Technical and Business Writing Emails Letters Essential Job

Technical and Business Writing Emails | Letters Essential Job Performance Skills

Agenda Writing effectively Emails Letters

Icebreaker Doing vs. Listening

Writing effectively Achieving the right results: § Know why you are writing § Know your readers § Know what you want to write

Writing effectively Achieving the right results: § Structure your documents logically § Organize your points visually § Use familiar words § State the desired outcome – let the reader know what sort of response your require

Writing effectively Achieving the right results: § Revise and edit § Be very clear § Don’t waste words

Activity I – Analysis of an Article § Read the article § Dissect the article into three parts; introduction, main body, and conclusion § Reproduce three parts of the articles in your own words

Activity II – Self Branding! § Write five lines about yourself § You can mention your: § Education § Experience § Strength § Who/ What inspires you and why? § Your achievement (act of kindness, participation in a competition)

Agenda Writing effectively Emails Letters

Emails When is using an email appropriate? § You need to get in touch with a person who is hard to reach via telephone § The information you want to share is not time-sensitive § You need to send someone an electronic file

Emails When is using an article NOT appropriate? § Your message is long and complicated or requires additional discussion § Your message is emotionally charged or the tone of the message could be easily misconstrued § You are avoiding personal contact

Emails – Subject Lines § Email subject lines are like newspaper headlines § They should convey the main point of your message § Be specific § Include dates if your email is time sensitive

Emails – Greetings § Don’t just start with your text § When in doubt, address someone more formally to avoid offending them § Some common ways to address your reader are: § Dear Professor Zafar, § Hello, Ms. Nosheen, § Hi, Anum Iqbal,

Emails – The Main Message § Should be clear § Should not be very long § Should take one tone – formal/ informal § Should be divided in paragraphs § Should not bounce from topic to topic

Emails – The Main Message § Intro/ Purpose § Detail § Ask/ Action

Emails Possible Opening Statements – If you need something formal: § I hope you are doing well § Hope this email finds you well § How are you? § I am reaching out about § I hope you’re having a wonderful day § I’m reaching out about…

Emails Possible Opening Statements – If you are following up on something § Thanks for the quick response § I’m getting back to you about… § To follow up on our meeting… § As we discussed on our call § I am getting back to you about § To follow up on our meeting…

Writing an Email Paragraphs II and III I am writing to ask if you would feel comfortable providing a positive letter of reference for me? If you can attest to my qualifications for employment, and the skills I attained while I was employed at ABC Company, I would sincerely appreciate it. I am in the process of seeking a new position as a marketing manager. I look forward to continuing the work I have done in marketing while increasing my responsibilities in a managerial capacity. A positive reference from you would greatly enhance my job search prospects.

Writing an Email Paragraphs II and III Please accept this letter as documentation of my absence from March 2 through March 6, 20 XX due to sickness. I have included my doctor’s note detailing his recommendation for hospital treatment due to complications from the flu. I have also enclosed the hospital discharge instructions.

Emails Closing Statements: § Thank you for your consideration, and I look forward to hearing from you. § If I can provide any additional information, please let me know. Thank you for your understanding. § Please let me know if you have any questions, or if there is any information I can offer. Thank you for your consideration.

Writing an email

Emails Writing an email together: § Select one topic from the given list § Write an email on a piece of paper § Include a proper subject § Add a dummy email address etc. § Your email should be 200 words at least

Activity III – Writing Email Topics: § Write an email to a colleague and mention of an upcoming sale or offer, or an early bird coupon for that sale § Write an email to a clothing company to get signup information for their customer loyalty or rewards program(s) § Write an email to the news channel, ABC, to request them to publish announcement and information of a new service you’re company, XYZ, is offering

Activity III – Writing Email Topics: § Suppose you are an HR Assistant, write an email to the staff to inform them to save-the-date for upcoming training session. § Write an email to a recruitment facilitation center to inform them about a list of open positions at your company.

Agenda Writing effectively Emails Letters

Business Letters – Main Components § Senders Address § Date § Inside Address/ Recipients Address § Salutation § Body § Closing

Business Letters – Format and Font Block Format: § Left Justified § Single Spacing § Double Space between paragraphs Font: § Times New Roman – Size 12

Business Letters – Format and Font Spacing: § One line after date § One line after recipients address § Two line between paragraphs § 4 lines for salutation § 4 Lines after formal signature Margins: § 2 Inch margin from top § 1 Inch margin from sides

Business Letters – Format and Font

Questions!