4-0 letters, faxes, and emails letters, faxes, and emails
TRANSCRIPT
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Letters, Faxes, and Letters, Faxes, and EmailsEmails
Letters, Faxes, and Letters, Faxes, and EmailsEmails
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Discussion QuestionsDiscussion Questions
1. Do you like writing? Why or why not?
2. Which is more difficult? Writing in English or in Arabic/French? Why?
3. Which difficulties do you usually face when writing?
4. What do good writers do to compose well-written correspondence?
5. What would you like me do this semester to help you improve your business writing?
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Lesson ObjectivesLesson Objectives Lesson ObjectivesLesson Objectives
To learn how to write professionalTo learn how to write professional Emails Emails Business lettersBusiness letters FaxesFaxes
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Send me an email in which you Send me an email in which you tell me about how what you tell me about how what you would like me do this semester would like me do this semester to help you improve yourto help you improve yourbusiness writing.business writing.
Send me an email in which you Send me an email in which you tell me about how what you tell me about how what you would like me do this semester would like me do this semester to help you improve yourto help you improve yourbusiness writing.business writing.
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EmailEmail
Email is great because… It gets to the intended receiver quickly Its arrival can be confirmed easily Your reader can reply to your
message easily It is cheap to use It allows multiple copies and
attachments
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Email & StyleEmail & Style
Do not confuse personal messages with business messages. Write clearly, carefully, and courteously; consider audience, purpose, clarity, consistency, conciseness, and tone.
Use correct grammar, spelling, capitalization, and punctuation.
Do not write words in capital letters in an email message.
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Email & StyleEmail & Style
Keep your email messages short and to the point.
Limit yourself to one topic per message.
Check your email message for mistakes before you send it.
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Email AbbreviationsEmail Abbreviations
AFAIK as far as l know BFN bye for now BTW by the way COB close of business FYI for your information IOW in other words NRNno reply necessary OTOH on the other hand
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EmoticonsEmoticons
Emoticons / Smileys
:-) a smile
:-( a frown
;-) a winkThey may be considered
unprofessional.
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When should a person use email to send a message?When should a person use email to send a message?
Email is appropriate for positive and informative messages.
Major negatives, such as firing someone, should be delivered in person or via a letter - not in email.
Send people only messages they need.
REMEMBER: Email are legally binding communication.
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Letters – 7 ComponentsLetters – 7 Components
Sender's address or letterhead Inside Address Date Salutation Body of the letter Complimentary close Signature
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Sender's AddressSender's Address
Sender's address Letterhead
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Inside AddressInside Address
Inside Address Name Courtesy title Dr or Dr. ? Prof or Prof.?
If name is not known, use: Job title Department Company Attention line
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DateDate
Date US vs. UK Avoid figures
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SalutationSalutation
Dear Sir / Madam Dear Sirs Dear Mr Smith, / Mr Smith: Dear John Hello / Hi
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Body of the LetterBody of the Letter
Block or modified block Single-space Double-space between paragraphs
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Complimentary closeComplimentary close
Yours sincerely, (Known recipient) Yours faithfully, (Unknown recipient) Best wishes, (Close) Yours truly, or truly yours, (US) Old-fashioned
We remain yours faithfully, Respectfully yours,
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SignatureSignature
Type your name below your handwritten signature.
Your choice: initials, courtesy title.
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Letters Optional Components
Letters Optional Components
Your job title/Signature block Private and confidential (Envelope) Subject Enclosures Reference (Ref: EE1022) Copies (C.C.)
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FaxesFaxes
Facsimile: exact copy or reproduction l sent a fax / We will fax you Speed is important and recipient does
not have email. Should not be used for confidential
information. When sending handwritten fax
messages, use a dark color and make your writing large and clear.
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Transmitting a faxTransmitting a fax
Correct fax number Use fax transmission cover form
Recipient’s address Fax message To: From: Fax no.: Subject: Date: Page/s: