FORMAL EMAILS Who, When and How

Who? Someone of AUTHORITY- Someone who is SUPERIOR- Someone UNKNOWN- People who are able to make a change. Someone who is SUPERIOR- People who have a higher job status/title. Someone UNKNOWN- People you’ve never met.

When? Concern Request Documentation

How? 1. Address the person formally Dear Mr. Smith Dear Gentleperson 2. Description of who you are and how you might know the person. My name is Jodi Randall. I’m in your third period class. My name is Jodi Randall. I read about your company online.

How, cont. 3. A polite request (usually a question). When you have time, will you please review my grade? Will you please send me information on volunteer opportunities with your agency? 4. Describe your concern or intent. I noticed a zero for the essay grade. I believe I turned in the assignment online. I am interested in working with children.

How, cont. 5. Resolution- usually a question. 6. End Politely Can you explain how I can change this grade? Information can be forwarded to this email address or sent to 123 Sesame Street, Indianapolis, IN 46229. 6. End Politely Thank you for your time and attention. I want to do well in the class. Thank you for considering my request.

How, cont. 8. Closing 9. STOP! Before you send . . . Sincerely, (your first and last name) 9. STOP! Before you send . . . Proofread Save as a draft, send later (“sleep on it”) Send to a friend or teacher to review

TIPS Be polite Be specific Less is more! Watch tone Follow up please & thank you Be specific Less is more! Watch tone don’t accuse or demand Follow up call, face-to-face

Let’s Practice! You will be moving Thursday and Friday before fall break. On the google doc template . . . 1. Write an email to your teacher to report your absence and request assignments. 2. Write an email to your boss report your absence and request to be rescheduled.

Email Template Teacher’s Name, My name is Sam Jones. I am in your period 1 class. When you have time will you review my grade? I noticed a zero for the XYZ assignment. I believe I turned in that assignment online. Can you explain how I can change that grade? Thank you for your time and attention. I want to do well in your class. Sam Jones