Professional Correspondence Week Four
Question of the Day First name, last name, group number Name one way that social media influences your life as a student at this university.
Professional Correspondence Who? Colleagues, professors, future employers When? Did you know your emails have a time stamp? “Business days” = Mon-Fri Why? Are you emailing about a subject related to your class or job?
Subject Line A good subject line: Should be short and specific Should let the reader know what the email is going to be about http://predictablerevenue.com/blog/how-to-write-sales-email-subject-lines
Good or Bad Subject Lines? Question Question about this week’s lesson Can you reupload the powerpoint from last week because I cannot open it? Hi Hi I am writing because I need help opening the powerpoint presentation from this week and it won’t work when I try to open it Problem opening Powerpoint (no subject)
Starting out Before you go into your reasons for writing, you need a greeting Address the person by their title For example, “Dear Professor Rosenbloom,” or “Dear Doctor Benhayoun” “Dear” means “Hello” in this case. (So you do not need to write “Hello Dear Professor Rosenbloom.” Write either “Dear Professor Rosenbloom or “Hello Professor Rosenbloom”) Briefly and politely state why you are emailing
Formal Tone Your email should be a balance of formal and informal writing. What do you need? vs. Please let me know what I can do… Could you? vs. I was wondering if you could...? And... vs. In addition...
https://thesocietypages https://thesocietypages.org/socimages/2014/08/25/professors-pet-peeves/
Use proper spelling and grammar Spell everything out That means don’t use any “r” “u” or “b4” or “cuz” etc. Write in complete sentences. Please use punctuation. Emails are more formal means of communication than text messages. They should not be written the same way. Informal correspondence is OK with your friends but not with your professor/employer/boss.
Don’ts Don’t use emoticons or smiley faces. Don’t use too many exclamation points or question marks !!!!!!!!??????? Don’t write in ALL CAPS. It comes across as yelling.
Writing and Reviewing Be concise and clear. Do not write more than you need to in the email. Most professors or bosses are busy and don’t have a lot of time. Read over your email before you send it. Spell check or use a dictionary (online or print) Look for typos – they could be the only reason not to hire you!
Ending the email Always sign your name politely Use a phrase such as: Sincerely, Thank you, Regards, See you in class,
Useful Email Expressions I am writing because… I have a question about… I would appreciate if... In reference to... I’d be happy to… Attached you’ll find the homework as requested. I’ve attached the homework as requested. I look forward to hearing from you. http://learningwell2012.blogspot.com/2013/01/blog-post.html
Matching Expressions Information: 1. Please get back to me if… a. your help on this 2. I’d like to know a... b. you need any more information 3. I’d appreciate... c. little more about From Email English by Paul Emmens http://johns-reading-room.yolasite.com/resources/Email%20English.pdf
Matching Expressions (1, b) Please get back to me if you need any more information. (2, c) I’d like to know a little more about… (3, a) I’d appreciate your help on this. From Email English by Paul Emmens http://johns-reading-room.yolasite.com/resources/Email%20English.pdf
More Vocabulary Dear Chaimae, I am writing to you (1) affecting/connecting/concerning the meeting that we (2) combined/appointed/arranged for this Friday. I am afraid something urgent has come up and I will not be able to attend. Can we (3) cancel/postpone/schedule the meeting until next week? I can make any time Wednesday or Thursday. I apologize for any (4) disadvantage/inconvenience/unfortunate this may cause, and I (5) look forward/wait/anticipate to (6) know/hear/hearing from you. Best, Ms. Rosenbloom This material has been written to accompany email English, by Paul Emmerson. ISBN 1405012943 This page has been downloaded from www.businessenglishonline.net. It is photocopiable, but all copies must be complete pages. Copyright Macmillan Publishers Limited 2004.
More Vocabulary Dear Chaimae, I am writing to you (1) concerning the meeting that we (2) arranged for this Friday. I am afraid something urgent has come up and I will not be able to attend. Can we (3) postpone the meeting until next week? I can make any time Wednesday or Thursday. I apologize for any (4) inconvenience this may cause, and I (5) look forward to (6) hearing from you. Best, Ms. Rosenbloom This material has been written to accompany email English, by Paul Emmerson. ISBN 1405012943 This page has been downloaded from www.businessenglishonline.net. It is photocopiable, but all copies must be complete pages. Copyright Macmillan Publishers Limited 2004.
Respond to an Email Subj: Interest in English Department Dear Student, My name is Mohamed and I am a student interested in the English program at University Abdelmalek Essadi. I finish high school this year. I think I want to enroll in the English Department at your university but I don’t know anything about it. I was hoping you could give me some information. Do you enjoy it? What are you learning about? Would you recommend I enroll next year? Thank you so much. I look forward to hearing from you. Kind regards, Mohamed
Trade! Switch the email you just wrote with one other classmate Read over your classmate’s email Evaluate whether or not their email did well with: Subject line Greeting Formality Being clear and concise Spelling and mistakes Ending
Homework for Next Class Read Chapter 3 “How to Read and Remember” in How to Study by Ron Fry