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E-Mail Writing

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Kathan vora
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22 views20 pages

E-Mail Writing

Uploaded by

Kathan vora
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Email Etiquettes

Email Etiquette
• Answer swiftly. If the email is complicated then send a reply saying
that the email has been received and that you will get back to them.

• Do not overuse reply all.

• Use proper spellings.

• Avoid abbreviations, emoticons and exclamation marks.


Using the Bcc filed
• It helps protect the privacy of people.
• However, if the ‘To’ field is blank it might look like spamming to the
recipients.
Using the CC field
• People in the ‘To’ field need to act on the message.

• People in the CC field need to be informed about the message.


Making a request
• Could you please provide us with more information so that we can discuss
it and get back to you?

• Would it be possible to meet and discuss this issue by Friday.

• Would you be able to give us a copy of your report from yesterday’s


presentation?

• I am looking for more information about our sales numbers during 2015,
and I was wondering if you would be able to provide this to us?
Level of politeness in an email
• very polite I would be grateful if you could send me …
I would appreciate if you could …
• Polite Could you please … ?

• polite but direct Could you send me … ?


Would you be able to … ?
• more direct Please send me …
Please meet me …
Sending an attachment
• Please find attached the 2015 wage summary report”
• “I am enclosing a copy of the report with this email for your perusal.”
• “Enclosed with this email you will find a copy of your 2015 tax
return.”
• “Attached is the agenda for Thursday’s meeting, as per your request.”
Common phrases to end an email
• I am hoping to hear from you at your earliest convenience.”
• “Please have a look over the attached project proposal and let me
know your feedback.”
• “I look forward to hearing from you.”
• “Please let me know if you have any questions about this email.”
• “Thank you for your support!”
Activity 1

• Rank the following salutations on a scale of 1-5.

• 5 for most formal


• 1 for most informal
1. Dear Mr. Singh,
2. Dear Aditi,
3. Hello Ms. Kapoor.
4. Dear colleagues,
5. Hi Manya,
6. Thomas,
7. (No salutation. Just begin the email)
8. Hello everyone!
1. Yours sincerely,
2. Cheers,
3. Thanks!
4. Sincerely,
5. Regards,
6. [Name only]
ACTIVITY 2
• https://elt.oup.com/student/businessoneone/int/a_emailpractice/?s
rsltid=AfmBOoqk30Z8nsWcaQJANUspEPC8QU4WT_feoWM5nkf9Srae
Xcs_Bdm3&cc=us&selLanguage=en
Activity 3
Rewrite this email
Dear Sir/madam,
I am a postgraduate from DAIICT college. I got a degree in technology
and would now like to use it .Your company looks interesting. Can I
come in for an interview? I have a lot of experience from my schooling
and extracurriculars. I think I can help the company a lot. Please
respond to my email to let me know.
Thanks,
(name)
Answer
• Dear Hiring Manager,
My name is________. I recently graduated from DAIICT College with a Masters of Technology degree
and a specialization/concentration in Machine Learning. I was recommended to contact you
concerning job opportunities by my advisor Dr.___________.
I believe that I would be an excellent candidate for the job. I have taken many courses to prepare me
for a job in marketing. These courses include (mention the courses). I have also recently interned at
Google as an Internet Marketing Researcher. Through my many marketing classes and internship, I
have learned to be a strong team member who values time management and communication.
I believe that I can be a valued asset to your company. My phone number and alternative email are
listed below. I look forward to hearing from you.
Sincerely,
(name)
Email,
Phone
Rewrite this email
Hello Professor Smith,

I’m sorry to tell you but I’m sick and will not be able to come to class.
See ya Wednesday.

Jason
Answer
Dear Professor _______,
I am sorry to inform you that 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,
(Name of student)
Write to a representative of another organization to arrange a meeting.
Prepare the situation using the questions below. The information can be real or
Imaginary.

1. What is your organization? What services do you offer?


2. What is the meeting about? Why is it happening?
3. Who are you writing to? Why do they need to be at the meeting?
4. What day, time and place will you suggest? (e.g. your own office)
5. Do you need to include a reference to where your organization is, or how to find
6. it?
7. Do you need to include a reference to how they will get to the meeting? (e.g.
8. pickup)
9. Do you want them to take any action before the meeting? Ideas: bring something;
prepare something; tell you about possible agenda items.
10. Ask for a quick reply.
11. Now write the email.
Instructions
• When you finish, send the email to the person sitting next to you.
• Check each other’s grammar, spelling, punctuation and style.

• Is everything clear, well-structured and easy to understand?


Follow up
1. Thank them for their email.
2. Agree that the meeting is important.
3. Say that the time is not good for you, and suggest an alternative.
4. Apologize for any inconvenience caused
5. Say that you will call them to finalise the arrangements.
6. Respond to any other points in the email you received.
Activity 5

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