1. How to write emails at university

2. Introduction Think about: Think about: What kind of emails will you need to write at university? What kind of emails will you need to write at university? Who will you need to write to? Who will you need to write to? What will be the relationship between you (the sender) and the receiver of the emails? What will be the relationship between you (the sender) and the receiver of the emails? What kind of phrases and writing style will you have to use? What kind of phrases and writing style will you have to use?

3. Some conventions in writing emails (and letters) You will need to start with a ‘salutation’: You will need to start with a ‘salutation’: E.g. “Dear Miss Duncan” E.g. “Dear Miss Duncan” You will need to finish with a ‘signing-off’ or ‘closing’ phrase You will need to finish with a ‘signing-off’ or ‘closing’ phrase E.g. “Thanks again and best wishes” E.g. “Thanks again and best wishes” You may need or want to vary the expressions you use depending on who you are writing to, how well you know them and the purpose of the message You may need or want to vary the expressions you use depending on who you are writing to, how well you know them and the purpose of the message

4. Task 1 Put these salutations in order of formality from the most formal to the least formal: Put these salutations in order of formality from the most formal to the least formal: Dear Rachael Dear Rachael Hello Rachael Hello Rachael Hello Miss Duncan Hello Miss Duncan Dear Miss Duncan Dear Miss Duncan Hi Rach Hi Rach Dear Rachael Duncan Dear Rachael Duncan

5. Task 1 answers Dear Miss Duncan, Dear Miss Duncan, Dear Rachael Duncan, Dear Rachael Duncan, Dear Rachael, Dear Rachael, Hello Miss Duncan, Hello Miss Duncan, Hello Rachael, Hello Rachael, Hi Rach, Hi Rach,

6. Task 2 Now do the same with these signing-off phrases: Now do the same with these signing-off phrases: Best Best Best wishes Best wishes Yours sincerely/Yours faithfully Yours sincerely/Yours faithfully Best Regards Best Regards Kind regards Kind regards Thanks Thanks

7. Task 2 answers Yours faithfully/Yours sincerely Yours faithfully/Yours sincerely Thanks and best wishes Thanks and best wishes Kind regards Kind regards Best regards Best regards Best wishes Best wishes

8. Task 3 What is wrong with these phrases: What is wrong with these phrases: Hello Miss Rachael Duncan Hello Miss Rachael Duncan Dear Miss Rachael Dear Miss Rachael Hi Rachael Duncan Hi Rachael Duncan Kisses Kisses Love xxx Love xxx Laters Laters C U L8R C U L8R

9. Task 3 answers Hello Miss Rachael Duncan Hello Miss Rachael Duncan Use first name only or Mr/Mrs/Ms and the surname with “hello” Use first name only or Mr/Mrs/Ms and the surname with “hello” Dear Miss Rachael Dear Miss Rachael Do not use Mr/Mrs/Ms with a first name only Do not use Mr/Mrs/Ms with a first name only Hi Rachael Duncan Hi Rachael Duncan Do not mix informal (Hi) with formal (first and surname) Do not mix informal (Hi) with formal (first and surname) Kisses or Love xxx Kisses or Love xxx Do not be too familiar Do not be too familiar Laters Laters Do not use very informal slang Do not use very informal slang C U L8R C U L8R Do not use ‘text message’ abbreviations Do not use ‘text message’ abbreviations

10. Who will receive the email? Think of who you might send an email to at university. They may include: Think of who you might send an email to at university. They may include: Fellow students Fellow students Teachers, lecturers Teachers, lecturers Personal tutors Personal tutors Supervisors Supervisors Administrators (very important people!) Administrators (very important people!) Groups of people Groups of people

11. Tasks 4-6 The choice of expressions and style will vary depending on who you are writing to, how well you know them and the purpose of the message The choice of expressions and style will vary depending on who you are writing to, how well you know them and the purpose of the message Look at the following emails (they are real but the names have been changed) and try to guess who is writing to who and why. What style are they using? Look at the following emails (they are real but the names have been changed) and try to guess who is writing to who and why. What style are they using?

