LETTER AND E-MAIL CONVENTIONS. BASIC PRINCIPLE & THINGS TO AVOID Part I.
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Transcript of LETTER AND E-MAIL CONVENTIONS. BASIC PRINCIPLE & THINGS TO AVOID Part I.
LETTER AND E-MAIL CONVENTIONS
BASIC PRINCIPLE & THINGS TO AVOIDPart I.
Things to Avoid: “Clichés”
• Old-fashioned expressions• Keep it Short and Simple (KISS)• Active instead of Passive• Proper, not excessive,
appreciation.
Reference: http://www.shirleytaylor.com/article_02.html
I would like to bring to your attention…
With reference to your previous e-mail
Enclosed herewith please find…
I should be very grateful if…
Better to Be Sophisticated?
Subject: PBG Project Problem Solved
Hi Jessie,
Thank you for your call in the morning.
I’m very glad that we were able to solve the PBG Project problem. I’ll still be in the office until 3 p.m. when you decide how I can help you again. Good luck with you.
Sara
Subject: Problem solved!!
Jessie --- we spoke earlier, and glad to note the problem is solved. If you need further information or assistance please revert.
Thanks & Regards.
Sara
Consider this…
Basic Principles : 5C
• Courtesy and Consideration
• Conciseness • Clearness • Completeness and Concreteness
• Correctness
禮貌、體貼簡潔
清晰
完整、具體正確
THE CONTENTPart II.
How to Start a Letter• Personal letter--start with “well-being”
– “I hope you are well” – “How‘s it going?”
• Business / Formal letter– Straight to the point– Be concise and relevant
• What need to be communicated• Know what not to write
Content—Formal Letter
點出主題說明結語• First Paragraph-- short purpose
• Subsequent Paragraphs– Relevant information behind the writing– Essentials and concentrate/clear and logical
• Last Paragraph– what you hope others to do
※Proofread your letter※
Letter Sample
Dear Mr. Cheng,
Congratulations on your recent promotion to vice executive.
I know how hard you have worked to earn the recognitionyou presently enjoy at the company, and I feel thatthey are very wise in having made their choice.
Please accept our best wishes for your success in yournew position.
Sincerely yours,Ten Brown
正文 ( Body) -結尾範例
• 希望早點得到對方的回信 :• I am looking forward to your reply.• Your early reply will be highly appreciated.
• 祝福他人好運 :• I wish you every success in the coming year.• I hope everything will be well with you.
IMPROVE YOUR WRITING Part III.
Take It Easy, Man!
Before After
If there are any points on which you require
explanation or further particulars we shall be glad to
furnish such additional details as may be required by
telephone.
If you have any questions please call.
It is important that you shall read the notes, advice
and information detailed opposite then complete the
form overleaf (all sections) prior to its immediate
return to the Council by way of the envelope
provided.
Please read the notes opposite before you fill in the
form. Then send it back to us as soon as possible in
the envelope provided.
Take It Easy, Man!
Instead of Say
in spite of the fact that despite
come to a decision decide
with regard to about
at the present moment in time now
conduct an investigation investigate
in view of the fact that as, since
in the event that if
in the very near future soon
at a later date later
we would like to ask you to please
I would appreciate it if you would please
“Active” and “Passive” Voices
Active Passive
The dog bit him. He was bitten by the
dog.
We will send your goods
within 14 days.
Your goods will be sent
by us within 14 days.
When to use passive voice? • Giving extra emphasis or hide something:
Passive Active
NOUN
Our restaurant has been
recommended by all the leading
hotels in Singapore.
All the leading hotels in
Singapore recommend our
service.
VERB
•The rumor was spread all over the place.•Your goods will be sent within 14 days.
• He spread the rumor around the place.•We will send your goods within 14 days.
TACTAn unfortunate mistake was made. We made an unfortunate
mistake.
An Appropriate Tone
• Elements you should analyze before writing:– your status – the status of the reader – the content of the message – your relationship with the reader
An Appropriate Tone: Examples• Consider the following expressions:
Before After
Problems of this type are quite
common with this cheaper model.
Next time I suggest you spend a bit
more money.
Problems of this type are far less
common with the more advanced
model.
This problem would not have
happened if you had connected the
wires properly in the first place.
This problem may be resolved by
connecting the wires as shown in the
handbook.
An Appropriate Tone: Strategy
• Avoid impoliteness: "Please ..."
• Avoid over-politeness or cliche: "I should be very grateful ..."
• Soften the tone: “Unfortunately ...” ,“ However ...“ , "I am
sorry ..."
Please see the attachment for more details.
I should be very grateful if you could help me to...
Unfortunately, the plane may not arrive in time.
Consider this…From [email protected]
Date 25:7:03 16:06:29
CC
Subject REMINDER!!!
John
Appreciate if you would consider and bear in mind that I am no longer responsible for dealing with petty cash. Some of
your staffs keep bringing their vouchers to me, but this responsibility has been taken over by Martin in Accounts, he is
the one who should be contacted henceforth for all petty cash matters.
Your co-operation is appreciated in making sure all your staffs know about this.
BRgs/Sally
About E-mail...• Capital...
– “ I look forward to seeing you on SATURDAY and would appreciate it if you can bring me THE BOOK as well.”
– “TO ENSURE YOUR STAFF CLAIM IS PROCESSED AND PAID, PLEASE DO FOLLOW THE BELOW CHECKLIST.”
• Squeeze into one paragraph• Overload: Content & Subject (<35)• Text language• Is it necessary?