Email Writing
Email Writing
Formal Email
Informal Email
Advantages of Email
It is personal and easy to use
It can be used both within and between companies
an effective way to communicate quickly and easily with
people all over the world.
It is especially useful for short messages and for everyday
correspondence, e.g. setting up a meeting, passing on
information, and making or replying to a request.
Disadvantages of Email
The disadvantages of email include technical problems which
may result in the unexpected non-delivery of messages, or
attachments arriving in unreadable form.
A major drawback is the lack of privacy and security
Do not use email to communicate confidential information.
Email addresses
Typical email addresses Iook like this:
[email protected] [email protected].biz business
.gov government office
.org organization
.pro profession (e.g.medicine,Iaw)
Header Information
The header gives essential information about the
message
c.c (This stands for carbon copies)
Here you insert the email addresses of anyone you
want to send copies of the message to
b.c.c (This stands for blind carbon copies)
which, as in a letter, you should use if you do not
want the main recipient to know who has received
copies
Subject line
This should be short and give some specific information
about the contents of your message
Take 30% off today
Thinking of upgrading your phone?
Waiting for upgraded list
Why is the subject line important in an email?
How can a subject line influence whether an email gets opened?
Scenario:
1. You need to remind a colleague about an upcoming meeting
you both scheduled.
2. You are sending a formal job application email.
3. You are emailing a professor to ask for an extension on an
assignment.
4. You are inviting a colleague to a team-building event next week.
5. You need to send a follow-up email about a project you both
discussed earlier.
Reminder: Meeting Tomorrow at 10 AM
Looking forward to our meeting tomorrow!
Application for Marketing Assistant Position – [Your Name]
Job Application: Marketing Assistant (Referred by [Referrer’s Name]
Request for Extension on [Assignment Name] Due [Due Date]
Extension Request for [Course Name] Assignment
Join Us for a Fun Team-Building Event Next Week!
Follow-Up on [Project Name] Discussion – Next Steps?
Activity
Subject line
Listening
A good request email typically consists of several
key parts:
Subject Line: A brief, clear indication of what the email is about.
Salutation: A polite greeting.
Introduction: A short introduction that explains the purpose of the
email.
Body: The main request or information.
Closing: A polite conclusion.
Signature: Your name and contact details.
Key Elements of an Email Introduction
The introduction of your request email should:
Start with a polite greeting.
Include a brief, clear statement of who you are (if necessary).
State the purpose of your email.
Maintain a professional and courteous tone.
Example:
"I hope this email finds you well. I am writing to request additional
information regarding the upcoming conference."
Practice Writing Email Introductions
write the introduction for a request email based on the following
scenarios. Be sure to include a polite greeting, a brief statement of who you
are (if needed), and the purpose of your email.
You need to request an extension on your assignment from your professor.
Write an introduction for this email:
You want to ask your colleague for help with a project you're both working
on.
Write an introduction for this email:
You are inquiring about a job opening that was recently advertised.
Write an introduction for this email:
1. Hello Professor Smith,
I’m sorry to tell you but im sick and will not be able to come to class.
See ya Wednesday.
Jason
2. Dear Professor Smith,
I am sorry to inform you, but I will not be able to attend class today
because I am ill. Would it be possible for you to let me know what I
have missed? Thank you for your help and I will see you in class on
Wednesday.
Sincerely,
Jason Jones
This is just one of the many ways to write about this particular topic.
However, make sure to use formal language, no “see ya.” Also,
eliminate all contractions. If possible, try to ask a question. For this
particular topic it is good to show your professor that you are truly
sorry for missing class and want to know what you are missing.
Dear Sally Blue,
I read online that you’re selling business cards. I was wondering
how much if i only wanted 500? Is color and a logo extra? Can I
see an example before all are shipped or will that cost extra?
You seem to have a great business so I hope you can help.
Thanks,
Jess Higgins
Dear Ms. Blue,
I was searching online for a company that makes business cards. I came across your
website and am extremely impressed. However, I do have a few questions. If I were
to order only 500 instead of the advertised 1000 business cards, how much would
that cost? Furthermore, I would like my business card to be colored and also include
the logo of my company. Are those requests possible, and if so, how much extra will
they be? Due to my request for color and a logo I would like to preview the card
before receiving all 500. Is that feasible? I appreciate your assistance and look
forward to hearing back from you.
Sincerely,
Jessica Higgins
Managing Partner of First Financial Assistance
(555) 555-5555
Task
Write a complain about a lost parcel, email CEO of FedEx Karachi. Enter your
subscriber number.
No. as UPC/DL/0102/2021, of 6. October 2021.
As an administrative assistant at Lone Star Technologies in
Austin, Texas, you have just received an email from your boss
asking for your opinion. Many employees have been accessing
social media sites, shopping online, and using instant
messaging. Management is considering installing monitoring
software that not only tracks Internet use but also blocks social
media, messaging, hate, and game sites.
Write email to employees and give instructions regarding new
policy for using internet.
