WRD 202X
lance5600
ExternalCorrespondencePacketLettersandEmails-SV.pptxExternal Correspondence
Letters and Emails
1. Letters are more ________ than any other type of business communication.
a. informal
b. widely used
c. unexpected
d. formal
2. You should ________ within each paragraph of a letter and ________ between paragraphs.
a. double-space, also double-space
b. single-space, double-space
c. double-space, single-space
d. single-space, also single-space
3. What are the main parts of the letter?
4. Which is the best subject line for an email?
a. "Reminder: December 16 Deadline for Travel Expense Reports"
b. "December 16 Deadline"
c. "Deadline"
d. "Please Do Not Forget the Deadline"
5. What are some guidelines for using emails on the job (more than one)?
Practice
With a partner, write a brief business letter to the president of DePaul University, stressing the need for more parking spaces.
What do we need to do first??
Letters: Overview
Letters are brief messages sent to recipients that are often outside the organization (Bovee, C., & Thill, J., 2010). They are often printed on letterhead paper, and represent the business or organization in one or two pages.
While e-mail and text messages may be used more frequently today, the effective business letter remains a common form of written communication. It can serve to introduce you to a potential employer, announce a product or service, or even serve to communicate feelings and emotions.
Letters: Overview
All writing assignments have expectations in terms of language and format. The audience or reader may have their own idea of what constitutes a specific type of letter, and your organization may have its own format and requirements.
Always consider: audience and purpose
Letters: Essential Components
Writer’s address
Date
Inside address (reader’s address)
Salutation
Letter body
Complimentary close
Signed name
Typed name
Letter Formats
Type all information at the left margin—no indentations.
Salutation.
Include a subject line (optional).
Complimentary close (optional).
Elements of a Letter Explained
Elements of a Letter Explained
We will not include these parts into our letters.
But all companies include these parts into their letters.
Emails: Overview
Letters are external correspondence; memos are internal correspondence. E-mail (electronic mail), in contrast, can be both internal and/or external. Employees can e-mail each other within a company and/or e-mail vendors, clients, and colleagues outside a company.
Emails: Overview
As Diane Stafford, editorialist for the Kansas City Star, says, “One could argue that the casual nature of instant messaging has created a different mind-set among young e-mail users. Perhaps the medium dictates the style, and [students] don’t think it requires the same attention as, say, a school essay. But for business e-mail, those errors create the wrong image, making employees and companies look unprofessional” (C1: May 2, 2002).
Email Basics
Knowing your audience
Every time you write something you should have a particular reader or audience in mind. You must adapt the content, tone and language of your email to the situation (context) and intended audience of your communication. This does not only apply to email, but to all communication.
Email Basics
To:
Cc/Bcc:
Subject
Content
Attachments
Signature
Email: Subject
Email: Content
Before typing the email, ask yourself:
1. Why am I writing this?
2. What exactly do I want the result of the message to be?
Check your grammar
Be efficient- emails that get to the point are much more effective
Re-read the email before you send it
Try to keep the email brief
Email: Helpful Tips
ALL CAPS IS CONSIDERED SHOUTING
So is over punctuating!!!!!!
Not using capitalization or punctuation makes emails hard to read
Don't use text messaging abbreviations they r confusing 2 ur readers
Avoid emoticons
Edit and revise the following flawed e-mail message between coworkers regarding work-related issues. Keep in mind the techniques for writing effective e-mail. You may invent additional details you consider necessary to improve the e-mail.
International Business Correspondence
www.international-business-etiquette.co
Discusses various cultures and cultural norms
Networking Email: Elements
(1)Your first few sentences need to compel the person to read on. To introduce yourself, provide relevant information that connects you to the person and their career field. Such information may include: your interests (career, personal, or academic), a person you know in common, your Hamilton connection, etc. For example, you might say that you became interested in their career field as a result of a specific course or extra-curricular activity.
“As a result of economics courses I’ve taken at Hamilton, I’ve become interested in “microfinancing”. I’d like to explore how I could use that interest within a nonprofit organization.” Don’t start off by saying "My name is..." because it’s not necessary - they'll see your signature at the end of the letter.
(2) Explain your motivation for contacting them - what you want to accomplish by speaking with them. Communicate to them what you already know about their career field or organization and what kind of information you are seeking. While it may feel more comfortable to ask generally for “any help you can provide,” don’t be vague about what you need. This puts too much pressure on the reader to figure out what you want.
Networking Email: Elements
(3) Request either a face-to-face meeting or a scheduled phone conversation to conduct your informational interview. Give specifics about your availability - days or times of the week that you are generally available (during business hours). If no dates are provided, the reader is more likely to put the email/letter aside.
(4) Mention that you are attaching a copy of your resume so that the contact can get a sense of your background. Once you have drafted an email/letter, review it by putting yourself in the shoes of the reader; imagine how you would respond. If you don’t feel compelled to reply, then you need to rewrite.
Sample Networking Email
