How To Write A Proper Business Email

SCIENCE OF WRITING+

PSYCHOLOGY OF READING

By Stella Phan

Are You Good At Writing a Business Email?

How well do your emails represent you?Is your writing easy to read, easy to

understand?Is your intent always easy to discern?Do you carefully manage your tone?Does the manner of your writing inspire

confidence in your abilities?- See more at:

http://www.emailexcellence.com/individuals.cfm#sthash.XcafaBpc.dpuf

“In your work, the road ahead is paved with email” - Email Excellence

Etiquettes1.Respect yourself as much as you respect readers

Don’t be abrupt or too humble

Be smart casual

Be honest

2.Avoid using too many colors, especially red

3.Email Subject: [PROJECT/CATEGORY] TOPIC OR PURPOSE OF EMAIL_TAG

Tag can be “URGENT”, “FYI”, “NEED APPROVAL BY…”

4.Reply an email as soon as you receive them. (“Thank you”, “I will get back on it by <time>”)

See more

Organize Ideas

Write the email the way you want readers to read and understand it!

Induction vs Expansion

Induction: You state the cause at the beginning of the paragraph -> conclusion

Expansion: You state the Conclusion first, and explain it later in the paragraph

A good structure often looks like this

Opening signal

Problem

Solution

Conclusion/Post action request

Clarity Is The Most Important!Readers should know right away what you need them to do after

reading the email.

1 idea 1 paragraph! Don’t confused readers

Add extra line between paragraph to make it easier to read

If you are referring to a screen, write on the screenshot and attach in email. Helps a lot!!

A paragraph should be less than 4 lines. Longer than that, reader won’t feel like reading the email.

Use a nested list whenever possible. Number or label each item so you can recall them in replying emails

Emphasize the all requests for action or deadlines:

Examples of business emails out there1.Requesting action2.Delivering information.3.Writing replies4.Drafting a simple proposal. 5.Delivering bad news

1.Requesting ActionThis type of email seeks action from recipients.

Purpose

• Readers knows clearly WHAT to do, WHO will do it and WHEN is the deadline.

Example

2. Delivering Information.This type of email notifies readers; no specific action is sought.

Purpose

Delivering ENOUGH information.

Making the information EASY and FAST to read

KEY information must STAND OUT

Example.

3. Writing Replies

Here we’re talking about what happens when we hit the Reply button.

PURPOSEAnswer ALL the questions you’ve been asked. Make sure readers understand what you are

answering/replyingAgain, it must be easy and fast to remember/understand

Example

4. Drafting A Simple ProposalMost common blunders

- Over reaching

- Too few supporting facts

- Inadequate homework

- No logic flow.. I.e: Introducing the solution without first addressing the problems

Example

5. Delivering Bad NewsDelivering bad news is always tricky. The challenge here is twofold: 1) Limiting the damage to the relationship; 2) Establishing a basis for moving forward. REMEMBER• Express understanding, sympathy, or regret. • Don’t try to deliver the bad news and the explanation for it all at once. • Avoid sending an email for news that should be expressed in person—e.g., laying off or firing an employee. Recommended solution An approach we call PACER — a way of sequencing your remarks in a carefully measured fashion

Example

CONCLUSIONA good email is

●Fast to skim (good structure)

●Easy to read and understand (Good language and visual aid)

●Enough and clear information (avoid confusion)

THANK YOU!Any questions?