Business Email Lesson - No Recordings

1
BARAS
SENIOR HIGH SCHOOL
Ask yourselves these questions 2
• Have I experienced
communicating formally via
electronic means?
• If yes, how was it?
• If not yet, how is it like?
• What specific writing skills
and technical expertise do I
need to learn to be able to
communicate formally via
electronic means?
Engaging, Collaborating, and
Serving with a United Heart and
DepEd Standards DepEd Philippines (2013)
3
• Identifies the unique features of and
Learning requirements in composing professional
correspondence (EN11/12RWS-IVhj-13)
Competency • Various forms of Office Correspondence
(EN11/12RWS-IVhj-13.4)
Performance • produces each type of academic writing

and professional correspondence
Standard following the properties of well-written

texts and process approach to writing.
• understands the requirements of

Content Standard composing academic writing and
professional correspondence.

4
Writing a
Business Email
READING AND WRITING SKILLS
Core Curriculum Subject
2nd Semester | 4th Quarter | SY 2019 – 2020
HAZEL ANGELYN E. TESORO, MAT

Teacher III
Microsoft Innovative Educator (MIE) Trainer | Microsoft Education Ambassador |

Microsoft Office Specialist (MOS) – PowerPoint 2016) | Google Certified Educator – Level 1
Business Email 5
What You Will Need
Tech device
Professional Mood for
with internet
email address writing
access

6
Email Addresses:
What You Need to Know

Business Email 7
Characteristics of an Email Address
Does not
Most are written
Contains the necessarily
without capital
@ sign contain capital
letters
letters
British Council (2019)

Business Email 8
Parts of an Email Address
Krow (n.d.)
Username • the unique name that you or your ISP select/s

• can be your real name or a nickname
@ Symbol • sits in between the username and the domain of your email
address
• the mail server
Domain • the server hosting the email account

• the top-level domain
• the extension, such as .com, .net, or .info.

Business Email 9
Sample Email Addresses
chocnut.salvador@yahoo.com
liza.lustre@pinaypower.org
reservations@boracaybeachbae.com
10
What is a
Business Email?

Business Email11
Characteristics
Cullen (2019)
Should cover only

A pillar of modern Must have only
one specific item,
communication one (1) purpose
task, or request
Should be easy for

Should be Should have enough
the recipient to
professional but information to allow
understand, process,
brief a complete response
and act upon

12
Parts of an
Email Window

Business Email
13

Business Email
14

Business Email
15

Business Email
16

Business Email
17

Business Email
18
Parts of an Email Window
Cullen (2019)

Business Email
19
Parts of a ‘Compose Email’ Window
To
• Whom the email is addressed

• Recipient of the email
• Direct audience who needs to reply or take
action from the email content (Cullen, 2019)

Business Email
20
Parts of a ‘Compose Email’ Window
CC BCC
• aka “Carbon Copy” • aka “Blind Carbon Copy”
• for readers who need to receive • for audience who only needs to
the email conversation for see the initial email and none of
reference or clarity, but do not the later chain of replies (Cullen,
need to take action nor reply 2019)
(Cullen, 2019) • a way of sending emails to
multiple people without them
knowing who else is getting the
email (Emerson, 2012)

Business Email
21
Parts of an Email Message
From Date
• Whom the email is from • Specifies the exact date
• Sender of the email and time of receipt of
• Only appears in an email email
received or in an email
you sent
• Does not appear in the
‘Compose Email’ window

22
Writing the Business
Email

Business Email
23
Basic Steps in Writing
pre-write
draft
revise
refine
Business Email
24
General Tips in Writing
Don't mix two

Follow a formal Focus on the
or three
writing style subject
unrelated topics

25
Formatting the
Business Email

Business Email
26
Email Format
Cullen (2019)
shorter paragraphs, lists,

plenty of white-space to
and bullet points to
assist the reader
streamline information
headings break up
concepts and allow a
reader to skim
Business Email
27
Font
• Preferably a sans serif (a typeface without
decorative strokes at the end)
• more modern and simple
• easy to read on screen
• easier to read at a small size
Cullen (2019)
Business
Recommended Fonts for Email
28
Business Emails
• more
Arial modern
and
simple
Helvetica • easy to
read on
Tahoma screen
• easier
to read
Trebuchet MS at a
small
size
Verdana Cullen (2019)

Font Size 29
• Between 10 - 12 pt. is considered normal.
Cullen (2019)

Boldface 30
• for headings
• to emphasize important text
• catches the eye of readers
Cullen (2019)

