Scribd Logo
Upload

Welcome to Scribd!

  • 3 views

    #Emailing

    Uploaded by

    natalabondarcuk111

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd

    #Emailing

    Uploaded by

    natalabondarcuk111
    3 views49 pages

    Copyright

    © © All Rights Reserved

    Available Formats

    PPTX, PDF, TXT or read online from Scribd

    Did you find this document useful?

    Is this content inappropriate?

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    3 views49 pages

    #Emailing

    Uploaded by

    natalabondarcuk111

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    You are on page 1of 49

    IT Emailing

    1. The basics: types of emails


    2. Formality: politeness
    3. Structure: subject line, salutation,
    signing off, grammar, cliche phrases
    4. Common mistakes
    5. Acronyms and abbreviations
    6. Netiquette
    7. Email examples
    8. Response to your requests
    Types of Letters

    1. Cover letter
    2. Acceptance letter
    3. Rejection letter
    4. Letter requesting Information
    5. Letter sending Information
    6. Follow-up letter
    7. Thank you letter
    Same Day Email

    You are on top of things

    You are fast and it’s great!

    What the senders had to say matters to


    you. You gave them a feeling of
    importance. Powerful.
    Styles of an Email

    Formal

    Informal

    Semi-formal
    Formal Email Informal Email Semi-formal
    Be polite and kind Close to spoken Clear, up-to-the-
    Choose your words language point, simple
    properly Simple phrases Contractions, direct
    Use long sentences and Minimum polite address, phrasal
    cliche phrases collocations verbs

    NO acronyms or Emotions, jokes are Short sentences


    abbreviations possible Use for everyday
    NO emotional phrases Contractions are business
    used communication
    Phrasal verbs (!)
    Passive Voice Use for writing to
    friends or close
    Conditionals
    associates
    Use for specific situations
    uses descriptive
    (complaints, requests,
    words
    Compare formal vs semi-formal

    The meeting is scheduled Required meeting—Dec 5,


    for December 5th at 9:30 9:30 a.m. Updates needed.
    a.m. All employees must
    See you there. :)
    attend. Your project
    updates are needed.
    Things to avoid in your work email

    Colloquial words: «wanna» (want to), Y’all (You all)

    Contractions: Can’t, Didn’t, Haven’t

    Clichés: I will have email you the report in a jiffy. Vs. I will email you
    the report as soon as possible.

    Abbreviated words: ASAP, lol, P.S

    Imperative words or sentences: Stop, Do this, Go ahead


    When Should I Get More Formal?
    Is it a quick response?
    Are you asking for something?
    Are you pitching an idea?
    Formal or Semi-formal Recipient
    Your boss or supervisor

    When responding to a work inquiry

    Co-workers
    Informal Recipient
    Friends

    Family
    The Use of Emoticons

    )
    ))
    ))))
    Structure
    The 3-Bullet Email

    Why are you writing?

    Give details

    What do you want?


    Professional Email Structure

    Subject line

    Salutation

    Body text

    Signature
    Subject Line

    Make the subject line clear, concise, and meaningful.

    It should summarize, not describe.

    Avoids one-word descriptions (e.g., Important, Help, or Urgent).

    Change the subject line if it is vague, messy, or not related to the message.

    Use email subject line acronyms as a way to standardize Subject Lines and
    provide key information such as purpose and urgency.

    For short messages, use subject line only message ending with “EOM”
    (shorthand for "end-of-message").
    Bad Subject Line:
    «Re: Re: Re: Need to talk about change»

    Good Subject Line:


    «Important: Project Orion Timeline Acceleration»
    Formal Email Salutation and Signing off

    Opening Closing

    Dear Sir/Madam, Yours faithfully, (UK)

    Dear Sir or Madam, Sincerely, (US)

    Dear Mr. Thomas, Regards,

    Dear Dr. Thomas, Yours sincerely, (UK)

    Dear Ms. Smith, Sincerely, (US)


    What do you know about female titles?

    1. Mrs 1. Married lady


    2. Miss 2. Not married young lady
    3. Ms 3. Lady in business
    (regardless of her marital
    status)
    Semi-formal Email or IT Emailing

    Opening Closing

    Dear John, Best regards,

    Dear Olivia, Warm regards,

    Hi John, Warmly,

    John, Thanks,

    Hi Olivia, Yours,

    Hi,
    Informal Email

    Opening Closing

    Hi, Best wishes,

    John, All the best,

    Hello, Thanks,

    J, XOXO,

    J.
    Hi, John.
    Hi, John!
    Reach out! Don’t be a stranger!
    I hope this message finds you well.

    I hope things are going great for you.

    I hope you had a great weekend and ready to get down to


    new tasks.

