2. E-mail Messages Practical Writing

3. Practical Writing: Writing E-mail Messages About E-Mail About E-Mail Sample Reading Sample Reading Guidelines for writing E-mail messages Guidelines for writing E-mail messages Exercises

4. About E-Mail e-mail 一般由三部分组成 : 邮件头（ e-mail header ）, 正文（ message content ）, 签名（ signature ） From: 寄件人邮件地址 To: 收件人邮件地址 Cc: 抄送 Subject: 主题 Date: 日期 Bcc: 暗送 Attachments: 附件 Message content: 正文 Signature: 签名

5. Sample 1: From: Jackson He To: Snow White Cc: ljyang@yeah.net; li_0821@nju.edu.cn Subject: meeting summary Attachments: the meeting summary Date: Sun, Aug 10th, 2003 09:09:42 Dear Snow: I have distributed the meeting summary to all of you, but none of you have raised any questions. This is to ask for response from you. Attached is the meeting summary. Please read it carefully and don’t hesitate to raise your questions. Thanks! Jackson Sample Reading

6. Sample 2: From: rain@hotmail.com To: forest@126.com Subject: lunch at Holiday Inn Date: 2006-10-08 09:10:13 Forest, I was very glad to learn from your message that you will be in Beijing next week and I’d be delighted if you could spare an hour for lunch on October 12 at the Holiday Inn. Unless I hear from you, otherwise I’ll wait for you in the foyer of the Holiday Inn at about 12:30. Best Regards Rain Sample Reading

7. I. Message Addresses 1. Be careful when addressing your e-mail. There are addresses that may go to a group, but the address addresses that may go to a group, but the address looks like it is just one person. Know to whom you are looks like it is just one person. Know to whom you are sending each message. sending each message. 2. Watch cc’s when replying. Don’t continue to include the people irrlevant if the mail has become a two-way the people irrlevant if the mail has become a two-way conversation. conversation. 3. Verify all addresses before initiating a long or personal discourse. discourse. Guideines for writing E-mail messages

8. II. Message Content 1. Think first! Remember that the other person cannot see your face or hear your voice and therefore cannot determine the emotional context of the message. Sarcasm ( 讲反话 ) can easily be misinterpreted. 2. Be careful with upper case. Upper case looks as if you’re shouting, which may be considered rude. 3. Be brief without being overly terse. When replying to a message, include enough original material to be understood, but no more. It is extremely bad form to reply to a message by including the entire previous message; edit out all the irrelevant material. Guideines for writing E-mail messages

9. III. Attachments & the Size of E-mails Know how large a message you are sending. Including large files such as postscript files or programs may make your message too large to deliver or at least consumes excessive resources. Consider file transfer as an alternative, or cutting the file into smaller chunks and sending each as a separate message. In the rare cases where it is necessary to send a large file, keep in mind that the UXB Internet Servers will not accept e-mail messages larger than 3 megabytes. Guideines for writing E-mail messages

10. Ex. 1. Complete the following e-mail in reply to Jackson He, the sender of the above sample e-mail, according to the following information. 以 Snow White 的名义回复，邮件地址是 sw347@cam.ac.uk. 抄送至： wwjohn@online.sh.cn 内容： 收到邮件并致谢。同时表示自己对总结没有问题要问。 告知对方自己这两天一直在思考推销计划（ promotion plan ），认为它听起来不错，但不尽完善。这是自己在 会上就提了的。可能的话，最好先做市场调查（ market 。 investigation ），然后实施推销计划。 Exercises

11. From: _______________ To: ____________ Cc: __________________ Subject: _____________________ Date: __________________________ Dear _______ Got it. Thanks. I have ___________ about the summary. These past two days I’ve been _______________________ plan. Although it sounds ____, the plan, as I mentioned at the meeting, is far from ______. Probably it’s better for us to _______________________ before we carry the plan out. With best regards, ______ sw347@cam.ac.uk jhe@sina.com reply to meeting summary (Mon, Aug 11th, 2003 08:30:45) Jackson no questions good wwjohn@online.sh.cn thinking about the promotion perfect have a market investigation Snow

12. Ex. 2. Rearrange the e-mail message. ① To: 〈 ted_feng@sina.com 〉 ② Dear Ted, ③ Sincerely yours, ④ Date: 2006-2-20 16:44 ⑤ From: Paul Anderson 〈 paul_Anderson@yahoo.com 〉 ⑥ We may also take some side trips during the week, so any information you may have on other locations around your area would also be helpful.

13. ⑦ Paul Anderson ⑧ I am planning a vacation to your area this summer and would like to get some information on Shanghai. I need to find a decent place to stay, some affordable restaurants and find out what kind of activities there are to do while I am there. I am planning to travel at the beginning of July and hope to stay for about a week. Can you also send me a list of events taking place around that time? ⑨ Thank you for your time and I hope to hear from you soon. ⑩ Subject: My Travel Plan 12345678910 ⑤①⑩④②⑧⑥⑨③⑦

14. Ex. 3. The following is an e-mail. Read it and then answer the questions. From: prpamelah@asiaroal.com.hk (Promotions) To: samngelaf@asiaroal.com.hk (Marketing) Cc: whsteven@asiaroal.com.hk (General Manager) Subject: invitations Attachments: format of invitation Date: August 16th, 2003 Exercises

15. Dear Sir: I’m writing to remind you that invitations, which should be modeled after the attached format, must be sent out by this Friday at the latest for the Exhibition taking place between September 15 th and 17th. Please tell the guests that they are welcome anytime between 9:00 a.m. and 6:00 p.m. on these days, but do not forget to mention that the Exhibition is “invitation only”. With best regards, Pamelah Director of the Promotions Office

16. 1. The e-mail is from ________ to ________. A. Pamelah/Gelaf B. Gelaf/Pamelah C. Steven/Gelaf D. Steven/Pamelah 2. The e-mail message serves as a ________. A. reminder B. warning C. Suggestion D. contract 3. One can guess that in the attachment there is a(n) ________. A. instruction of how to invite guests B. suggestion for inviting guests C. sample of the invitation D. contract between the marketing office and promotions office A A C

17. 4. It is ideal that all invitations reach the guests before ________. A. August 16th B. September 18th C. September 15th D. this Friday 5. Guests can ________. A. visit the Exhibition anytime between September 15th—17th B. visit the Exhibition anytime from 9:00 to 18:00 on September 15th － 17th C. visit the Exhibition anytime on Friday D. buy products at the Exhibition C B