Introduction to business writing effective business emails
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Introduction to Business Writing: Effective Business Emails. Wendy M. Gough St. Mary College/Nunoike Gaigo Senmon Gakko Nagoya, Japan. Before writing the email. Make a plan!. Think about the purpose of the email.

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Introduction to business writing effective business emails

Introduction to Business Writing: Effective Business Emails

Wendy M. Gough

St. Mary College/Nunoike Gaigo Senmon Gakko Nagoya, Japan


Before writing the email
Before writing the email

Make a plan!

Think about the purpose of the email

Think about the person who will read the email and how you want him or her to react

Make an outline or list of the main points and details you want to include in the email

Double check any facts, dates, times, or other specific details that will be included in the email



Who are you writing to and what is your relationship with the person?

If the person you are writing to is in a higher position than you, your email should use more formal language than if the person is someone in the same level position than you.

If you have never met the person receiving your email before, you should use formal language in the first email to him or her.

Once you have sent the first email and received a reply, you can choose to continue using formal language or choose to use less formal language in future emails.


What is the situation
What is the situation? the person?

Think about the reason you are sending the email and decide if formal or informal language is better.

If you are requesting a service or asking a favor, you should use formal language.

If you are making a complaint, you should use strong words to express your dissatisfaction or problem but you must be polite.

If you are introducing yourself, you should use formal language but you can use words or phrases that let your personality show through as well.

If you are writing a customer relation letter, you should use formal language.


What do you want to accomplish
What do you want to accomplish? the person?

Think about the reason for writing the email and what you want the person who receives the email to do with it.

If you want the receiver to do something for you, make it clear. Tell the receiver exactly what action you want done.

Tell the receiver if no action needs to be taken.

If you want the receiver to respond by a certain date, write the response date.

If you are negotiating or rearranging a meeting, write your demands or available times clearly.



Get right to the point
Get right to the point the person?

Don’t use unnecessary words and phrases that distract from the main idea of the email or may confuse the reader

The person reading your email does not have a lot of time to read your email so you must make it as direct as possible.

Make the reason for writing the email clear at the beginning and only add details that are directly related to the topic of the email.


Use simple sentences
Use simple sentences the person?

Avoiding difficult or complex sentence structures will help you avoid grammar mistakes.

Simple sentences will make the email easier for your reader to understand, especially if the person reading the email is not a native English speaker.


Pay attention to word choice
Pay attention to word choice the person?

Remember that writing, is a form of indirect communication. Unlike having a conversation with someone, you do not have a chance to clarify yourself by restating your ideas or use nonverbal cues to make your meaning clear. You have to make sure your reader understands what you want to say and gets the right “message” the first time.


Think about how the email might be perceived by the reader. Are there any words or phrases that may make the tone seem angry, flippant, or disrespectful?

Avoid trying to make a joke or say something funny in an email. Sometimes what you think is funny might be misunderstood by the reader and create a bad relationship.

Use words that are specifically related to the topic but define any words or phrases that you think the reader might not be familiar with, especially words that are specific to a certain type of job, field of study, or product.


The subject of the email
The subject of the email Are there any words or phrases that may make the tone seem angry, flippant, or disrespectful?

Always write the subject of the email on the subject line

Remember that business people often receive hundreds of emails every day. If you don’t write the subject in the subject line the person receiving the email might think it is SPAM or junk email and delete the message. If the subject isn’t clear they might delete the email as well, so make sure the subject is direct-don’t use too many words.


The four parts of a business email
The four Parts of a business email Are there any words or phrases that may make the tone seem angry, flippant, or disrespectful?

The Opening

Tells the reader why you are writing

The Focus

Tells the details about the topic

The Action

Tells what you want to happen and gives a time frame

The Closing

Thank the reader and mention future communication


Basic email format
Basic Email Format Are there any words or phrases that may make the tone seem angry, flippant, or disrespectful?

Templates from Learnthenet


The receiver’s email address Are there any words or phrases that may make the tone seem angry, flippant, or disrespectful?

Carbon copy

Blind carbon copy

Email subject


[email protected] Are there any words or phrases that may make the tone seem angry, flippant, or disrespectful?

[email protected]

July 5 meeting time change


Type your email message in the text box, then click Are there any words or phrases that may make the tone seem angry, flippant, or disrespectful? send and it will be sent to the receivers you have indicated in the to, Cc, and Bcc areas.


References
References Are there any words or phrases that may make the tone seem angry, flippant, or disrespectful?

http://www.learnthenet.com/ENGLISH/html/92email.htm


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