12. Task 4 Dear all, Please find attached the minutes for last week’ staff meeting. Kind regards, Kathy From an administrator to a group of teachers

13. Task 5 Dear Sir/Madam, I am writing to apply for the MA TESOL course offered by the department of Culture and Pedagogy. Please find my completed application form attached. If you require any further information please do not hesitate to contact me. Yours Faithfully, Michael Jones From a student to an administrator to apply for a course. Notice the high level of formality and similarity to a formal letter

14. Task 6 Dear Mika, and do call me Marisol, I am pleased to let you know that we can offer you entry onto the course subject to you meeting our English language requirements. Please expect an offer letter and acceptance slip from our Registry department in due course and do stay in touch. Best wishes Marisol From an administrator to a student applicant. Notice her request to use a less formal salutation/greeting.

15. Other tips for writing emails Write a meaningful subject line. Write a meaningful subject line. Recipients scan the subject line in order to decide whether to open, file, or delete a message. Remember - your message is not the only one in your recipient's mailbox. Recipients scan the subject line in order to decide whether to open, file, or delete a message. Remember - your message is not the only one in your recipient's mailbox. Organise your message effectively Organise your message effectively The shorter your messages, the more likely it is that they will be read and understood. But do not make them so short that they will become abrupt or unclear. Use full sentences and explain clearly. Remember to paragraph and/or use numbers, bullets or sub-headings if possible – this will add to the clarity of your message. The shorter your messages, the more likely it is that they will be read and understood. But do not make them so short that they will become abrupt or unclear. Use full sentences and explain clearly. Remember to paragraph and/or use numbers, bullets or sub-headings if possible – this will add to the clarity of your message.

16. Identify yourself clearly. Identify yourself clearly. When contacting someone for the first time, always include your name, course, and any other important identification information in the first few sentences. When contacting someone for the first time, always include your name, course, and any other important identification information in the first few sentences. Use the most appropriate style Use the most appropriate style Always start very formal when you first email someone and hopefully you will be encouraged to become less formal as you get to know the person. If your lecturer uses very informal salutations and closing phrases this is a clue that you can probably do it too Always start very formal when you first email someone and hopefully you will be encouraged to become less formal as you get to know the person. If your lecturer uses very informal salutations and closing phrases this is a clue that you can probably do it too

17. Keep the message focused and readable. Keep the message focused and readable. Often recipients only read partway through a long message, hit "reply" as soon as they have something to contribute, and forget to keep reading. This is part of human nature. Often recipients only read partway through a long message, hit "reply" as soon as they have something to contribute, and forget to keep reading. This is part of human nature. Take a pride in your finished message. Take a pride in your finished message. Make sure your message is accurate, brief and clear as well as attractively presented. In this way it will be understood and achieve the desired results. Make sure your message is accurate, brief and clear as well as attractively presented. In this way it will be understood and achieve the desired results. Proofread Proofread If you are asking someone else to do work for you, take the time to make your message look professional. If you are asking someone else to do work for you, take the time to make your message look professional. Ensure everything is right before you hit ‘send’. Ensure everything is right before you hit ‘send’. You cannot call an e-mail back for second thoughts, so get it right first time! You cannot call an e-mail back for second thoughts, so get it right first time!

18. Task 7 Read the email below. Although the sender obviously knows the receiver well this email is probably still too informal. Try to make it more appropriate, but do not make it too formal. Subject HELLO!!!! hi Shirley Hope things r well with u its good 2 know that u will be back in Malaysia again in nov to hold your seminar on effective biz. Writing. PLS LET ME HAVE SOMEFREE DATE while u r over here. Some bookstores r interested ina talk cum singing event, I hope u will agree to take part. Tnks & rgs Harry

19. Task 7 answer Subject Book signing in Malaysia Hello Shirley I hope things are well with you. I was pleased to hear that you will be back in Malaysia again in November to hold your seminar on Effective Business Writing. Some bookstores are interested in asking you to do a talking and signing event. I hope you will agree to take part. If so, please let me have some free dates while you are over here. See you soon Harry.

20. References and further information Taylor, S. (2004). Model Business Letters, Emails and Other Business Documents (sixth edition). Harlow, Essex: Pearson Education Limited Taylor, S. (2004). Model Business Letters, Emails and Other Business Documents (sixth edition). Harlow, Essex: Pearson Education Limited