Italics 31
• a softer way to draw attention to an area of
text
• brings emphasis to an area of a sentence
• should be used for titles of full works
Cullen (2019)

Text Color 32
• Avoid using multiple
text colors
• It draws the eye in to
multiple locations
• Looks unprofessional
• The only acceptable
color in a business email
is blue for hyperlinks Cullen (2019)

Alignment 33
• Fully aligned left
• No need to indent the start of a paragraph
Cullen (2019)

Numbered List 34
• To organize content where sequence is
important
Cullen (2019)

Bullet Points 35
• A great way to create white space on your
page
• Draw attention to related items
• Work best for unordered lists
Cullen (2019)

‘Remove Formatting’ 36
• Needed when pasting text from another source into your email
• If not used properly, text styles will be pasted into the email, which
will make it obvious to the reader that content was copy-pasted
from a source
• In other situations, the same function comes off as the following:
• Keep Text Only (Microsoft Office)
• Paste in Plain Text (Android)
Cullen (2019)

37
Email Etiquette

Formal vs. Informal 38
Always aim to be
Maintain an
polite most especially
appropriate level of
if you do not know
formality
the reader very well

Formal vs. Informal 39
Formal Email Informal Email
• An email to a customer • A birthday greeting to an officemate
• An email to an officemate who is
• A job application also a good friend
• An email to your manager • A social invitation to a friend at your
workplace
• A complaint to a shop • An email with a link to a funny
• An email from one YouTube clip
company to another • A message to a friend on a social
networking site
company Cullen (2019); Pesce (2012)
On Informalities 40
• Don’t start off the email with a ‘Hi’ or ‘Hey’
• Don’t assume familiarity by shortening the
recipient’s name or guessing their nickname
• If the recipient signs their nickname, it’s okay
to address them that way in the future
Cullen (2019); Pesce (2012)

Avoid excessive use of punctuation
41
Exclamation
points should
be used
sparingly!
Don’t ever use emojis!
42
Only use them
after the other
party has sent one
They should never

be used in formal
business emails
Don’t Shout
43
Avoid
ALL CAPS
It SOUNDS LIKE
YOU’RE YELLING
It could route your

email to the spam folder
Reviewing Your Work Before Hitting
Send
44
• Mechanical errors
• Grammar
• Spelling (most esp. the
recipient’s name)
• Capitalization
• Punctuation
• Typos suggest carelessness
and can even convey
incorrect information.
Reviewing Your Work Before Hitting
Send
45
Double-
Triple-check
check
correct recipients in the
dates and times
sender fields
names, links, attachments, CC

and other specific details BCC

Specify the email recipients 46
Make an effort to get the name of the Addressing them by ‘To Whom It May
email recipients, so you can properly Concern’ may give them the
address them in your email impression that they are not the real
ones concerned in reading your email

Don’t CC everybody 47
A common mistake with It is not absolutely Learn to judge if it is

those who are necessary to ‘CC’ your necessary to send a copy
inexperienced at sending boss or other members of the email to someone
professional emails of the team every time else in addition to the
main recipient

Be Wary of Using ‘Reply All’ 48
• Always check you've got the right names in
the 'To' box
• Make sure your email only goes to the
people who need to read it
• Does the whole team really need to read
your email that’s only meant for one person
to receive? Cullen (2019); Pesce (2012)

Email Length
British Council (2019); Pesce (2012)
49
Short emails sometimes sound rude.
In the business world, people are busy and won't read very long emails.
Keep emails short, but remember to be polite and friendly, too.
Business people often have inboxes flooded with emails.
Emails are ideally no more than five short paragraphs.

50
Structure of an Email
Message

Basic Structure of an
Email Message
51
British Council (2019)
Paragraph 1 Paragraph 2 Paragraph 3

• Greeting • Reason for writing • Purpose/Request
Paragraph 4 Paragraph 5
• Other information • Call to action
• Closing

Parts of A Business Email 52
Cullen (2019)
Additional
Subject Line Greeting Purpose
Information
Attachment Call to
Links Closing
s Action

53
Subject Line

1. Subject Line 54
the email’s headline

• should be a 3- to 8- being too brief or
the mini-summary
word overview of the too lengthy can
of the email content cause confusion
determines whether
the email will be clear and no more than 50
read or sent directly descriptive characters
to the trash
Samples of Effective
Email Subject Lines
55
• Your requested information
• Preliminary schedule for the conference
• Agenda for next week’s meeting

