CC unit 2, emails

Email: To send or not to send Make sure every email you send is necessary..  Email can be unsuitable for several areas of business communication, e.g.. Email addresses Last part: dom

Commercial Correspondence

Unit 2 Emails

 Pressure of keeping up with email messages

 Lack of privacy and security

Email: To send or not to send

 Make sure every email you send is necessary.

 Think twice before sending copies to multiple

recipients with the cc function.

 Be sure to respect the chain of command.

 Email can be unsuitable for several areas of

business communication, e.g

• messages of congratulation, condolence, complaint;

• confidential documents; or

• documents for legal or insurance purposes.

 Second part (immediately after the @): name

of the ISP or organization (or abbreviation)

Email addresses

 Last part: domain name suffixes (type of

organization or abbreviation of country name)

co: company no: Norway

ac: academic uk: United Kingdom

edu: education vn: Viet Nam

Other examples of domain name suffixes:

.biz: business gov: government

.org: non-profit-making organization

Layout

Writing Effective Subject Line

An effective subject line:

• Attracts your reader’s attention

• Provides a specific, meaningful, and precise description of your subject

Examples of Vague Subject Lines

o Marketing reports

o Tomorrow’s meeting

o Loading Problems

o Customer Service

Writing Effective Subject Line

Examples of Effective Subject Lines

 Marketing reports are due Monday morning

 Be ready for some tough questions at Friday’s meeting

 Container Loading Problems for Vessel

“Northern Star”

 Revised Customer Service Procedures

 Attention to etiquette is essential.

 Informal, but following the rules of good business writing, aiming for

• specific

• precise business messages

• professional

TO: ALL SUPERVISORS

FROM: JOEL CAIRO

HURRICANE RAOUL IS ABOUT 200 MILES SOUTH OF CHARLESTON, S.C HE IS STILL A CATEGORY 5 HURRICANE WITH SUSTAINED WINDS OF 175 MPH GUSTS TO 220.

HE IS MOVING NORTH BY NORTHWEST VERY SPEEDILY AND WILL ARRIVE HERE BY MIDNIGHT THE HURRICANE CENTER EXPECTS RAOUL TO MOVE ACROSS SOUTH

CAROLINA AND THEN UP THE EAST COAST THRU ATLANTIC CITY AND POINTS NORTH

TO BOSTON BEFORE TRACKING WESTWARD HO WE THINK THE TRACK WILL

CONTINUE NORTH BUT WHO ARE WE TO QUESTION THE EXPERTS AT THE NATIONAL WEATHER BUREAU AFTER ALL, THEY HIRED MY BROTHER-IN-LAW SO HOW GOOD CAN THEY REALLY BE? THIS IS INDEED AS STRONG A TROPICAL STORM AS WE CAN EVER HOPE TO SEE IN OUR PART OF THE COUNTRY THEN AGAIN IT MIGHT PETER OUT AND ALL THIS FUSS WILL HAVE BEEN FOR OTHING BUT RIGHT NOW WE KNOW THAT WINDS WILL STEADILY INCREASE AND BE STRONGEST AROUND MIDNIGHT LOTS OF RAIN AND THUNDERSTORMS EXPECTED ALONG WITH THIS STORM THE STORM IS EXPECTED TO MOVE OUT OF THE REGION BY TOMORROW AFTERNOON BUT IN THE MEANTIME COASTAL AREAS WILL HAVE TO BE CAREFULLY MONITORED AND ALL SAFETY PRECAUTIONS REGARDING PERSONNEL, EQUIPMENT AND

FACILITIES MUST BE TAKEN.

TO: All Supervisors

FROM: J Cairo

_ Hurricane Raoul is expected to arrive here by midnight Thunderstorms and rain will accompany this storm until it moves out of the area by late afternoon tomorrow.

Please take immediate appropriate precautions regarding personnel, vulnerable outdoor equipment, and facilities.

More informal: Hi Tom or Tom and Best wishes

or some other informal closing

 Never use ALL CAPITALS for any part of your

message If you want to stress, put asterisks:

*urgent*

 Keep your email messages short and to the point

 Limit each message to one subject

 Use appropriate tone, do not send messages

composed in anger

 Show emotions

• I’ll be pleased to help you sort out this problem

• I appreciate your understanding in trying to

resolve this issue

• I am happy to offer you an extra discount of 5%

in the circumstances

First Impressions

“A bad beginning makes a bad ending.”

An attractive format;

A strong opening sentence is especially

important in e-mail messages to motivate

your busy readers to follow the document through to its conclusion

It expresses your main idea and the focus of discussion.

First Impressions

Example of Weak Opening

This is in response to the message I received from you concerning the best time for us to meet in

your office to discuss ways to improve safety

procedures at our plant According to my and

Evan Douglas’s schedule the best time to meet

would be this Friday at 2 Let me know if this is

convenient for you

First Impressions

Example of Strong Opening

Evan Douglas and I can meet with you at 2

p.m on Friday, April 5, to discuss plant safety procedures Please let me know if this date

and time are convenient for you.

Organizing Messages

 Provide the most important information first.

 Organize your ideas in short paragraphs (3 – 5 sentences)

 Separating paragraphs by one blank space.

 Format your message clearly and attractively,

using numbers, bullets if possible.

 End your message with a signature file, including your full name, job title, company and contact

information.

Ensuring Clarity and Precision

 Keep sentences short (25 words max) but

complete Do not write fragment sentences

 Edit and check your email message: spelling,

grammar, punctuation, capitalization, and usage before you send it

 When you are ready to click “Send”, ensure

everything is right, and double check the

addresses and attachments

Guidelines to Composing

Effective Emails

 Understand the principles of email

 Create precise attention-getting subject lines

 Be aware of first impressions: the format and the opening sentence

 Organize email content for easier reading

 Use appropriate professional tone

 Prefer gender-free language

 Edit email for clarity and precision

Answer the following questions (10 minutes).

1 Name 3 areas of business communication which

can be unsuitable for using email.

2 How should you write your subject line? Why?

3 How should you organize an email message?

4 What must you double check before clicking

“Send”?