Writing Business Emails Genre Analysis Headings originated from
Writing Business Emails
Genre Analysis
Headings • originated from memos • follows memo format • varies according to email program – FROM: – TO: – CC: – BCC: – DATE: – ATTACHMENTS:
Headings • FROM: generated automatically • TO: put in principal receiver’s email • CC: (Carbon Copy) put other receivers here. No limit. • BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge • DATE: generated automatically • ATTACHMENTS: generated automatically
Headings • FROM: generated automatically • TO: put in principal receiver’s email • CC: (Carbon Copy) put other receivers here. No limit. • BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge • DATE: generated automatically • ATTACHMENTS: generated automatically
Headings • FROM: generated automatically • TO: put in principal receiver’s email • CC: (Carbon Copy) put other receivers here. No limit. • BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge • DATE: generated automatically • ATTACHMENTS: generated automatically
Headings • FROM: generated automatically • TO: put in principal receiver’s email • CC: (Carbon Copy) put other receivers here. No limit. • BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge • DATE: generated automatically • ATTACHMENTS: generated automatically
Headings • FROM: generated automatically • TO: put in principal receiver’s email • CC: (Carbon Copy) put other receivers here. No limit. • BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge • DATE: generated automatically • ATTACHMENTS: generated automatically
Headings • FROM: generated automatically • TO: put in principal receiver’s email • CC: (Carbon Copy) put other receivers here. No limit. • BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge • DATE: generated automatically • ATTACHMENTS: generated automatically
Headings: Subject Line Which is best? What’s wrong with the others? a) SUBJECT: Testing of fire alarm b) SUBJECT: Testing of Fire Alarm c) SUBJECT: The Test of the Hotel’s Fire Alarm
Body • Similar to memos – Main Point (“bottom-line statement) – Necessary Details – Statement or Request
Signature Group Basil Fawlty Hotel Manager Fawlty Towers Hotel 13 Main Street, Torquay 555 -398 -0966 bfawlty@fawltytowers. com www. fawltytowers. com Name Position Business Organization Physical Location Phone Number Email Address Website
How and why is this different?
Keeping it Neutral/Informal • Most business email should be neutral or informal. • In some cases, formality is desired but you may want to send letter as an attachment. • Send messages meant to be printed as attachments.
Keeping it Neutral/Informal • Use conversational language NOT. . . May I take this opportunity to thank you for your kind communication of recent date. BUT. . . Thank you for writing.
Keeping it Neutral/Informal Use conversational language. NOT. . . May I take this opportunity to thank you for your kind communication of recent date. BUT. . . Thank you for writing.
Keeping it Neutral/Informal Use conversational language. NOT. . . We are in receipt of your letter. BUT. . . We have received your letter.
Keeping it Neutral/Informal Use conversational language. NOT. . . We are in receipt of your letter. BUT. . . We have received your letter.
Keeping it Neutral/Informal Use conversational language. NOT. . . We are in receipt of your letter. BUT. . . We have received your letter.
Keeping it Neutral/Informal Use conversational language. NOT. . . We are in receipt of your letter. BUT. . . We have received your letter.
Keeping it Neutral/Informal Focus on the reader. NOT. . . I want to use my computer knowledge in this job. BUT. . . Your company will benefit from my knowledge of computers.
Keeping it Neutral/Informal Focus on the reader. NOT. . . I want to use my computer knowledge in this job. BUT. . . Your company will benefit from my knowledge of computers.
Keeping it Neutral/Informal Focus on the reader. NOT. . . Our store is open until 10 every night. BUT. . . You can shop until 10 every night.
Keeping it Neutral/Informal Focus on the reader. NOT. . . Our store is open until 10 every night. BUT. . . You can shop until 10 every night.
Keeping it Neutral/Informal Use more active than passive. NOT. . . We are happy to announce that a new chef has been hired. BUT. . . We are happy to announce that we have hired a new chef.
Keeping it Neutral/Informal Use more active than passive. NOT. . . We are happy to announce that a new chef has been hired. BUT. . . We are happy to announce that we have hired a new chef.
Keeping it Neutral/Informal To form the passive. Start with the OBJECT (the recipient of the action) “We hired a manager. ” becomes “A manager. . . ”
Keeping it Neutral/Informal To form the passive. Add the verb “TO BE” (in the right tense) “We hired a manager. ” becomes “A manager was. . . ”
Keeping it Neutral/Informal To form the passive. Add the PAST PARTICIPLE (what comes after “I have. . . ”) “We hired a manager. ” becomes “A manager was hired. ”
Keeping it Neutral/Informal To form the passive. We fired him. We have fired him. He was stealing things. We are investigating it. We will find a new manager.
Keeping it Neutral/Informal To form the passive. We fired him. We have fired him. He was stealing things. We are investigating it. We will find a new manager. He was fired. He has been fired. Things were being stolen It is being investigated. A new manager will be found.
Keeping it Neutral/Informal Write sentences to be changed to. . . conversational language We are in receipt of your letter. . a reader focus Our store is open until 10 every night. . active A manager was hired.
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