1. E-mail Writing Workshop SEAMEO May 31st 2012
Presented by
Kaan Ustun

2. Workshop Outline Introduction
What is an ? What is a Business Letter?
Needs and Goals of an
Common idioms, expressions and language usage in s
Examples & Exercises
Questions & Answers
Conclusion

3. Introduction Full Name Area of Business Writing
One concern in Business Writing – Communication – Memos – Friendly Mails
Types of s
Writing Process:
Planning
Drafting
Reviewing
Editing

4. What is an E-mail? What is a Business Letter?
An is…? A Business is…?
What do you know? What is your experience?
What are the most important aspect of writing for you?
Communication of message
Structure:
Where
Exhortation to the reader
Sign off
Information

5. Needs and goals of an E-mail
Why write an ?
Who writes an ?
When do we write an ?
Group work, questions and answers.
Other ideas: Brainstorming, organizing ideas, drafting, actual writing, proofreading, editing.

6. Stages to write an e-mail
Stage 1: Choose a topic (Tourism, business,…)
Stage 2: Information gathering
Stage 3: Planning (Inclusion, conclusion)
Stage 4: Draft
Stage 5: Checking effectiveness, correctness and mistakes
Stage 6: Final
(Harmer, 2007, p.117)
If not sure Feedback from someone

7. Common idioms, expressions, and language usage in English
Letter writing
Chapter I : The layout
Chapter II: Enquiries and replies
Chapter III: Quotations and orders
Chapter IV: Complaints and replies
Annexe
Exercises
( Beatrice Gay 23, Letter Writing script document)

8. Examples & Exercises
Group work

9. Conclusion
1. Requesting Make sure your tone is appropriate for your reader. Consider your relationship: are you asking for something from a friend, your boss or your direct report? Every relationship will require a different tone. Always be polite and follow up gently.
It’s best to ask for one thing, or several things related to that one thing. Keep your focus clear. If you are requesting several unrelated things, write separate s.
Make sure your request stands out. Put it up front—don’t bury it at the end of your message. Be direct and respectful.
2. Responding Put your response up front, even if it’s bad news. If you are embedding several responses, use a different colour. If the will be printed and filed, the colour won’t show up, so use a different font.
If you need time to respond, let the reader know. Use an out-of-office auto responder if you are away for a day or more.
3. Informing is ideal for sharing information. To let your reader know it’s just information and there’s no need to act, use an FYI in the subject line. Being cc’d in an similarly means you need to know about but not act upon the message.

10. Conclusion ( Zakir Hossain, M.A.)
4. Thanking It’s polite to thank someone who does something for you, and it’s nice to be thanked. However, beware of never-ending thank you/you’re welcome chains. Make sure your reader wants to be thanked. Some don’t! If you don’t want your inbox cluttered up with thank you’s, use NRN (no response necessary) in your subject line. And remember to let people know what it means the first few times you use it.
5. Apologizing If you’re apologizing for a big blunder, maybe isn’t the best medium. Pick up the phone, or pay a visit instead.
6. Connecting This is one thing excels at. The best s have a friendly tone and use the beginnings and endings to make a personal connection.
( Zakir Hossain, M.A.)