56
Greeting

2. Greeting 57
PROFESSIONAL CONCISE ADDRESSES THE

RECIPIENT BY
NAME

Samples of Email Greetings 58
• Good afternoon, • Dear Tim,
• Greetings, • Good morning Tim,
• Dear Ms. Jones: • Dear Mr. Piper,
• Hi Jeff, (salutation • Dear Sir/Madam,
format)
• Hi, Jeff. (sentence
format) British Council (2019); Cullen (2019); Pesce (2012)

Dos and Don’ts in Email Greetings 59
Hertzberg (2019)
Dear [Name],
appropriate for formal emails
used when addressing a person in a position of respect
used followed by an honorific, the last name, and a colon

(Ex. Dear Ms. Roberts: )

• If the recipient’s gender is unknown, or their
name is the least bit ambiguous, use a full
name instead:
• Dear Terry Jones:
• Avoid honorifics that imply marital status
such as “Mrs.” and “Miss”. Use “Ms.” instead.
Hertzberg (2019)

• Addressing a group of people?
• “Hi everyone,” is okay
• Don’t use more abrupt greetings
• “All”
• Don’t be too gender-specific
• “Gentlemen” or “Ladies”
Hertzberg (2019)

62
Purpose

3. Purpose 63
The
Each email should clearly task/request/information
address just one thing, one should be presented clearly
purpose. and directly after the
pleasantry.
Be concise and direct. Don’t

Remember the acronym
hide your request or it can
B.L.O.T. — bottom line on
easily be overlooked or
top.
ignored.
Cullen (2019)
3. Purpose 64
Pesce (2012)
State the purpose of their email early on (“I’m writing to let you know
that….”).
A clear indication of something urgent requiring immediate attention or

something that can wait
Any personal messages, holiday greetings, or best wishes should be

mentioned at the end of the email after business has been taken care of

65
Additional Information

4. Additional Information 66
• Only directly relevant content should be
added.
• Could be one of the following:
• clarification on the task
• a link to resources or examples
• other helpful information
Cullen (2019)

67
Call to
Action

5. Call to Action 68
Cullen (2019)
Found near the end of the email
Specific that it should accomplish one task
Includes the specific action and the timeline
Sending the email to multiple people?
• Clarify task responsibility

• Directly name the intended person

Samples of Call to Action 69
Bad Samples Good Samples
• “Can you take care • “Sarah: can you forward the
survey to all staff by Friday at
of this?” noon, please?”
• “Let me know what • “I’d appreciate your feedback
on the draft agenda. If you
you think.” have any edits, please send
them by tomorrow, Tuesday,
at 10 AM.” Cullen (2019)

70
Closing

6. Closing 71
• Indicates that the email is complete
• Not a requirement in modern email writing,
but a brief, polite phrase will nicely round
out your email
• Include your complete contact info
• Email signature
Cullen (2019)

Samples of Email Closing 72
‘Thank you for your time,’
‘I look forward to your response,’
‘Kind regards,’
Regards,
With best wishes,
With many thanks and best wishes,
Yours sincerely,
Yours faithfully,
Yours truly, Cullen (2019); British Council (2019)

Email Signature 73
Pesce (2012); Cullen (2019)
A type of electronic business card appended to your email
Phone number
Should include the most important context Email
and contact details for your reader Other relevant contact info
To help your reader with relevant contact or contextual information, not brag or insert
philosophical quotes
Images/logos/badges can be useful, but be aware of the sizing and how they will appear
on mobile devices

Business Email
74

75
Attachments

Business Email
76

7. Attachments 77
• Attachments or links
referenced earlier in the email
message must be included
• Name the file so that it is clearly
identified
• Include the document title in
parenthesis immediately after British Council (2019);
Cullen (2019)
you mention it in the email.
• Don’t make the reader go
hunting for the information
they need
7. Attachments 78
• Forgetting to include an
attachment requires an
unnecessary (and
embarrassing!) reply
requesting it, which can
delay the work.
• Attach the file you want
to send before you start
writing. British Council (2019); Cullen (2019)
7. Attachments 79
British Council (2019); Cullen (2019)
• If an attachment was
sent to the recipient
previously, attach it
again anyway. This
way, they can easily
access the information
rather than searching
through their inbox.
7. Attachments 80
• Include attachments that

they deem to be absolutely
necessary and relevant to
the email
• Include some reference to
the attached document
within the main body of text
(“Please find attached…”;
“you’ll find the report
attached”).
7. Attachments 81
• Attach documents that

are relevant
• Why a lot of people are
wary of attachments:
• may take time to open
• may contain a virus
• may require a program
your recipient does not
have
82
Links

