➢ Requesting action (class chair’s email about seeing everybody in Room 515B this Friday night)
2. what exactly do I want the result of this message to be?
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➢ Providing info. (email about having Christmas party and canceling classes from Ms. Liu)
➢ Requesting info. (email about asking for time, location, and dress code for party from class chair)
• don't let emotions or offensive language detract from your message
• don't send without checking for mistakes
Assignment
• You are Bart de Wit, technical manager for a research and development department at a large multinational corporation based in Den Bosch. You have received a request from an internal client, John Smith, to rush through the analysis of one hundred chemical samples – the ABC Batch - before a very important meeting of senior management in two weeks time. Unfortunately you are very short staffed at the moment and you may not be able to meet the request. On the other hand, you do not want to lose John Smith as a customer and you know that he has the option of sending his samples to an external contact. Email John Smith and deal with his request. Try to write your text as quickly as you can without too much editing.
action it requires.
Subjects: good or bad?
• Hello there • Hi from an old colleague • Important! Read Immediately! • Meeting • Follow-up about team meeting • Do we need a larger room for meeting next
Concern,
Body
• Introduction (name, title, and organization)
• Purpose
- Important details - Additional information
• Final sentence
- e.g. Thank you very much for your time.
Regards,
Ada Lee HR Manager
Sample Key
Subject: Have fun n Labor Day holiday!
Dear all,
Any plan on Labor Day?
Our company is inviting everyone to have fun in the beautiful resort – Long Qingxia for 2 days (May 1 to 2). Please find the itinerary in the attachment and sign up in Room 606 ASAP. The deadline is Apr 15. All have to come back to work on May 3.
Regards,
Ada Lee HR Manager
Don’ts
• don't use email if the message needs to be private or secure ((maybe the company has a policy on this))
• don't send an email you wouldn't want anyone else to read, it's too easy to forward
Disadvantages of email
• not safe • easy to forward • junk mails • attached with viruses
Business email (1)
Before writing 1. why am I writing this email?
Dear all,
Any plan on Christmas?
Our company is inviting everyone to have fun in the beautiful resort – Long Qingxia for 3 days (Dec 24 to 26). Please find the itinerary in the attachment and sign up in Room 606 ASAP. The deadline is Dec 1. All have to come back to work on Dec 27.
• HELP: Can you defrag my C drive?
• Re: Christmas party
• Question: Are we getting more time for the project?
Practice for writing a subject line
Hi there,
What are the tips for writing a business email?
Business email writing practice
Email Vs. Regular mail
Advantages of email
• easy, • quick, • short, • precise, • free
Email writing practice
Situation:
你作为某外企人事部经理用Email通知全体员工圣 诞节(12月24至26日）去龙庆峡度假3日。日程安 排详见附件，12月27日照常上班。
Requirements: Great subject Brief text message
Email writing practice
Thanks.
Yujie
• Subject: • Lunch with VP resched to Friday （12/19） @ 1pm
Layout
Content: • Salutation • Body • Closing • Signature
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Fri?
Good examples for subject
• Reminder: Monday is “President’s Day"–NO class
• REQ: Resend Larry Tate’s zip file?
• HELP: Can you defrag my C drive?
• Re: Christmas party
Since we’ll have to report ABC project to Microsoft, the get-together lunch with our VP has to be rescheduled to Friday (12/19) at 1pm instead of Thursday (12/18) at 12pm.
Signature
• Name • Position • Organization • Contact information
- Tel:
- Mailing address:
Tips for message writing
Brevity Make it easy to quote Never mix, never worry (topics, projects)
Brainstorm
List two of your favorite ways to contact people for business.
Writing Effective Business
Emails
Session 11