1. E-mails Writing Guide mgr Anna Waligórska – Kotfas PWSZ Konin

2. E-mail  E-mail is the fastest and cheapest way to communicate and is one of the most common forms of communication, especially in business.  The purpose of an email may be: to ask for or send information to ask for or send information to ask people to do things to ask people to do things to give instructions or directions to give instructions or directions to confirm agreements that you have discussed by phone to confirm agreements that you have discussed by phone to send longer documents, e.g. reports to send longer documents, e.g. reports

3. Personal E-mail: find and correct 10 mistakes (NEF Pre-int.)

4. Business E-mail:

5. Language and Style  keep your e-mail short  use short sentences and simple language  make sure that all instructions and requests are polite  e-mails to senior people or people outside your company should be formal  e-mails to colleagues and people in the same company can be semi-formal  e-mails to team members, as well as to customers or suppliers that you know well, can be friendly and informal

6. Business e-mail writing tips DO  write an informative subject line  start with the most important information  restrict the message to one topic whenever possible  be brief  use the sender’s e-mail as a reference tool by using ‘Reply’ when writing your message; it’s easier to refer to the original information and/or questions than rewriting the message  make it easy for the reader to reply yes or no or give a short answer (instead of ‘Let me know what you think.’ write: ‘Is Monday or Wednesday at 2pm best for you?’)  make it easy to read, combine Upper & lowercase, use space and legible font  proofread  wait a moment before pressing 'send‘ (!)  make yourself look good online because your email can be forwarded to anyone or everyone else in the company or anywhere Business Writing: what works, what won't by Wilma Davidson How To Write It by Sandra E. Lamb

7. Business e-mail writing tips DON'T  don't leave subject line blank  don't use email if the message needs to be private or secure (maybe the company has a policy on this)  don't use all capital letters  don't send an email you wouldn't want anyone else to read, it's too easy to forward  don't forward a message without a brief comment why you're forwarding it  don't overrun emails with smiley faces or other emoticons  don't send without checking for mistakes Business Writing: what works, what won't by Wilma Davidson How To Write It by Sandra E. Lamb

8. Useful Tip: What should a professional email address look like? Which e-mail address seems to be better?  j.doe@yahoo.com  sexykitten69@gmail.com

9. Useful Tip: What should a professional email address look like?  Avoid references to race, creed, gender, religion, or particularly wild things in your username: john.smith.programmer479@email.com is better than wildandcrazysaturdaynightspecial@email.com  Avoid very long, typo-prone cases: I (L) / l (i) / 1 or o / O / 0 are easily confusable with each other.  Try to pick up an address which includes your real name: keep it easy to read, easy to type and non-offensive.  Check your email often

10. Handouts & Materials  IB Pre-int. Skills Writing 2  IB Intermediate Skills Writing 1  IC Elementary DVD Correspondence 5, 6  IC Pre-int. SB Correspondence p. 38  IC Pre-int. DVD Correspondence 4 (optional 5, 6 – more difficult)

11. IC Elem. 4: Replies to e-mails A Dear Mike Thanks for your message. I’m sorry there is a problem with the file. I attach a new file in Acrobat format. Please let me know if you have any more problems. Best wishes, John

12. IC Elem. 4: Replies to e-mails B Dear Paula Thank you for your message. Unfortunately there is a problem with the flights. I have a meeting in Berlin the next day. Is it possible to return on the 6th December in the afternoon? Please let me know as soon as possible. All the best, Susana