Professional Correspondence Using Electronic Mail Email in the Workplace Professional Correspondence Using Electronic Mail

©2016 Laubach Literacy Ontario This Employment Ontario project is funded in part by the Government of Canada and the Government of Ontario and through the Canada Ontario Job Fund Agreement.

In this section you will… Identify the differences between a professional email and a personal email Learn and apply the five steps to writing an effective formal email

What makes a professional email? Manner of address How are you referring to the reader? How does the reader refer to you? Tone How does the message make you feel? How will the reader feel reading your message? Content What information does the message contain? Grammar/Spelling/Slang Is the message written with care?

Manner of Address Professional the reader is referred to by their proper title e.g. Mrs. Johnson, Ms. Mary Johnson Personal the reader and writer are on a first name basis nicknames may also be used e.g. Mary, M

Tone Professional the message is written in a respectful/neutral tone nothing is said that could be offensive to the reader in any way Personal the message may portray a tone of excitement, anger, frustration, etc. the reader could be offended by what is said

Content Professional the contents of the message are entirely work-related Personal the message may make reference to non work-related topics this may include personal opinions or events outside the workplace

Grammar/Spelling/Slang Professional the message is written in proper English there are no spelling or grammar mistakes Personal the message may contain slang the doesn't follow proper writing conventions message

Activity 1 Email #1 Email #2  Identify the differences between the two emails below. Email #1 Email #2

Proofread the email below Proofread the email below. Underline spelling and grammar mistakes, circle any slang words, and make suggestions on how the email could be better written. Activity 2

to Writing a Professional Email 5 Steps Begin with a greeting Thank the recipient OR State your purpose Write the main body of your message Add final remarks End with a closing

Step 1 - Begin with a greeting Always open your email with a greeting e.g. "Dear (name goes here)” When writing someone you don't know an email for the first time, address the person by their full name with an appropriate title. e.g. “Ms. Harris” If you do not know whom you are writing to (i.e. you're writing to a company's public email), use: "To whom it may concern" or "Dear Sir/Madam"

Step 1 Begin with a greeting

Step 2A – Thank the recipient If you are replying to an inquiry or someone has replied to one of your emails, begin with a line of thanks e.g. "Thank you for contacting Company X" or "Thank you for your prompt reply” Thanking the reader always makes you seem more polite. Step 2B – State your purpose If you are initiating the correspondence, it may not be possible to include a line of thanks. If this is the case, begin instead by stating your purpose for writing the email. "I am writing to ask about…" or "I am writing in reference to…”

Step 2B State your purpose

Step 3 – Write the main body of your message One of the most common mistakes people make is disregarding the 2 previous steps, and jumping into the delivery of your main message. Keep your sentences short and clear. Remember to pay attention to grammar and spelling.

Write the main body of your message Step 3 Write the main body of your message

Step 4 – Add final remarks It's often polite to thank the reader a second time before the end of your email. Start with a thank-you such as: "Thank you for your cooperation” Complete your closing remarks by adding another line, with something such as: "I look forward to hearing from you” or “If you have any other questions or concerns, don’t hesitate to contact me.”

Step 4 Add final remarks

Step 5 – End with a closing Include an appropriate closing with your name e.g. "Best regards" or "Sincerely” Avoid using informal closings such as: "Best wishes" or "Your friend” Use your full name at the bottom of your message. If you are emailing on behalf of a company, you can also include company information below your name.

Step 5 End with a closing

Activity 3  Order the following blocks of text from 1-5 to create a comprehensive email. I would like to order 10 boxes of 24 lollipops. If you could send me a quote, including the costs of shipping and handling, that would be greatly appreciated.  Best Regards,   Ellen Downdy Owner/Co-Founder Sweet Treats Thank-you for your time. I look forward to conducting business with you. I am writing to ask about purchasing lollipops in bulk for resale at my candy store.  Dear Mr. Wonka,

Recipient’s name: Mr. Matt Chordashian Activity 4 Write a short email based on the following scenario by filling in the template in your workbook. Situation Recipient’s name: Mr. Matt Chordashian You are replying to Matt’s email. He asked you if your store, Party Essentials sells blue balloons. You do sell blue balloons; they are $10 per bag of 20 balloons.

Activity 5 - Split into pairs. Technology Application Split into pairs. In your pairs make up a scenario similar to the one in Activity 4. Log into your email account. Have Partner A write and send a professional email about the scenario to Partner B. Have Partner B write a formal reply and send it to Partner A. Reread both emails as a pair and reflect. What was done well? What could have been improved?