1、,E-mail Writing In English,Course Outcomes,Provide employees with common standards for English e-mail writing. Provide skills for writing more focused, concise e-mail. Improve writing efficiency by reducing reading and writing time.,Agenda,Choose The Best Way To Communicate,Why E-mail?,Corporate Wri
2、ting Style,Current Culture Increased workload with less time to read and writeGlobalization Empowerment and team workMore informality,New Writing Style Shorter documents with critical issues onlyClear, precise, translatable documents with more graphics More focus on recommendations, proposalsFriendl
3、ier, simpler documents,Page 1,Activity 1,Write an e-mail that is: Work related Short (one page) Focused (has a specific action or outcome),Select a subject related to your department or section Use the From: / To: / Subject: format,Agenda,Focus Your Reader,Reader Questions,Key Document Locations,Q1:
4、 What am I reading?,Q2: Why am I reading it?,In subject line,In opening paragraph,Q3: What am I supposed to do?,Reader action section,How to make your mail survival,Effective Subject HeadingsBeing Direct With The MessageProviding The Right Details,Effective Subject Headings,No more than 6 wordsPosit
5、ive LanguageAction BasedPersonalTime- frame,Effective Subject Headings,New Computer System Plant Certificate Expires Midnight Tonight Performance Review Meet HRD 3pm today,Possible Purpose Words,Recommend Notify Announce Clarify Compare Summarize Instruct you Direct you,Identify Update Confirm Invit
6、e Justify Evaluate Explain,Respond Review Describe Propose Request Analyze,Activity 2: Construct a Purposeful Subject Line,Dont Cry Wolf!,TOP URGENT VERY VERY IMPORTANT,Being Direct With Your Message,Problem,Problem,Planned Message,Unplanned Message,Chinese Polite,Dear Grace, It is an absolute pleas
7、ure working with such an esteemed client as you. As you have been operating in the industry for more than 100 years, it is our honor to serve you and gain a deeper understanding of your business that will allow us to continue to enhance our service levels to you in the future. Regarding our contract
8、ual obligations for our up-coming order, we would greatly appreciate if you can send back the order form with your preferred choice of color by the 12th day of February. Once again, many thanks for selecting us to assist you with your hotel upgrading and refurbishing service and wish you a very smoo
9、th opening. I also look forward to meting you again in the next few months.,Western Polite,Dear Grace, I am concerned hat we have not yet received your carpet order for your hotel refurbishment. Currently, we have dark grey, brown and navy blue colors in stock. Overall, looking at your decoration, I
10、 would recommended that dark grey would be most suitable. Please send back your carpet color request by the 12th February. Have a great trip back to your hometown Xian for Chinese New Year and I hope your daughter Jane doesnt ask for too many new toys.,TMD,Dear Andy, Yesterday, I saw a mouse in the
11、server room and he had eaten through the cable. This meant, that the cable had broken and that resulted in our e-mail system not working. So, I decided to put a mouse trap down with some cheese to catch him, however he is a very smart mouse and didnt take the cheese. Therefore, I tried to put poison
12、 down on the floor, unfortunately the shop was closed so I couldnt buy any poison. The result is that we cannot receive any customer orders and are unable to inform the factory of the production schedule.,Providing Powerful Details,This book has been on the New York times best seller list for 12 wee
13、ks. This book has been on the New York times best seller list for 12 weeks and will show you how to find a rich and handsome husband in one month.This laptop is made of aluminum. This laptop is made of aluminum giving a fashionable look, thats also lighter to carry.,Format for Visual Impact,LEVEL 1:
14、 Use standard formats LEVEL 2: Use highlighting techniques LEVEL 3: Layer your message LEVEL 4: Try different page layouts,Use Highlighting Techniques,Font variety Bullets (l,v,123,s,*)Space Boxes and lines Shading and color Paper Quality and Color,Activity 3: Will your mail survive?,Agenda,Agenda,P
15、yramid Writing Structure,The P.D.A. System,Purpose, Details & Action,It was a pleasure to meet with you on April 19th and I am delighted that we reached agreement over the purchase of 1 million semi conductors.Following is a list of the agreed points. I have attached the agreement in full and a cont
16、ract for your approval.1. Lead time is 9 days from date of the contract. 2. Payment will be made on delivery of the products. 3. The discount will be 8% of the original quoted price. I look forward to receiving the signed contract by the end of this week, so we can begin production of your order imm
17、ediately. If you need any further clarification, please do not hesitate to call me.,Storybook Technique,What happened?Whats happening now?Whatll happen in future?What action to take now?,Two weeks ago, in our annual negotiations with our hotel supplier XYZ, we were unable to agree the price for 2009
18、 for our room bookings.I have now searched other hotel suppliers and cannot find a suitable vendor who can match XYZ price and room quality. I therefore recommended that in the next round of negotiations with XYZ we accept their price increase of 6% for 2011.I look forward to your agreement for this
19、 negotiation plan by the end of next week.,Storybook Technique,Agenda,E-mail Communication Etiquette,CAPTICAL LETTERS = shouting, rudeBe careful to use reply to allDont send out jokes to groups in To or CCBe responsiveAlways a deadline, no asap!Always calendar invitation if a meetingCheck ones availabilityOut of office assistanceUse spelling auto check,
