spacing between paragraphs and salutation. "meet" instead of "hold a meeting”. Use verbs instead of heavy noun phrases: i.
Tip #2: Have a Killer Subject .
• • • • • Subject should tell reader exactly what is coming. Should make it easy to locate email later Should use nouns Tell if Information. Action. Help Meeting 10 Dec. Check and Return Minutes Complaint About Request for Delivery of + use name of product Invoice number .
Tip #3: Be precise .
• Can you send the specifications as soon as you can? .What’s wrong with these? • We’ll need to know asap.
. • This is really important so can you get back to us by/before 2 Feb? Cheers.” • Could you find out more about the production delay? I need an answer for the client before our meeting tomorrow at 10 am. • Please confirm this date by 6pm.• Could you please inform of your decision by Friday 3 February at the latest? • We would appreciate your reply by Friday 3rd February.
Tip # 4: Get to the Point .
Know Your Audience .
Style: Formal versus Informal .
Formal and Informal Exercises .
Run a Spell Check .
ARE YOU LISTENING %%###… .