1. Business

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

3. “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
Boy from Ipanema (username)
???

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

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

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

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

8. 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,

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

10. 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 is about, even if you are only sending an attachment
PROOFREAD
Check spelling and other mistakes

11. 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 .
A block format makes the look organized and it is easier to read.

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

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

15. Let me know if that will work with your schedules.
This is how a typical should look
Subject: Meeting with VP on Monday
Tuesday, June 23, :20 PM
From: "Lorne Hwang"
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

16. Subject: Business writing Date: Wednesday, April 12, :45 PM From: To:
In the attachment

17. 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.

18. 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.

19. Subject: Shane Coates
Date: 2011/3/7
From:
To:
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 address and pw : knu123 what you told me to enter. here are my which can be use for access ID and my cell phone number. phone# : i look forward to hearing from you in this regard at your earliest convenience.
bye.

20. REVISED -------BODY------- Greeting Professor Coates,
Subject: Problem accessing class website
Date: 2011/3/7
From:
To:
REVISED
Greeting
Professor Coates,
My name is , I am a student in your Business communication & Writing Class.
I’m having trouble accessing the website ( 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 ID is and my cell phone number is :
Thanks for your help. I look forward to hearing from you.
Regards,
<<name>>
BODY
Personal Introduction
Concern
Request
Closing
Signature

21. REVISED -------BODY------- Professor Coates, Greeting
Subject: Problem accessing class website
Date: 2011/3/7
From:
To:
REVISED
Greeting
Professor Coates,
My name is , I am a student in your Business communication & Writing Class.
I’m having trouble accessing the website ( 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>>
BODY
Personal Introduction
Concern
Request
Closing
Signature block

22. Remember: When designing your email…
Each important point in your 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.)