Business Email
83

8. Links 84
• Directs the reader
either to websites or
to intranet
directories
• Can be lengthy and
distracting in email
text
Tips in using links 85
• Integrate hyperlinks into the existing sentence.
• Shorten hyperlinks using link shorteners.
• bit.ly
• goo.gl
• tiny.cc
• Test the link to ensure that it opens the correct
site.
86
If you have questions, you
may comment them down
below
Business Email Writing
87
Practice Task #1

88
• Practice tasks will be sent to our Facebook
group
BarasHenyo | Reading & Writing | Entrep

Reply | Reply to all | Forward | Delete

From: John Lester Ignacio
To: Sales Team
Practice Task #1 89
CC: Joshmar Eugenio; Marben Angeles
Subject: RE: Meeting next week
Attachments: New proposal.rtf (376KB)
1. Who is the email

Hello Sales Team,
from?

I’ve got an idea for next week – see the
A. John Lester
attached file. I’d like to hear what you think
about my suggestion.
Ignacio
I think Joshmar and Marben may be interested,
so I’ve copied them in too. Let’s talk more at B. Sales Team
the meeting next week.
C. Marben Angeles
Regards,
John Lester

To: Sales Team
Practice Task #1 90
2. What is the name

Hello Sales Team,
of the attachment?

A. Sales Team
about my suggestion. B. Meeting next week
so I’ve copied them in too. Let’s talk more at
the meeting next week.
C. New proposal

Regards,

John Lester

To: Sales Team
Practice Task #1 91
3. What does the writer
want you to do?
Hello Sales Team,
A. contact Joshmar and
Marben
about my suggestion.
B. read the attachment
so I’ve copied them in too. Let’s talk more at
the meeting next week. C. organize a meeting

Regards,
John Lester

To: Sales Team
Practice Task #1 92
Subject: RE: Meeting next week 4. Who has received the

email?
Hello Sales Team, A. only you

I’ve got an idea for next week – see the B. you and everyone in the
about my suggestion. Sales Team
so I’ve copied them in too. Let’s talk more at C. you, everyone in the
the meeting next week. Sales Team, Joshmar

Regards,
Eugenio, and Marben
John Lester Angeles
93
Practice Task #2

Practice Task #2 94
1. You can A. open
_____________ an B. delete
email to one or
C. link
more people.
D. attachment
E. CC
F. send
Practice Task #2 95
2. When you get an A. open
email, you must B. delete
_____________ it
C. link
before you can
read it. D. attachment
E. CC
F. send
Practice Task #2 96
3. With your email, A. open
you can include an B. delete
_____________ (like a
C. link
photo or
document). D. attachment
E. CC
F. send
Practice Task #2 97
4. If you do not want A. open
to keep an old B. delete
email, you can
C. link
_____________ it.
D. attachment
E. CC
F. send
Practice Task #2 98
5. You can include a A. open
_____________ to a B. delete
website in your
C. link
email.
D. attachment
E. CC
F. send
Practice Task #2 99
6. If you are sending A. open
someone an email, B. delete
and you want your
C. link
manager to see it
as well, you can D. attachment
_____________ your E. CC
manager. F. send
100
Practice Task #3

Hello Jeric,
Could you please send the

Practice Task #3 101
schedule to Ms. Lamorque at
JAE’s Cupcakes when it is A. open
ready? Please __________ me, so B. delete
that I have the document as
well. C. link
With thanks,
D. attachment
E. CC
Arjay Carosina
F. send
Managing Director
Dear Mr. Quilalang,
As we agreed, I am
sending the contract as an A. open
__________. It is a PDF file. B. delete
Please let me know if you
have any queries. C. link
D. attachment
Yours, E. CC
Krizha Nicole Goño F. send
Hi Murphy,
Here’s a __________ to
something I saw today: A. open
http://learnenglish.britishcou
ncil.org/en/ielts-interview-ski B. delete
lls/dont-get-over-emotional
. C. link
D. attachment
Watch it if you can – it’s
really funny! E. CC
F. send
Enjoy!
Raniel Serving with a United Heart and
Hello everybody,
I must apologize. I gave you

the wrong dates for this year’s
conference in my email this A. open
morning. So please __________ B. delete
that email as soon as you can.
I will send you the correct C. link
dates soon.
Sorry again for the problem.
D. attachment
E. CC
Sincerely, F. send
John Jessie
Dear Ms. Pielago,
I am interested in
applying for the post as A. open
Account Manager. B. delete
Could you please
__________ me further C. link
details? D. attachment
E. CC
With thanks,
F. send
Rehard De Jesus
Hello Lorenz,
My computer is very slow

this morning. I’m going A. open
through my inbox, but it’s
taking about one minute B. delete
just to __________ every C. link
email. And attachments are
even slower. What can I do? D. attachment
E. CC
Regards,
F. send
Marifher
107
Practice Task #4

