1. FORMAL EMAILS Who, When and How

2. 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.

3. When?
Concern
Request
Documentation

4. 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.

5. 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.

6. 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 address or sent to 123 Sesame Street, Indianapolis, IN
6. End Politely
Thank you for your time and attention. I want to do well in the class.
Thank you for considering my request.

7. 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

8. 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

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