1. Writing Business Emails

2. Genre Analysis

3. Headings originated from memos follows memo format
varies according to program
FROM:
TO:
CC:
BCC:
DATE:
ATTACHMENTS:

4. Headings FROM: generated automatically
TO: put in principal receiver’s
CC: (Carbon Copy) put other receivers here. No limit.
BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge
DATE: generated automatically
ATTACHMENTS: generated automatically

5. Headings FROM: generated automatically
TO: put in principal receiver’s
CC: (Carbon Copy) put other receivers here. No limit.
BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge
DATE: generated automatically
ATTACHMENTS: generated automatically

6. Headings FROM: generated automatically
TO: put in principal receiver’s
CC: (Carbon Copy) put other receivers here. No limit.
BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge
DATE: generated automatically
ATTACHMENTS: generated automatically

7. Headings FROM: generated automatically
TO: put in principal receiver’s
CC: (Carbon Copy) put other receivers here. No limit.
BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge
DATE: generated automatically
ATTACHMENTS: generated automatically

8. Headings FROM: generated automatically
TO: put in principal receiver’s
CC: (Carbon Copy) put other receivers here. No limit.
BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge
DATE: generated automatically
ATTACHMENTS: generated automatically

9. Headings FROM: generated automatically
TO: put in principal receiver’s
CC: (Carbon Copy) put other receivers here. No limit.
BCC: (Blind Carbon Copy) use to protect privacy of receivers or when sending a copy to a superior without receiver’s knowledge
DATE: generated automatically
ATTACHMENTS: generated automatically

10. Headings: Subject Line
Which is best? What’s wrong with the others?
SUBJECT: Testing of fire alarm
SUBJECT: Testing of Fire Alarm
SUBJECT: The Test of the Hotel’s Fire Alarm

11. Body Similar to memos Main Point (“bottom-line statement)
Necessary Details
Statement or Request

12. Signature Group
Basil Fawlty Name Hotel Manager Position Fawlty Towers Hotel Business Organization 13 Main Street, Torquay Physical Location Phone Number Address Website

13. How and why is this different?

14. Keeping it Neutral/Informal
Most business should be neutral or informal.
In some cases, formality is desired but you may want to send letter as an attachment.
Send messages meant to be printed as attachments.

15. Keeping it Neutral/Informal
Use conversational language
NOT...
May I take this opportunity to thank you for your kind communication of recent date.
BUT...
Thank you for writing.

16. Keeping it Neutral/Informal
Use conversational language.
NOT...
May I take this opportunity to thank you for your kind communication of recent date.
BUT...
Thank you for writing.

17. Keeping it Neutral/Informal
Use conversational language.
NOT...
We are in receipt of your letter.
BUT...
We have received your letter.

18. Keeping it Neutral/Informal
Use conversational language.
NOT...
We are in receipt of your letter.
BUT...
We have received your letter.

19. Keeping it Neutral/Informal
Use conversational language.
NOT...
We are in receipt of your letter.
BUT...
We have received your letter.

20. Keeping it Neutral/Informal
Use conversational language.
NOT...
We are in receipt of your letter.
BUT...
We have received your letter.

21. Keeping it Neutral/Informal
Focus on the reader.
NOT...
I want to use my computer knowledge in this job.
BUT...
Your company will benefit from my knowledge of computers.

22. Keeping it Neutral/Informal
Focus on the reader.
NOT...
I want to use my computer knowledge in this job.
BUT...
Your company will benefit from my knowledge of computers.

23. Keeping it Neutral/Informal
Focus on the reader.
NOT...
Our store is open until 10 every night.
BUT...
You can shop until 10 every night.

24. Keeping it Neutral/Informal
Focus on the reader.
NOT...
Our store is open until 10 every night.
BUT...
You can shop until 10 every night.

25. Keeping it Neutral/Informal
Use more active than passive.
NOT...
We are happy to announce that a new chef has been hired.
BUT...
We are happy to announce that we have hired a new chef .

26. Keeping it Neutral/Informal
Use more active than passive.
NOT...
We are happy to announce that a new chef has been hired.
BUT...
We are happy to announce that we have hired a new chef .

27. Keeping it Neutral/Informal
To form the passive.
Start with the OBJECT (the recipient of the action)
“We hired a manager.” becomes
“A manager...”

28. Keeping it Neutral/Informal
To form the passive.
Add the verb “TO BE” (in the right tense)
“We hired a manager.” becomes
“A manager was...”

29. Keeping it Neutral/Informal
To form the passive.
Add the PAST PARTICIPLE (what comes after “I have...”)
“We hired a manager.” becomes
“A manager was hired.”

30. Keeping it Neutral/Informal
To form the passive.
We fired him.
We have fired him.
He was stealing things.
We are investigating it.
We will find a new manager. 30

31. Keeping it Neutral/Informal
To form the passive.
We fired him. He was fired.
We have fired him. He has been fired.
He was stealing things. Things were being stolen
We are investigating it. It is being investigated.
We will find a new manager. A new manager will be found. 31

32. Keeping it Neutral/Informal
Write sentences to be changed to...
...conversational language
We are in receipt of your letter.
...a reader focus
Our store is open until 10 every night.
...active
A manager was hired.