Lesson 3: Email Writing

 

* OBJECTIVE



- Definition of Email

- Email layout

- Basic Format of email

- Dos and Don’ts

- Request email format

- Step in reviewing email

1. What is Email?

     Short for electronic mail, the transmission of messages over communications networks Email is meant for quick, simple communication. As a general guide that means roughly 4 or 5 paragraphs at most. Due to the limitations of formatting and layout, anything much longer than that is probably best sent as a separate attachment such as a Word file.

2. Email Layout

-Content

-Salutation

-Body

-Closing

-Signature

* SUBJECT LINE

Hi,

Hello there,

Hello from an old colleague,

FYI, A letter,

A letter of recommendation,

Important! Read Immediately!,

Meeting,

Follow-up about Meeting,

Do we need a larger room for meeting next Fri?



* CONTENT

What do cc: and bcc: mean?

    There is a certain etiquette with email, especially in the use of the carbon copy (cc:) and blind carbon copy (bcc:) fields. It is courteous to add addresses to the 'cc:' field if those people need to know about the subject but are not required to act on the contents.

    The 'bcc:' field is useful where discretion is required. People in this field are concealed from other recipients in the 'To', 'cc:' and 'bcc:' fields. They can themselves see others in the 'To' and 'cc:' fields but not the 'bcc:' fields. 

* SALUTATION

                                    

* BODY

1- Introduction (in 1 sentence if necessary)

    My name is Masy Sou, the Senior HR and Admin Manager in MetaKh. It is my pleasure to work with you on this project.

2- Purpose Say what you want to say right now!

•Put all important details at the top of the email body

•Provide additional supporting information (8 S. max)

3- The Final Sentence:

Either provide something concrete to reply to or make it clear that a reply is not Necessary - I was wondering when the next work shop would be. Please let me know ASAP -Thank you very much for your time. I am waiting for your reply. -I look forward to hearing back from you.

* CLOSING

Regards, Best wishes, Best regards, Thanks, Yours sincerely, Sincerely, Yours faithfully, Yours truly, Your affectionately, Yours.

* SIGNATURE

Your name, Your position Affiliation, Ways of contacting you.

Email Template

3. DOS

-Write a meaningful subject line

-Put the key point of your message up front

-Consider paragraph length

-Use simple sentence

-Paragraphs should be relatively short (4-10 S.)

-Skip lines between paragraphs

-Use sarcasm and humor carefully

-Use _underline_ or *asterisks* to emphasis points

-Proofread.

3. DON'TS

-DO NOT WRITE ALL IN CAP

-Do not overuse “Reply to all”

-Don’t use long sentences

-Do not reply to spam

-Don’t use fancy typefaces

-Don’t leave subject line blank

-Don’t send without checking the mistakes

-Avoid using URGENT and IMPORTANT.

* TIP

- If you are in bad mood, please do not reply your email save it to draft.

- Think before you start writing your email

- Why am I writing this?

-What exactly do I want the result of this message to be?

-Think before you start writing your email.

4. REQUEST EMAIL

Structure for requests

1.Background: explain the situation behind the email

2.Request: tell the reader what you want him or her to do

3.Motivation: explain to the reader why he or she will benefit from fulfilling the request

4.Action: remind the reader what action you’d like them to take.

5. STEP OF IN REVIEWING EMAIL

1.Review: What is the purpose of the email and what structure should we use?

2.Mechanics: Grammar, spelling and punctuation 3.Style: How can we make the sentence clearer? 4.Tone: Think about the reader and your relationship to them.

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ផ្សព្វផ្សាយដោយ៖ (thebookcafebtb)