Writing for Business MOOC
Business Communication for Career Readiness
High Impact Business Writing Module 4
with Sue Robins, M.S.
Lesson 2: Emails Learning Objectives
• Understand when to use or not to use email as the preferred form of communication. • Understand strategies for addressing emails that encourage the reader to engage • Understand when to use correct English grammar and spelling in emails • Use strategies for minimizing time spent reading emails
Is Email is the Right Choice? YES • To arrange a meeting or telephone call • To send an attached electronic document • Informal communication • Informal announcement • To send a reminder • Quick informal updates • To make a request
NO • To delegate or reverse delegate • To look busy • To distribute your novel • When you haven’t proofed it • To point out a significant error or problem • To send large attachments • When its urgent • Personal, difficult or very significant issues
To, CC, BCC and Subject
To, CC, BCC and Subject • TO: a direct message to a single individual or a few individuals
To, CC, BCC and Subject • TO: a direct message to a single individual or a few individuals • CC: “information only” recipients
To, CC, BCC and Subject • TO: a direct message to a single individual or a few individuals • CC: “information only” recipients • BCC: to protect email addresses
To, CC, BCC and Subject • TO: a direct message to a single individual or a few individuals • CC: “information only” recipients • BCC: to protect email addresses • Subject line: short and informative
Grammar and Style • Same formality as business letter • Use correct grammar • Use full sentences • Use appropriate capitalization and punctuation • Avoid abbreviations and emoticons
ORIGINAL: SUM1 sent a proposal thru fax yest. Look at it, IMO it’s very good. seems 2 know what we’re lukng 4. Pls. Let m know what u THINK over the wknd. :-) REVISED: I received a project proposal via fax yesterday. Could you take a look at it? I’ve read it and it seems very good. Looks like what we’re looking for. If it’s possible, could you please let me know what you think over the weekend?
Which email is clear and professional? ORIGINAL: SUM1 sent a proposal thru fax yest. Look at it, IMO it’s very good. seems 2 know what we’re lukng 4. Pls. Let m know what u THINK over the wknd. :-) REVISED: I received a project proposal via fax yesterday. Could you take a look at it? I’ve read it and it seems very good. Looks like what we’re looking for. If it’s possible, could you please let me know what you think over the weekend?
Find the errors in the following emails: 1) IMHO ur LOL crazy. 2) I want to tell you what I think about you and your company because I know what I am talking about. 3) You are an idiot and don’t deserve to be part of humanity. 4) Txt spk rocks. 5) Witch of you is coming to the retreat? 6) SUM 1 said ur going outta bizness. 7) He bought a horse for his sister they call Blaze. 8) Hiya ;-) I am sorry that I missed the contract deadline :-{
1. • IMHO ur LOL crazy.
Acronyms and abbreviations
2.
Not positive and self focused
• I want to tell you what I think about you and your company because I know what I am talking about.
3.
Too negative and unprofessional
• You are an idiot and don’t deserve to be part of humanity.
4. • Txt spk rocks.
“Text speak” is inappropriate
5.
Correct spelling to “which”
• Witch of you is coming to the retreat?
6.
Spelling, abbreviations and text speak
• SUM 1 said ur going outta bizness.
7.
Confusing sentence: who is Blaze – the horse or his sister?
• He bought a horse for his sister they call Blaze.
8.
Emoticons inappropriate
• Hiya ;-) I am sorry that I missed the contract deadline :-{
• • • • • • •
Write like a business letter “You” focus not “me” Polite and professional Spell check! Reread before send Signature; name, title, contact info ALWAYS hesitate before hitting “Reply All” • Don’t answer if not necessary
High Impact Business Writing Module 4
with Sue Robins, M.S.
Lesson 2: Emails Learning Objectives
• Understand when to use or not to use email as the preferred form of communication. • Understand strategies for addressing emails that encourage the reader to engage • Understand when to use correct English grammar and spelling in emails • Use strategies for minimizing time spent reading emails
Is Email is the Right Choice? YES • To arrange a meeting or telephone call • To send an attached electronic document • Informal communication • Informal announcement • To send a reminder • Quick informal updates • To make a request
NO • To delegate or reverse delegate • To look busy • To distribute your novel • When you haven’t proofed it • To point out a significant error or problem • To send large attachments • When its urgent • Personal, difficult or very significant issues
To, CC, BCC and Subject
To, CC, BCC and Subject • TO: a direct message to a single individual or a few individuals
To, CC, BCC and Subject • TO: a direct message to a single individual or a few individuals • CC: “information only” recipients
To, CC, BCC and Subject • TO: a direct message to a single individual or a few individuals • CC: “information only” recipients • BCC: to protect email addresses
To, CC, BCC and Subject • TO: a direct message to a single individual or a few individuals • CC: “information only” recipients • BCC: to protect email addresses • Subject line: short and informative
Grammar and Style • Same formality as business letter • Use correct grammar • Use full sentences • Use appropriate capitalization and punctuation • Avoid abbreviations and emoticons
ORIGINAL: SUM1 sent a proposal thru fax yest. Look at it, IMO it’s very good. seems 2 know what we’re lukng 4. Pls. Let m know what u THINK over the wknd. :-) REVISED: I received a project proposal via fax yesterday. Could you take a look at it? I’ve read it and it seems very good. Looks like what we’re looking for. If it’s possible, could you please let me know what you think over the weekend?
Which email is clear and professional? ORIGINAL: SUM1 sent a proposal thru fax yest. Look at it, IMO it’s very good. seems 2 know what we’re lukng 4. Pls. Let m know what u THINK over the wknd. :-) REVISED: I received a project proposal via fax yesterday. Could you take a look at it? I’ve read it and it seems very good. Looks like what we’re looking for. If it’s possible, could you please let me know what you think over the weekend?
Find the errors in the following emails: 1) IMHO ur LOL crazy. 2) I want to tell you what I think about you and your company because I know what I am talking about. 3) You are an idiot and don’t deserve to be part of humanity. 4) Txt spk rocks. 5) Witch of you is coming to the retreat? 6) SUM 1 said ur going outta bizness. 7) He bought a horse for his sister they call Blaze. 8) Hiya ;-) I am sorry that I missed the contract deadline :-{
1. • IMHO ur LOL crazy.
Acronyms and abbreviations
2.
Not positive and self focused
• I want to tell you what I think about you and your company because I know what I am talking about.
3.
Too negative and unprofessional
• You are an idiot and don’t deserve to be part of humanity.
4. • Txt spk rocks.
“Text speak” is inappropriate
5.
Correct spelling to “which”
• Witch of you is coming to the retreat?
6.
Spelling, abbreviations and text speak
• SUM 1 said ur going outta bizness.
7.
Confusing sentence: who is Blaze – the horse or his sister?
• He bought a horse for his sister they call Blaze.
8.
Emoticons inappropriate
• Hiya ;-) I am sorry that I missed the contract deadline :-{
• • • • • • •
Write like a business letter “You” focus not “me” Polite and professional Spell check! Reread before send Signature; name, title, contact info ALWAYS hesitate before hitting “Reply All” • Don’t answer if not necessary
