Business Email

Basic Components “From” Subject line Opening/greeting Body Closing and Signature

“From” Present yourself in a professional way Practical Neutral Easy to write Neutral No need to indicate your personal beliefs (political, religious, etc.) Childish, cute, suggestive sweetbabygirl@mail.com iLOVEjesus@email.com Boy from Ipanema (username) khfuyweodfjoiwure@gmail.com 873586574923098@yahoo.com ???

Basic Components “From” Subject line Opening/greeting Body Closing and Signature

Subject Line Short and clear language Topic of email Tell the reader what the email is about Don’t use punctuation marks or symbols Examples: Subject: Lunch meeting Subject: Job interview

Basic Components “From” Subject line Opening/greeting Body Closing and Signature

Opening/Greeting Start your message with a greeting Dear ___ , Teacher!! Less formal Hi / Hello Formal emails – include recipient’s name Mr. / Ms. / Dr. / Prof. + (surname) CHECK THE SPELLING If you don’t know their name, use their title

Opening/Greeting Example: John Doe (first name surname) Dear John, Dear Mr. Doe, Dear Professor, Dear Professor Doe, Note: It is becoming common to omit “Dear” Teacher,

Basic Components “From” Subject line Opening/greeting Body Closing and Signature

Body No fancy font style Calibri Arial Times New Roman Use short, clear, focused paragraphs Be clear and concise Maintain a professional tone Don’t use informal abbreviations (LOL, plz, etc.) Don’t use bad words Pointless comments or jokes can be easily misunderstood Say what the email is about, even if you are only sending an attachment PROOFREAD Check spelling and other mistakes

Body Use: Block format This is a block format. One block is one paragraph. Each block/paragraph is separated by a space. Each block/paragraph has one main point, so it’s easy to understand the email. A block format makes the email look organized and it is easier to read.

Basic Components “From” Subject line Opening/greeting Body Closing and Signature

Closing and Signature Polite, appropriate ending Sincerely, Regards, Kind regards, Warm regards, Some company email provide a signature block

Let me know if that will work with your schedules. This is how a typical email should look Subject: Meeting with VP on Monday Tuesday, June 23, 2009 9:20 PM From: "Lorne Hwang" <lorne-----@mail.com> To: "Peadar Callaghan”, “Shane Coates” Hi guys,   I just spoke with the VP and he would really like to meet with you both on Monday at 11:00am, followed by lunch. Let me know if that will work with your schedules. Regards, Lorne

Subject: Business writing Date: Wednesday, April 12, 2009 4:45 PM From: ------------------ To: Shane-----@gmail.com In the attachment

Can you make this more professional? You didn’t install the new data management software properly, so we can’t upload any new information. We want you to fix it a.s.a.p.! There seems to be a problem with the new data management software. We are unable to upload any new information.   Could you take another look at it as soon as possible? Thanks.

Can you make this more professional? You didn’t install the new data management software properly, so we can’t upload any new information. We want you to fix it a.s.a.p.! There seems to be a problem with the new data management software. We are unable to upload any new information.   Would you mind fixing it at your earliest convenience? Thank you.

Subject: Shane Coates Date: 2011/3/7 From: To: ----------------@--------.com ORIGINAL To professor shane. unfortunetley, i have a problem with accessing to the website. but i cannot access to the website. in this problem, i can't do preparation for coming class. i'm sure that i entered right username and password - my email address and pw : knu123 what you told me to enter. here are my e-mail which can be use for access ID and my cell phone number. ---------------------@hotmail.com phone# : 010------------------------------. i look forward to hearing from you in this regard at your earliest convenience. bye.

REVISED -------BODY------- Greeting Professor Coates, Subject: Problem accessing class website Date: 2011/3/7 From: -------------- --------------@hotmail.com To: ----------------@--------.com REVISED Greeting Professor Coates, My name is ------------------------------, I am a student in your Business communication & Writing Class. I’m having trouble accessing the website (www.knuglobal.com). I entered the right username and password but I cannot open the website, and as a result I can’t complete my homework. Could you please check to see if there is something wrong with my account? My e-mail ID is ---------------------@hotmail.com; and my cell phone number is : 010------------------------------. Thanks for your help. I look forward to hearing from you. Regards, <<name>> -------BODY------- Personal Introduction Concern Request Closing Signature

REVISED -------BODY------- Professor Coates, Greeting Subject: Problem accessing class website Date: 2011/3/7 From: -------------- --------------@hotmail.com To: ----------------@--------.com REVISED Greeting Professor Coates, My name is ------------------------------, I am a student in your Business communication & Writing Class. I’m having trouble accessing the website (www.knuglobal.com). I entered the right username and password but I cannot open the website, and as a result I can’t complete my homework. Could you please check to see if there is something wrong with my account? Thanks for your help. I look forward to hearing from you. Regards, <<name>> ---------------------@hotmail.com 010------------------------------ -------BODY------- Personal Introduction Concern Request Closing Signature block

Remember: When designing your email… Each important point in your email needs to be clearly explained Be brief and to the point (be clear in your writing) Each point or issue should be written separately (one paragraph for each issue) Don’t include a lot of unnecessary comments or information Proofread (spelling, capitalization, etc.)