Scribd Logo
Upload

Welcome to Scribd!

  • 18 views

    Email Writing

    Uploaded by

    Pink Chan
    The document provides information on effective email writing. It discusses what email is, the differences between personal and professional emails, the 7 C's of business communication, common lazy email habits to avoid, and how to structure an effective email. The key components of an email's structure are addressing, subject, message text, attachments, signing off, and signature. Tips are provided on writing an effective message text and closing an email professionally.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd

    Email Writing

    Uploaded by

    Pink Chan
    18 views29 pages
    The document provides information on effective email writing. It discusses what email is, the differences between personal and professional emails, the 7 C's of business communication, common lazy email habits to avoid, and how to structure an effective email. The key components of an email's structure are addressing, subject, message text, attachments, signing off, and signature. Tips are provided on writing an effective message text and closing an email professionally.

    Copyright

    © © All Rights Reserved

    Available Formats

    PPTX, PDF, TXT or read online from Scribd

    Did you find this document useful?

    Is this content inappropriate?

    The document provides information on effective email writing. It discusses what email is, the differences between personal and professional emails, the 7 C's of business communication, common lazy email habits to avoid, and how to structure an effective email. The key components of an email's structure are addressing, subject, message text, attachments, signing off, and signature. Tips are provided on writing an effective message text and closing an email professionally.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    18 views29 pages

    Email Writing

    Uploaded by

    Pink Chan
    The document provides information on effective email writing. It discusses what email is, the differences between personal and professional emails, the 7 C's of business communication, common lazy email habits to avoid, and how to structure an effective email. The key components of an email's structure are addressing, subject, message text, attachments, signing off, and signature. Tips are provided on writing an effective message text and closing an email professionally.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    You are on page 1of 29

    EMAIL WRITING

    CONTENT

    1) What is Email?
    2) The 7 C's of Business Communication
    3) Top 10 lazy email habits
    4) Structure of an email
    5) How to write an effective email?
    WHAT IS EMAIL?

    • Email = electronic mail


    • The exchange of computer-stored messages from one user
    to one or more recipients via the internet.
    • Emails are a fast, inexpensive and accessible way to
    communicate.
    • Can be used for professional or personal use.
    • Users can send emails from anywhere as long as they have
    an internet connection.
    P E RS O N A L V. P RO F ES S I O N A L E MA I LS

    Personal email Professional email


    Informal Formal
    Between friends and family Between business
    professionals
    Informal language Formal Language
    • Between business
    Slang
    professionals
    Emojis • Peer to peer
    • Subordinate to boss
    • Clients to business, etc.
    THE 7 C'S OF BUSINESS
    COMMUNICATION

    Clarity Correct
    Concise

    Complete
    Courtesy

    Concrete Consider
    TOP 10 LAZY EMAIL HABITS

    1. Using a vague or outdated subject line


    2. Not using a greeting or sign-off
    3. Not proofreading
    4. Using abbreviations or acronyms
    5. Clicking ‘reply all’ when not everyone needs the reply
    6. Writing everything in one long paragraph
    7. Missing out essential details
    8. Using unfriendly tone
    9. Not answering with the requested information
    10. Not answering email
    1 ) Addressing
    2) Subject

    3) Message text
    4) Attachments (if any)

    5) Signing off and Signature

    STRUCTURE OF AN EMAIL
    ADDRESSING

    • Make sure the email is directed to the correct recipient (s).


    • Salutation for formal email:
     When writing to someone you do not know by name, you put “To
    Whom it May Concern.”
     When applying for a job, you would address the person by, “Dear
    Hiring Manager.”
     If you do know the recipient’s name, you put “Dear Mr./Ms.
    Smith.”
     For a formal salutation, you should not use the recipient’s first name
    or the informal greetings “Hello” or “Hey.”
    SUBJECT

    • First thing the recipient will see


    • Needs to be succinct
    • Clear and informative
    • Precise headline of the message.
    • Avoid sending emails without subjects.
    • Examples:
     “Application for Study Loan”
     “Question regarding status of visa”
    MESSAGE TEXT

    • Keep the message focused and readable


    • Brevity and clarity
    • Use paragraphs and don’t write several long paragraphs
    • Avoid long, complicated sentences
    • Use bullet points for important details/lists
    • Avoid fancy typeface.
    MESSAGE TEXT (FORMAL SETTINGS)

    Four-point plan

    INTRODUCTION Why are you writing?


    (Background and basics) E.g-Refer to a previous letter, contact or document (if any)

    DETAILS Give/Ask information.


    Ask for information. Provide all relevant details.
    Separate into paragraphs. Ensure logical flow.

    RESPONSE OR ACTION Action the reader should take.


    (if relevant) Action you will take.
    Give a due date if necessary.

