1. Professional Correspondence Using Electronic Mail
in the Workplace
Professional Correspondence Using Electronic Mail

2. ©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.

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

4. 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?

5. 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

6. 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

7. 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

8. 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

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

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

11. 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

12. Step 1 - Begin with a greeting
Always open your with a greeting
e.g. "Dear (name goes here)”
When writing someone you don't know an 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 ), use:
"To whom it may concern" or "Dear Sir/Madam"

13. Step 1
Begin with a greeting

14. Step 2A – Thank the recipient
If you are replying to an inquiry or someone has replied to one of your s, 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 .
"I am writing to ask about…" or "I am writing in reference to…”

15. Step 2B
State your purpose

16. 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.

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

18. Step 4 – Add final remarks
It's often polite to thank the reader a second time before the end of your .
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.”

19. Step 4
Add final remarks

20. 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 ing on behalf of a company, you can also include company information below your name.

21. Step 5
End with a closing

22. Activity 3
 Order the following blocks of text from 1-5 to create a comprehensive .
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,

23. Recipient’s name: Mr. Matt Chordashian
Activity 4
Write a short 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 . He asked you if your store, Party Essentials sells blue balloons. You do sell blue balloons; they are $10 per bag of 20 balloons.

24. 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 account.
Have Partner A write and send a professional about the scenario to Partner B.
Have Partner B write a formal reply and send it to Partner A.
Reread both s as a pair and reflect. What was done well? What could have been improved?