Email Writing Practice and Assignment by Ruth Anderson

Email Writing Practice (练习) and Assignment (任务) by Ruth Anderson 1

Now it’s time for some work Email Walkthrough 2

Email Walkthrough • We are going to walk through writing an email. – So take out a piece of paper and a pen. • Here is this week’s writing assignment (任 务) : 3

Assignment (任务) #3: Email Due: On or before the next afternoon class (Week 13) Based on Exercise 3. 3 on page 51 of the textbook. Write a confirmation email to Sonja Haarstrup. Use the outline that is part of the assignment, not an outline you created for class. 4

Assignment (任务) #3: Email Due: On or before the next afternoon class (Week 13) If your teacher is Ruth, send the email to : ruthinchina@gmail. com If your teacher is David, send the email to: david@themaninchina. com The assignment (任务) is the email itself (本身) – do NOT (不) include an attachment. Use proper (正确) email formatting (版式) 5

Assignment (任务) #3: Email Due: On or before the next afternoon class (Week 13) The subject line should read: Assignment #3: <a reasonable subject line to use for your email to Sonja> The greeting should be to Sonja and the body of the email should be what you would write to Sonja in a confirmation email. 6

Assignment (任务) #3: Email Due: On or before the next afternoon class (Week 13) Sign off with a complete (全部) signature (签名) block. Your signature block should include your name, under that your student number and under that your class. 7

Email Walkthrough Let’s start with the “to: ” line. Who (谁) is the email going to? That’s right, me. So, this is how your practice email should start: To: 8

Email Walkthrough Let’s start with the “to: ” line. Who (谁) is the email going to? That’s right, me. So, this is how your practice email should start: To: ruthinchina@gmail. com 9

Email Walkthrough Next comes the subject line: The subject line should read: Assignment #3: <a reasonable subject line to use for your email to Sonja> Your email: To: ruthinchina@gmail. com Subject: 10

Email Walkthrough Next comes the subject line: The subject line should read: Assignment #3: <a reasonable subject line to use for your email to Sonja> Your email: To: ruthinchina@gmail. com Subject: Assignment #3: Confirming your May 3 talk to MSBA 11

Now for the greeting. Who should the greeting be to? The greeting should be to Sonja To: ruthinchina@gmail. com Subject: Assignment #3: Confirming your May 3 talk to MSBA 12

Now for the greeting. Who should the greeting be to? The greeting should be to Sonya To: ruthinchina@gmail. com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, 13

Now for the body of the email: To: ruthinchina@gmail. com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, 14

Now for the body of the email: To: ruthinchina@gmail. com Subject: Assignment #3: Confirming your May 3 talk to MSBA Sonya, Hello Sonja, Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah. … Blah blah, You’ll get to work on the actual content in a minute. For now I want you to just look at the formatting and layout. 15

Finally, let’s add the signature block: To: ruthinchina@gmail. com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah. … Blah blah, 16

Finally, let’s add the signature block: To: ruthinchina@gmail. com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, Sonya, Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah. … This is what I want your signature (签名) block to Blah blah, look like whenever (每逢) you send me an email. It Blah blah, is just like the name block on assignments: Wang Xinyu (Jane) <your name> 1201060328 <your student number> 4 B 17 <your class>

Finally, let’s add the signature block: To: ruthinchina@gmail. com Subject: Assignment #3: Confirming your May 3 talk to MSBA Hello Sonja, Sonya, Notice (注意) the greeting has a blank line after it Blah, blah, blah, blah, blah, blah. Notice (注意) the blank lines between paragraphs Blah, blah, blah, blah, blah, blah. … Blah blah, Wang Xinyu (Jane) 1201060328 4 B 18 Notice (注意) everything lines up on the left

Content What do you need to say in the body of your email? For that we need to look at the outline that comes with the assignment. 19

Outline Exercise 3. 3 20

Summary Statement: I want to tell you. . Confirming our arrangements for you to speak on Thursday, May 3. Write an opening paragraph based on this summary statement. 21

Background: Talked with you January 24. You would have already given her the background when you spoke to her on the phone, you don’t need to include any other background in the confirmation email 22

Details: What: Speaking to Members Mid-Town Society of Business Administrators (MSBA) - audience 25 to 35 MSBA members Your subject: Strategies for Selling Canadian Products in China Where: Meeting location – Norlander Inn (include street address – you will have to create this) When: Meeting date: first Thursday, May (May 3) - I will meet you in lobby at 5: 00 pm – – bar open 5: 00 pm membership meeting 5: 30 pm dinner served: 6: 00 pm you introduced: 6: 45 pm. • speaking time 45 minutes Use as many paragraphs as you feel you need to confirm these details. – meeting adjourned: 7: 30 We will supply AV equipment required - VCR and LCD projector; 23 You will bring your laptop

Closing Statement: Members eager to hear from you. Looking forward to your talk. Thanks. Include these closing statement items in your closing paragraph. 24

So here is an example of how your email might look before you send it. Hello Sonja, 25

That’s all for today 26

So here is an example of how your email might look before you send it. Hello Sonja, 27