    CLOSE Sometimes all that is needed is a simple one-line closing


    (A simple one-liner) sentence
    INTRODUCTION

    Reason for the communication, basically setting the scene. It may:


     Acknowledge previous correspondence
     Refer to a meeting or contact
     Provide an introduction to the matter being discussed.
    Examples:
     Thank you for your _________ of….
     It was good to meet you again at last week’s conference.
     We wish to hold our annual conference at a Petaling Jaya hotel in
    September.
    DETAILS

    • Gives all the information that the recipient needs to know.


    • Alternatively you may be requesting information, sometimes both.
    • Details should be stated simply and clearly, with separate
    paragraphs used for individual sections.
    • This section should flow logically to a natural conclusion, which
    will probably state any action needed.
    RESPONSE OR ACTION

    • This section draws the message to a logical conclusion. It may:


     State the action expected from the reader
     State the action you will take as a result of the details provided.
    • Examples:
     Please let me have full details of the costs involved, together with some
    sample menus.
     If payment is not received within seven days, this matter will be placed
    in the hands of our solicitor.
    CLOSE

    • A simple one-line closing sentence is usually all that is necessary


    to conclude a message.
    • This should be relevant to the content of the message.
    • Examples
     I look forward to _________(meet) you soon.
     I look forward to __________ (see) you at next month’s conference.
     I would appreciate your prompt reply.
     Please call me if you have any questions.
    ATTACHMENTS (IF ANY)

    Attach document when it is necessary only.

    Alternatively, you may also use URL links.


    SIGNING OFF & SIGNATURE

     Should be friendly, polite, and professional


     Should be kept succinct as well
     Examples:
     Regards, / Best regards,/ Kind regards,
     Sincerely, / Yours sincerely,
     Respectfully, / Yours respectfully
     Best wishes.
     Thank you.
     Don’t forget to insert your name as signature
    SIGNING OFF

    When the recipient’s name is unknown to you:


    Dear Sir … Yours faithfully
    Dear Madam … Yours faithfully
    Dear Sir or Madam … Yours faithfully

    When you know the recipient’s name:


    Dear Mr Hanson … Yours sincerely
    Dear Mrs Hanson … Yours sincerely
    Dear Miss Hanson … Yours sincerely
    Dear Ms Hanson … Yours sincerely

    When addressing a good friend or colleague:


    Dear Jack … Best wishes/Best regards
    H O W TO W RI T E A N E F FE CT I V E E M A I L ?

    Use a professional email address


    Have a simple and clear subject
    Begin with a positive greeting
    State the background
    Provide the purpose in a crux
    Mention the CTA (call to action)
    Add closing remarks
    Use professional signatures
    Run a spelling/ grammar/ sanity check
    Use CC/ Bcc wisely
    Format your email consistently
    Schedule your email
    Set up reminders for follow-ups
    WHAT’S WRONG WITH THIS
    EMAIL?

    Re: Problem solved

    Hey John-We spoke this morning, and note your


    problem is solved. Should you require any further
    assistance kindly revert.

    Thanks & Regards


    Mary Tan
    WHAT ARE YOUR THOUGHTS ON
    THIS EMAIL?

    Re: Problem solved

    Dear John,

    Thanks for your call today.

    I’m so pleased that we’ve been able to find a solution to this. Good luck with future progress on
    this project.

    I’ll be here when you decide how we can help you again.

    Best regards,
    Mary Tan
    S H O W EM PAT H Y TH RO U G H Y O U R
    E MA I L

    1. I’ll be ________(please) to help you to sort out this issue.


    2. I appreciate your __________(understand) in ________(try) to
    resolve this problem.
    3. I hope I can shed some light on this soon.
    4. I see what you mean and can appreciate your concern.
    5. This has shown me a clearer perspective and I can see a true
    picture now.
    6. I’m happy to offer you an extra discount of 5% in the
    circumstances.
    USE A VISUAL LANGUAGE

    1. I can see what you mean.


    2. This is all very clear to me now.
    3. This will now enable us to focus on our mutual
    goals.
    4. Your suggestions look good.
    5. I would like to take a look at this issue from
    another perspective.
    E MA I L AT W O R K
    W H AT’ S W RO N G W I T H T H I S EM A I L ?

    [email protected]
    HELLO!!!!

    hi Shirley

    Hope things r well with u, its good 2 know that u will be back in malaysia again in nov to hold
    your seminar on effective biz writing. PLZ LET ME HAVE SOME FREE DATE while u r over
    here. some bookstores r interested in a talk cum singing event,
    I hope u will agree to take part.

    Tnks & rgs


    Harry
    E M A I L AT W O R K
    T H E S A M E E M A I L W R I T T E N M O R E A P P R O P R I AT E LY

    [email protected]
    Book signing in Malaysia
    Dear Shirley,

    I hope things are well with you.

    I was pleased to hear that you will be back in Malaysia again in November to hold your seminar on ‘Effective Business
    Writing.’ Some bookstores are interested in asking you to do a talk and signing event. I hope you will agree to take part.
    Please let me have some free dates while you are over here, and I will make all the arrangements.

    See you soon.

    Thank you.

    Best regards,
    Harry

    You might also like