CC Unit 2, Emails
Transcript of CC Unit 2, Emails
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Commercial CorrespondenceUnit 2
Emails
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Advantages
Personal
Easy to useFastConvenient
Cheap
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Disadvantages
Technical problems (non-delivery of messages,unreadable attachments, virus) Large amounts of junk and unnecessarycommunicationPressure of keeping up with email messages
Lack of privacy and security
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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 ofbusiness communication, e.g. messages of congratulation, condolence, complaint; confidential documents; or documents for legal or insurance purposes.
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Email addresses
Typical email addresses look like this:[email protected]
[email protected] [email protected]
First part: name of user - person/ departmentor its abbreviation.Second part (immediately after the @): nameof the ISP or organization (or abbreviation)
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected] -
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Email addresses
Last part: domain name suffixes (type oforganization or abbreviation of country name)
co: company no : Norwayac : academic uk : United Kingdomedu : education vn: Viet NamOther examples of domain name suffixes:.biz: business .gov : government.org : non-profit-making organization
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Layout
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Layout
Header
To:Cc: (carbon copies)Bcc: (blind carbon copies)
Subject: Attachments
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Writing Effective Subject Line
An effective subject line: Attracts your readers attention. Provides a specific, meaningful, and precise
description of your subject.Examples of Vague Subject Lines
o Marketing reportso Tomorrows meeting o Loading Problemso Customer Service
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Writing Effective Subject Line
Examples of Effective Subject LinesMarketing reports are due Monday morning
Be ready for some tough questions at FridaysmeetingContainer Loading Problems for Vessel
Northern Star Revised Customer Service Procedures
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Style
Attention to etiquette is essential.
Informal, but following the rules of goodbusiness writing, aiming for specific
precise business messages professional
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TO: ALL SUPERVISORSFROM: JOEL CAIRO
__________________________________________________________________
HURRICANE RAOUL IS ABOUT 200 MILES SOUTH OF CHARLESTON, S.C. HE IS STILL ACATEGORY 5 HURRICANE WITH SUSTAINED WINDS OF 175 MPH... GUSTS TO 220.
HE IS MOVING NORTH BY NORTHWEST VERY SPEEDILY AND WILL ARRIVE HERE BYMIDNIGHT. THE HURRICANE CENTER EXPECTS RAOUL TO MOVE ACROSS SOUTHCAROLINA AND THEN UP THE EAST COAST THRU ATLANTIC CITY AND POINTS NORTH
TO BOSTON BEFORE TRACKING WESTWARD HO. WE THINK THE TRACK WILLCONTINUE NORTH BUT WHO ARE WE TO QUESTION THE EXPERTS AT THE NATIONALWEATHER BUREAU. AFTER ALL, THEY HIRED MY BROTHER-IN-LAW SO HOW GOODCAN THEY REALLY BE? THIS IS INDEED AS STRONG A TROPICAL STORM AS WE CANEVER HOPE TO SEE IN OUR PART OF THE COUNTRY. THEN AGAIN IT MIGHT PETEROUT 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. THESTORM IS EXPECTED TO MOVE OUT OF THE REGION BY TOMORROW AFTERNOONBUT IN THE MEANTIME COASTAL AREAS WILL HAVE TO BE CAREFULLY MONITOREDAND ALL SAFETY PRECAUTIONS REGARDING PERSONNEL, EQUIPMENT ANDFACILITIES MUST BE TAKEN.
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TO: All SupervisorsFROM: J. Cairo
_____________________________________________Hurricane Raoul is expected to arrive here by midnight.Thunderstorms and rain will accompany this storm until itmoves out of the area by late afternoon tomorrow.
Please take immediate appropriate precautions regardingpersonnel, vulnerable outdoor equipment, and facilities.
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Style
Include an appropriate greeting and closingsection.
Less informal: Dear Mr Pinto or Dear Tom andYours sincerely
More informal: Hi Tom or Tom and Best wishes
or some other informal closing.
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Style
Never use ALL CAPITALS for any part of yourmessage. 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 messagescomposed in anger.
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Style
Show emotions Ill 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 of5% in the circumstances.
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First Impressions
A bad beginning makes a bad ending.
An attractive format;
A strong opening sentence is especiallyimportant in e-mail messages to motivateyour busy readers to follow the document
through to its conclusion.It expresses your main idea and the focus ofdiscussion.
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First Impressions
Example of Weak OpeningThis is in response to the message I received
from you concerning the best time for us to meetin your office to discuss ways to improve safetyprocedures at our plant. According to my andEvan Douglass schedule the best time to meetwould be this Friday at 2. Let me know if this isconvenient for you.
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First Impressions
Example of Strong OpeningEvan Douglas and I can meet with you at 2p.m. on Friday, April 5, to discuss plant safetyprocedures. Please let me know if this dateand time are convenient for you.
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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, includingyour full name, job title, company and contactinformation.
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Ensuring Clarity and Precision
Keep sentences short (25 words max) butcomplete. Do not write fragment sentences.
Edit and check your email message: spelling,grammar, punctuation, capitalization, and usagebefore you send it.
When you are ready to click Send, ensureeverything is right, and double check theaddresses and attachments.
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Guidelines to ComposingEffective Emails
Understand the principles of email.Create precise attention-getting subject lines.
Be aware of first impressions: the format andthe opening sentence.Organize email content for easier reading.Use appropriate professional tone.Prefer gender-free language.Edit email for clarity and precision.
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Questions
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?