A. Yours truly,
Which phrases B. Yours faithfully,
are appropriate C. With many thanks and best wishes,
ways to end a D. To Whom It May Concern:
formal email? E. For Attention of:
(Three are not.) F. Best wishes,
G. With best regards,
H. For your information
I. Yours sincerely, Engaging, Collaborating, and
109
Analysis

Business
In the comments section, Email
110
please respond to the following:
• Cite some benefits of being able to learn how to
write a business email
• As a student
• As an employee
• As a business owner
• As head of a department/company
• Why do you have to learn how to write a
business email?
111
5-item Quiz

5-item Quiz 112
• Open your browser
• Go to Kahoot
• Enter the code

1 113
This part of an email A. Reason/background
message addresses B. Other information
the recipient C. Purpose/Request
D. Greeting
E. Call to action

2 114
This part of an email, A. Reason/background
usually found in the B. Other information
middle part of the C. Purpose/Request
message body, lays D. Greeting
down the main point E. Call to action
of the email

3 115
message, commonly B. Other information
found near the end, C. Purpose/Request
indicates the specific D. Greeting
task that needs to be E. Call to action
done by the recipient

4 116
message may contain B. Other information
clarifications, links, C. Purpose/Request
and attachments D. Greeting
relevant to the E. Call to action
purpose

5 117
message, normally B. Other information
found in the first few C. Purpose/Request
lines, provides the D. Greeting
background
information that leads E. Call to action
the reader to purpose
of the email
References 118
Department of Education. (2013). K to 12 Senior High School Core
Curriculum – Reading and Writing Skills December 2013.
https://www.deped.gov.ph/wp-content/uploads/2019/01/SHS-Co
re_Reading-and-Writing-CG.pdf
Cullen, M. (2019, April 22). How to Write a Business Email (Updated for

2019). Business Writing Courses Online or Onsite | Instructional
Solutions.
https://www.instructionalsolutions.com/blog/business-email?hs_
amp=true Engaging, Collaborating, and
References 119
British Council. (2019, October 29). Unit 1: Email addresses.
https://learnenglish.britishcouncil.org/business-english/english-f
or-emails/unit-1-email-addresses
Krow, S. (n.d.). 3 Parts of an Email Address. It Still Works.

https://itstillworks.com/3-parts-email-address-22094.html
Emerson, R. (2012, January 23). Bcc Or Let Them See? The Etiquette Of
The Blind Carbon Copy. HuffPost.
https://www.huffpost.com/entry/email-etiquette-bcc_n_1221901
References 120
Pesce, C. (2012, November 11). 9 Best Tips to Give ESL Students for
Professional Business Emails. Busy Teacher. Retrieved March 14,
2020, from
https://busyteacher.org/13491-business-email-esl-students-9-
best-tips.html
Hertzberg, K. (2019, May 14). How to Start an Email: 6 Never-Fail

Introductions and 6 to Avoid. How to Start an Email: 6 Never-
Fail Introductions and 6 to Avoid | Grammarly.
https://www.grammarly.com/blog/how-to-start-an-email/
121
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1

Performance • produces each type of academic writing

Standard following the properties of well-written

• understands the requirements of

Engaging, Collaborating, and

HAZEL ANGELYN E. TESORO, MAT

Microsoft Innovative Educator (MIE) Trainer | Microsoft Education Ambassador |

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Username • the unique name that you or your ISP select/s

• the mail server

Domain • the server hosting the email account

Engaging, Collaborating, and

Engaging, Collaborating, and

Should cover only

Should be easy for

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

• Whom the email is addressed

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Don't mix two

Engaging, Collaborating, and

Engaging, Collaborating, and

shorter paragraphs, lists,

Verdana Cullen (2019)

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Engaging, Collaborating, and

Cullen (2019); Pesce (2012)

Engaging, Collaborating, and

They should never

It could route your

names, links, attachments, CC

Engaging, Collaborating, and

Engaging, Collaborating, and

A common mistake with It is not absolutely Learn to judge if it is

Engaging, Collaborating, and

Engaging, Collaborating, and

Keep emails short, but remember to be polite and friendly, too.

Business people often have inboxes flooded with emails.

Emails are ideally no more than five short paragraphs.

Engaging, Collaborating, and

Engaging, Collaborating, and

Paragraph 1 Paragraph 2 Paragraph 3

Engaging, Collaborating, and