    I hope you are doing well.


    Body
    Use proper grammar and spelling

    And avoid slangs

    Proofread
    Good Opening Lines

    Regarding your email of 8 June, I … .

    I am writing regarding the issue …

    We/I recently wrote to you about … .

    Thank you for your email regarding … .

    In reply to your email of 8 May, … .


    Good Closing Lines

    Let me know if you have any questions.

    If you require any further information, feel free to contact me.

    I look forward to your reply/hearing from you/seeing you

    Should you need any further information, please do not hesitate to contact
    me.

    Once again, I apologise for any inconvenience.


    What’s the difference?

    I’m waiting for your reply


    vs
    I’m looking forward to your reply
    I’m looking forward to your reply.

    or

    I’m looking forward to hearing from you soon


    If you need more information, do not hesitate to
    contact me.
    Should you need any more information, please,
    do not hesitate to contact me.
    Example
    When we make a request

    more formal less formal

    I would be grateful if you could .. Could you possibly ..?

    I would appreciate (it) if you could .. Could you please ..?


    When we agree to a request

    more formal less formal

    I would be delighted to ... I will be happy to ..


    When apologising
    more formal less formal
    ddhh

    I apologise for the delay in replying. Sorry for the delay in replying.

    I apologise for the inconvenience. Sorry for the inconvenience.

    I apologise for any inconvenience Sorry for any trouble caused.


    caused.
    I am very sorry ...
    Please accept my sincere apologies.
    When giving bad news

    more formal less formal


    We regret that ... Unfortunately,

    We regret to inform you that ... I am sorry to have to tell you


    that ...
    I am afraid I must inform you of/that ...
    When complaining

    more formal less formal

    I wish to draw your attention to .. I wanted to inform you about ...

    I am writing to complain about ... I would like to complain about ...

    I am writing to express my
    dissatisfaction with ...
    Emailing Practice!
    Pick ONE topic from the list and write a In your letter:
    business letter.

    1. You can’t make it to a kick off meeting with


    a new client. Write a letter to your client. ● give the reason for writing

    2. You would like to have a day-off. Write a ● give details of the issue
    letter to your manager/customer.
    ● offer a solution
    3. Write a letter and give updates on your
    current status on the project. (What have
    you accomplished? What are you working
    Write at least 75 words.
    on? What are you planning to do?)
    Acronyms or Abbreviations
    What does «EOM» mean ? What do «1K/1M» mean? What does «CEO/CTO/CFO/CMO/CXO» mean?

    What does «ASAP» mean? What does «FYI» mean? What does «ETA» mean?

    What does «BRB» mean? What does «DIY» mean? What does «R&D» mean?

    What do «IMO» or «IMHO» mean? What does «BTW» mean? What does «TBA/TBC/TBD» mean?

    What does «JK» mean? What does «NP» mean?

    What does «TTYL» mean? What does «PFA» mean?

    What does «RSVP» mean? What does «WFH» mean?

    What does «ATTN» mean? What does «OMG» mean?

    What does«IDK» mean? What does «L8R» mean? Find more examples here.
    Cliche Phrases
    Good news We are happy/delighted/ to inform you that…
    You will be pleased to know that…
    We can/are able to /confirm that…

    Bad news/apologizing We regret to inform you that…


    We are sorry to tell you that…
    I’m afraid we didn’t manage/were not able/ to…
    I’m afraid I will not be able to….
    Unfortunately, we didn’t manage/were not able/to
    We (do) apologize/I am sorry/ for the inconvenience caused.
    Please, accept our apologies for/ this/the inconvenience caused
    I am sorry about this.

    Requests Could you please…..


    Could you send us…….. please
    I would be grateful if you sent us…..
    I would appreciate if you sent us…..
    Please let us know your (exact) requirements

    Final comments Do not hesitate to ask any questions if…


    Feel free to ask any questions if you need any further
    details/information.
    Please contact me again if…
    Cliche Phrases
    Offering help Would you like me to….
    If you wish, I/ would be happy to/ could/ send you
    Shall I send you…

    Promising action I will contact you again (shortly)


    I can assure you that….

    Attachments Please find attached


    I have attached file….
    Reminding We would like to remind you that…

    Asking for clarification I am not sure what you mean by


    Which……… do you mean?
    I don’t understand this point. Can you explain in little more detail?

    Giving clarification Sorry, what I meant was …..


    I’ll check and get back to you.
    The correct information is given below.
    Gratitude Thank you for your help
    Thank you, we appreciate your help/cooperation
    Thank you, you’ve been a lot of help
    Thank you very much I appreciate it.
    Thank you in advance for your help in this matter.
    Questions

    You might also like