Kulthorn Kirby Compressors Kulthorn Kirby Compressors

Introduction to Introduction to Business Writing: Business Writing: Effective Business Effective Business

EmailsEmails

Kulthorn Kirby Compressors Kulthorn Kirby Compressors

Introduction to Introduction to Business Writing: Business Writing: Effective Business Effective Business

EmailsEmails

Before writing Before writing an emailan email

Make a plan!

Purpose - Think about the reason for the email,

Target Audience - Think about the person who will read the email and how you want him or her to react.

Brain Storming - Make an outline or list of the main points and details you want to include in the email.

Accuracy - Double check any facts, dates, times, or other specific details that will be included in the email.

Things to consider when doing Things to consider when doing business correspondencebusiness correspondence

Who are you writing to and what is your relationship with the person?

If the person you are writing to is in a higher position than you, your email should use more formal language than if the person is a ‘colleague’.

If you have never met the person receiving your email before, you should use formal language in the first email to him or her.

Once you have sent the first email and received a reply, you can choose to continue using formal language or choose to use less formal language in future emails.

What is the situation?What is the situation?

Think about the reason you are sending the email and decide if formal or informal language is better.

If you are requesting a service or asking a favor, you should use formal language.

If you are making a complaint, you should use strong words to express your dissatisfaction or problem but you must be polite. Example: Using ‘problem’ or ‘issue’ in text.

If you are introducing yourself, you should use formal language but you use words that let your personality show through as well. Tell your position or responsibility in email.

What do you want to What do you want to accomplish?accomplish?

Think about the reason for writing the email and what you want the person who receives the email to do with it. – ‘Target Audience’

If you want the receiver to do something for you, make it clear and polite. Tell the receiver exactly what action you want done.

Tell the receiver if no action needs to be taken.

If you want the receiver to respond by a certain date, write the response date. However, do not make demands!

If you are negotiating or rearranging a meeting, write your requests or available times clearly.

Some things to remember when writing business emails

Get right to the point - K.I.S.SGet right to the point - K.I.S.S..

Don’t use unnecessary words and phrases that distract from the main idea of the email or may confuse the reader.

Do not use ‘jargon’.The person reading your email does not have a lot of time to read your email so you must make it as direct as possible.

Make the reason for writing the email clear at the beginning and only add details that are directly related to the topic of the email.

Remember to ‘K.I.S.S.’ – Keep it Simple and Short

Use simple sentencesUse simple sentencesAvoiding difficult or complex sentence structures will help you avoid grammar mistakes. Keep sentences to one connector with 15- 20 words per sentence.

Simple sentences will make the email easier for your reader to understand, especially if the person reading the email is not a native English speaker.

Try to keep paragraphs short. Three sentences with one connector is a good rule to use. More than 5 sentences in a paragraph probably means you have left the main idea or topic.

Pay attention to word Pay attention to word choicechoice

Remember that writing, is a form of indirect communication. Unlike having a conversation with someone, you do not have a chance to clarify yourself by restating your ideas or use nonverbal cues to make your meaning clear.

You have to make sure your reader understands what you want to say and gets the right “message” the first time.

K.I.S.S.! – Keep it Short and Simple!

Use words that are specifically related to the topic but define any words or phrases that you think the reader might not be familiar with, especially words that are specific to a certain type of job, field of study or product. Try not to use ‘jargon’.

Think about how the email might be perceived by the reader. Are there any words or phrases that may make the tone seem angry, flippant or disrespectful? If you are angry, wait and write after taking a deep breath!

Avoid trying to make a joke or say something funny in an email. Sometimes what you think is funny might be misunderstood by the reader and create a bad relationship. Humor normally does not work across cultures.

The subject of the The subject of the emailemail

Always write the subject of the email on the subject line. Use 3-5 words only!

Remember that business people often receive hundreds of emails every day. If you don’t write the subject in the subject line the person receiving the email might think it is SPAM or junk email and delete the message. If the subject isn’t clear they might delete the email as well, so make sure the subject is direct and clear!

