Scribd
Upload
49 views18 pages

Introduction To Business Writing: Effective Business Emails

This document provides guidance on effective business email writing. It recommends considering the purpose of the email, recipient, and desired outcome when planning an email. Key tips include getting straight to the point, using simple sentences, careful word choice, and including the subject in the subject line for clarity and to avoid deletion.

Uploaded by

Mohd Musafir
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
49 views18 pages

Introduction To Business Writing: Effective Business Emails

This document provides guidance on effective business email writing. It recommends considering the purpose of the email, recipient, and desired outcome when planning an email. Key tips include getting straight to the point, using simple sentences, careful word choice, and including the subject in the subject line for clarity and to avoid deletion.

Uploaded by

Mohd Musafir
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
You are on page 1/ 18

Introduction to Business

Writing: Effective
Business Emails

Wendy M. Gough
St. Mary College/Nunoike Gaigo
Senmon Gakko Nagoya, Japan
Before writing the
email
Make a plan!
Think about the purpose of the email

Think about the person who will read the email and
how you want him or her to react

Make an outline or list of the main points and details


you want to include in the email

Double check any facts, dates, times, or other specific


details that will be included in the email
Things to consider when doing
business correspondence
Who are you writing to and what is
your relationship with the person?
If the person you are writing to is in a higher position than you,
your email should use more formal language than if the
person is someone in the same level position than you.

If you have never met the person receiving your email


before, you should use formal language in the first email
to him or her.

Once you have sent the first email and received a reply, you
can choose to continue using formal language or choose to
use less formal language in future emails.
What is the situation?
Think about the reason you are sending the email
and decide if formal or informal language is better.
If you are requesting a service or asking a favor, you should
use formal language.

If you are making a complaint, you should use strong words


to express your dissatisfaction or problem but you must be
polite.

If you are introducing yourself, you should use formal


language but you can use words or phrases that let your
personality show through as well.
If you are writing a customer relation letter, you should use
formal language.
What do you want to accomplish?
Think about the reason for writing the email and
what you want the person who receives the
email to do with it.
If you want the receiver to do something for you, make it
clear. Tell the receiver exactly what action you want done.

Tell the receiver if no action needs to be taken.

If you want the receiver to respond by a certain date, write


the response date.

If you are negotiating or rearranging a meeting, write your


demands or available times clearly.
Some things to remember when
writing business emails
Get right to the point
Don’t use unnecessary words and phrases that
distract from the main idea of the email or may
confuse the reader
The person reading your email does not have a lot of time to
read your email so you must make it as direct as possible.

Make the reason for writing the email clear at the beginning
and only add details that are directly related to the topic of the
email.
Use simple sentences

Avoiding difficult or complex sentence structures will help


you avoid grammar mistakes.

Simple sentences will make the email easier for your


reader to understand, especially if the person reading the
email is not a native English speaker.
Pay attention to word choice

Remember that writing, is a form of indirect


communication. Unlike having a conversation with
someone, you do not have a chance to clarify
yourself by restating your ideas or use nonverbal
cues to make your meaning clear. You have to
make sure your reader understands what you want
to say and gets the right “message” the first time.
Think about how the email might be perceived by the
reader. Are there any words or phrases that may make the
tone seem angry, flippant, or disrespectful?

Avoid trying to make a joke or say something funny in an


email. Sometimes what you think is funny might be
misunderstood by the reader and create a bad relationship.

Use words that are specifically related to the topic but define
any words or phrases that you think the reader might not be
familiar with, especially words that are specific to a certain
type of job, field of study, or product.
The subject of the email

Always write the subject of the email on the


subject line

Remember that business people often receive hundreds of


emails every day. If you don’t write the subject in the subject
line the person receiving the email might think it is SPAM or
junk email and delete the message. If the subject isn’t clear
they might delete the email as well, so make sure the subject
is direct-don’t use too many words.
The four Parts of a business email

The Opening Tells the reader why you are writing

The Focus Tells the details about the topic

The Action Tells what you want to happen and gives a


time frame

The Closing Thank the reader and mention future


communication
Basic Email Format

Templates from Learnthenet


The receiver’s
email address
Carbon copy

Blind carbon
copy

Email subject
[email protected]

[email protected]

July 5 meeting time change


Type your email message in the text box, then click
send and it will be sent to the receivers you have
indicated in the to, Cc, and Bcc areas.
References

http://www.learnthenet.com/ENGLISH/html/92email.htm

You might also like