Professional Communications

MPU2222-PRCOM

Diploma
Chapter 6: Correspondence
Professional Communications
MPU2222-PRCOM
 Learning Outcomes

• At the end of this chapter, you should:

– Know how to write effective letters, memorandums and email.

MPU2222-PRCOM CORRESPONDENCE PROFESSIONAL COMMUNICATION

Let’s Test You: Find the mistakes in the email
Dear Ken Dear Sarah,

thank you very much for informing us of your visit. Greeting from Grandco!
i would be in osaka to attend the seminar. this will be Thank you very much for your message regarding
over at 4pm visiting our office.
may i see you in osaka around 4 30pm?
I am available on Nov 20; however, our office is open
best regards mr Honda from 11am.
On that day, I have a short appointment from 11am so
that would be very helpful if you could visit me
around 11: 30.
Please let me know your schedule!
Kind regards,

Jenny
Let’s Test You: Find the mistakes in the email
Hello Melissa Dear Peter,
How are you? It's good to hear from you ,
Please visit us on Wednesday 19, 15:00 but I cant see
you. Karen will waiting for you to yes on 4 Dec is ok to meet but how about the time
Meet because I have day off every Wednesday... change to be 11.30 . After that if you 'v time we
would invite you for the lunch .
Kind regards,
Looking for see you soon .
Katie
Best Regards
Ken
What is a business

Business email is an essential

communication tool with employees
and external organizations, including
customers, subscribers, and
stakeholders.
Business emails can be used to market
products, manage complaints, support
customers, and engage suppliers.
Business emails are typically short,
email?

polite, and written with a clear

purpose.
Before you start to
1.Who is my
audience?
2.What is the
Four key purpose?
questions: 3.Is the email
necessary?
4.Is the email
appropriate?
write
Who is my • Who you are writing for will
determine how you write your
email.
audience? • The reader will determine the tone,
formality, and content of the
communication.
• Your email’s reader maybe your
colleague, client, or supervisor.
• Each reader will have a different
background, project knowledge,
and priorities.
What is the purpose?

An email must have a purpose. And, it must

have only one purpose.

In practice, we sometimes have to ask for

several pieces of information related to the
same topic.

In this case, use a numbered list to clarify for

your reader that the request has components.
 There is a tendency to over-
communicate by email. While email is
efficient and provides an electronic
paper trail, not all communication

Is the email should occur over email.

necessary? Ask yourself: “Is this email really

necessary?” Perhaps a quick phone call
or a ping on the company messenger is
more appropriate. If you’re expecting a
lot of back-and-forth on the topic, a
short conversation can eliminate a
lengthy email chain.
 • Don’t be rude / Be polite
1. Be professional in any business email.
2. Have a closing remark. E.g: I hope to hear
from you soon.
3. Apologize when needed. E.g: Regarding
Is the email your order, we apologize for the delay.
appropriate? 4. Be thankful. E.g: Thank you for your quick
reply.
5. When highlighting a mistake. E.g: It seems
there was a miscommunication with the
instructions.
• Do your best to get the receiver’s name (and
title if applicable)
• To whom it may concern – shows you may
not care to find out the receiver’s name. Remember:
• Avoid ALL CAPS because it SOUNDS LIKE
YOU’RE YELLING. Be simple in writing
Check for mistakes:
1. Correct email
2. Receiver’s name
3. Your name (signature)
4. Spelling/Grammar errors
5. Correct details/facts

Before you send the email

 1. Writing a poor subject line
Common 2. Failing to give the proper greeting
Writing 3. Announcing too much in one message
4. Using vague language
Mistakes 5. Copy and paste
6. Forgetting to explain attachments
7. Poor paragraphing or format
8. Didn’t proofread.
Final checklist

Follow these steps to write a great professional email:

1. Choose a clear subject line.
2. Begin with a greeting.
3. State your purpose.
4. Close with a professional signature.
5. Proofread.
Thank you
Any questions?