How to write an email How to write an email to solve a problem.to solve a problem.

Email Subject Examples:Email Subject Examples:1. Plant Production Problem1. Plant Production Problem2. Thai plant production2. Thai plant production3. Part supplier strike3. Part supplier strike4. Production delay due to strike4. Production delay due to strike5. Chinese plant riots5. Chinese plant riots6. Supplier production problems6. Supplier production problems

The four parts of a business The four parts of a business emailemail

The Opening Explain to the reader why you are writing. Refer to a past event, email, person or meeting.

The Focus Tell the detail about the topic. Start withthe most important first.

The Action Detail what you want to happen and give a time frame.

The Closing Thank the reader and mention future communication.

P.S.AP.S.A

The OpeningThe Opening

Be polite Explain to the reader why you are writing. Refer to a past event, email, person or meeting.

Be brief Tell the detail about the topic. Start withthe most important first.

Be short Detail what you want to happen and give a time frame.

The OpeningThe Opening

Dear Mr. Smith,Thank you for your support and help with our previous shipment to Kulthorn Kirby in Ladkrabang, Thailand but unfortunately a similar situation has arisen that requires your assistance. (31 words)

The FocusThe Focus

Issue/Focus/Problem:

It seems that Hong Kong Customs has once again delayed the parts shipment sent on Thai Airways flight TG931 on Tuesday the 3rd of June, 2015.

The ActionThe Action - Not strong - Not strongRequest/Action:

We would like to request inquires be made about the delay and see if the crate can be cleared through customs from your end as our department’s Chinese skills are very limited.

The Action – StrongThe Action – Strong++

Request/Action: (STRONG!-Uses personal pronouns and is usually not good..)

I would like to request you make inquires about your delay and see if you can clear the crate through customs from your end as my department’s Chinese skills are very limited.

The ClosingThe ClosingI know you are very busy these days and sincerely appreciate your efforts in these matters. If there is any further help or clarification you need from our end here in Thailand, please do not hesitate to contact me or my team,

Best regards,Mr. Charlie

Common E-mail Expressions

Common Expressions Video – Web Link

1. Please find the attached invoice. (quote, memo, photo, diagram, etc.

2. I have forwarded your email to our operations department. (engineering group, purchasing, etc.)

3. I've cc'd/cc'ed/copied _________ your email to my supervisor. cc=carbon copy bcc-blind carbon copy

4. If you have any questions, please don't hesitate to contact me.

ถ้�าคุ�ณมี�ปัญหาอะไรสงส�ยหร�อคุ�าถ้ามีอะไร อย�าลั�งเลัที่��จะ ติ�ดติ�อ (โที่รหา) ฉั�นได�เลัย

Common E-mail Expressions

Useful email expressions –

Very detailed Web Link

1. Please find the attached invoice. (quote, memo, photo, diagram, etc.

2. I have forwarded your email to our operations department. (engineering group, purchasing, etc.)

3. I've cc'd/cc'ed/copied _________ your email to my supervisor. cc=carbon copy bcc-blind carbon copy

4. If you have any questions, please don't hesitate to contact me.

ถ้�าคุ�ณมี�ปัญหาอะไรสงส�ยหร�อคุ�าถ้ามีอะไร อย�าลั�งเลัที่��จะ ติ�ดติ�อ (โที่รหา) ฉั�นได�เลัย

ESL Business Writing VideoEmail Tune-up 01

Web Link – Local Link

Term Definitions

Brain Storming

Term Definitions

Target Audience

Introduction to Introduction to Business Writing: Business Writing:

Effective Business EmailsEffective Business EmailsPrepared by Ajarn CharliePrepared by Ajarn Charlie

June 2015June 2015

Introduction to Introduction to Business Writing: Business Writing:

Effective Business EmailsEffective Business EmailsPrepared by Ajarn CharliePrepared by Ajarn Charlie

June 2015June 2015