Anglistics Study Programme Business Email Format Class 3

Anglistics Study Programme Business Email Format Class 3 Anglistics Study Programme www. singidunum. ac. rs/admission

Anglistics Study Programme Rules for successful email writing Anglistics Study Programme www. singidunum. ac. rs/admission

Anglistics Study Programme Some general rules about when to use a formal versus informal email style. • Use a formal email style: • if it is required in your organization • if the recipients are not well known to you • when sending an email to someone who is above you in authority such as your boss or a teacher

Anglistics Study Programme • Use an informal email style: • if it is encouraged in your organization (your boss and others use an informal style) • for a business colleague who is well-known to you and/or on friendly terms • for personal emails that may contain both business and non-business topics

Anglistics Study Programme 2. The Structure of a Business Email • All good business emails should have at least these parts: • • • Subject Line Salutation Body Text / Message Closing Signature

Anglistics Study Programme Subject Line. • The subject line is the first part of the email your reader sees. • It can determine whether your reader opens the email. • Most experts agree that subject lines should be short (six to ten words) and specific.

Anglistics Study Programme Salutation • The salutation is how you greet the reader. • It's important that you understand whether you are addressing a formal or informal audience. Business Letter Salutation Examples Dear Mr. Smith Dear Ms. Jones Dear Mr. and Mrs. Smith Dear Jane Doe Dear Mr. White and Ms. Smith Dear Dr. Haven Dear Dr. Smith Dear Dr. and Mrs. Haven Dear Judge Smith Dear First Name (if you know the person well) Dear Xu Li Type the whole name when you are unsure of the recipient’s gender.

Anglistics Study Programme • Note that all of these salutations begin with the word “dear. ” While you can simply start a letter with the person’s name, that can be misinterpreted as abrupt or even rude. It's always safe to begin your salutation with the word “dear” in a business letter. • One exception is when you use the general salutation “To Whom It May Concern, ”

Anglistics Study Programme • “To Whom It May Concern” is a letter salutation that has traditionally been used in business correspondence when you don't have a specific person to whom you are writing, or you do not know the name of the person to whom you are writing.

Anglistics Study Programme • Capitalization and Spacing • When addressing a letter “To Whom It May Concern, ” the entire phrase is typically capitalized, then followed by a colon: To Whom It May Concern: • Leave a space after it, then start the first paragraph of the letter.

Anglistics Study Programme Alternative Letter Greetings to Use • “To Whom It May Concern” is sometimes considered outdated, especially when writing cover letters for jobs. “Dear Sir or Madam” is another salutation commonly used in the past Here are some alternatives: Dear Hiring Manager Dear Search Committee Dear Recruiting Manager Dear HR Manager Dear Hiring Committee Dear Personnel Manager

Anglistics Study Programme • In British English, the greeting is always followed by a comma: Dear Esther, or Dear Mr Jackson, • In American usage, only a personal letter takes a comma here, while a business letter takes a colon: Dear Esther, but Dear Mr. Jackson:

Anglistics Study Programme Body Text • The body text conveys the main message of the email. • It should also include an introduction and conclusion. • It should be written in short paragraphs of one to two sentences. • Where it will add clarity, use bulleted or numbered lists.

Anglistics Study Programme

Anglistics Study Programme Ending • Formal • I look forward to hearing from you. • I look forward to hearing when you are planning to visit our town. • Informal • Hope to hear from you soon. • I’m looking forward to seeing you.

Anglistics Study Programme Closing • Your closing can be formal or informal, depending on your audience. Business Letter Closing Examples Sincerely Yours truly Yours sincerely Most sincerely Yours faithfully Respectfully Best / kind regards Thank you for your consideration • In British usage, it is traditional to close with Yours sincerely when writing to a named person but Yours faithfully when using the Dear Sir/Madam greeting.

Anglistics Study Programme

Anglistics Study Programme What to Put After the Closing • For example: Best regards, Your Name Your Email Address Your Phone Number

Anglistics Study Programme Make sure that: • Subject Line. The subject line is the ideal length, six to ten words. It's also more specific. It identifies the project by name and describes the topic of the email. • Salutation. The new salutation makes it clear that this email is for the project team members. • Introduction. The introductory sentence tells the reader what the email is about. It also conveys a positive tone by using the word "Welcome. " • Body Text. The body text is neatly organized in short paragraphs of no more than three sentences. It also includes a numbered list that can be quickly scanned for easy comprehension. • Conclusion. The conclusion summarizes the post. It includes the call to action "Let me know if you have any questions. " • Signature. The signature block identifies the sender as the project team lead.

Anglistics Study Programme 5. How to Avoid Email Disaster • Here are four easy guidelines to writing proper business emails: • Don’t Rush. A hurried email is often a badly formatted, badly written email. Allow yourself enough time to properly format every email you write. • Avoid Emotion. It’s never a good idea to send out an email when you're upset. Instead, wait until you have calmed down. • Be Concise. Use short sentences and short paragraphs. If appropriate, make use of bulleted or numbered lists. • Review. Double-check your email for typos, grammar mistakes, and other errors. It’s also a good idea to make sure all the parts of the email are included.

Anglistics Study Programme • Find and correct the errors in the following emails: • 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

Anglistics Study Programme • 2. ) Dear Sally Blue, I read online that you’re selling business cards. I was wondering how much if i only wanted 500? Is colour 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

Anglistics Study Programme • References • http: //www. sussex. ac. uk/informatics/punctuation/es saysandletters/letters • https: //site. uit. no/english/writing-style/letters/ • https: //sttstraining. com/downloads/25_Success_Str ategies-Email_Business_Writing-Shirley_Taylor. pdf • http: //essentialbusinessenglish. com/EBE/the_EBE_ method_files/The. Handbook-Sampler. pdf