- Complete your outstanding blog work, whether from Peter's Writing Workshop or other unfinished writing or editing tasks.
- Watch the video and write an email encouraging a friend of yours to attend her child’s PT interview.
- Listening and Role Play: http://esl-lab.com/grades/gradessc1.htm
- Vocabulary: Cheating on a Test
Introduction:
In business, most of our writing is done with email.
In our lifetime, it’s very possible that we will write more email messages than any other type of document.
Our email messages tell the readers something about us:
• Are we organized?
• Are we careful with our work?
• Are we polite?
• Do we think and speak clearly?
• Do we provide information and instructions that can be understood?
• Do we ask questions that can be answered easily?
How do we use email in business?
• to sell something to someone or change their mind
• to ask for information (What is the cost of the equipment?)
• to give information (The total cost of the equipment will be $65,000.)
• to ask for permission (I’d like to take Friday off.)
• to thank someone (Thanks for helping.)
• to congratulate someone (Good job!)
• to remind (This is a reminder about the Children’s Party next Saturday.)
• to recommend (I think Peter would be a good manager on this project.)
• to apologize (I’m sorry.)
• to reject a proposal or offer (I’m sorry but we can’t accept your suggestion.)
• to introduce a person or policy (Hi team, I’d like to introduce our new architect …)
• to invite or welcome (Please welcome Peter to our team. He has 10 years of experience …)
• to follow up (Hi Jim, In reply to your questions, here are my answers and some suggestions.)
• to formalize decisions (Hi team, The managers have decided to increase the budget by 10% but the completion date is now the end of March instead of the end of April.)
Vocabulary Quiz: Choose the best answer for each sentence.
1. Could you please _____________________ that email that you got from Frank.
forward me
forward to me
forward it to me
2. When you send your report to Tom, make sure to ______________________ me as well.
forward
copy (or cc - pron. "seesee")
send
3. Somehow your email ended up in my ______________________ folder.
trash mail
bad mail
junk mail
4. You must have ______________________ my message by mistake.
deleted
delete
destroyed
5. Sending someone a "hidden" copy of an email is known as:
cheating
cc-ing someone (pron. seeseeing someone)
bcc-ing someone (pron. beeseeseeing someone)
6. To send something by mistake = To send something ______________________.
by chance
by accident
by error
7. I thanked him for his ______________________ ( = answer).
replication
reply
replay
8. Many big companies have a system which ______________________ ( = keeps track of/ checks) their employees' email.
monitor
monitors
looks
9. I didn't get that ______________________ ( = file that is attached to a message).
attack
copy
attachment
The Parts of an Email Message:
1. To Line: Receiver’s email address
2. From Line: Sender’s email address
3. Cc: Carbon Copy – email addresses of others who will receive a copy of the message. These people know each other and have no problem having their e-mail address seen by others.
4. Bcc: Blind Carbon Copy - email addresses of the people or groups who will receive a copy of the message without the other receivers knowing. These people would be a group of contacts who do not know each other. Don’t show their e-mail address to strangers.
Examples of senders and recipients:
• business «» business
• business «» consumer
• job applicant «» company
• citizen «» government official
• employer «» employee
• staff member «» staff member
5. Subject: Description or Purpose of the message
6. Salutation: Peter,; Hi Peter,; Good Morning Peter,; Dear Mr. Jones
7. Message or Body:
• one topic per message
• paragraphs of 4 lines or less
• less than two or three screens in length
• single space … double space between paragraphs
• Longer messages could be in the form of a report in a Word file and included as an attachment.
8. Closing: Peter; Regards, Peter
9. Signature: (example)
Robert Bates, Manager
ACE Printing Company
200 Consumers Road, North York, Ontario Canada M4G 2P3
Tel. (416) 555-7683 Mobile: (647) 555-8813
Email: Robert.Bates@ACECO.com
Web Site: http://www.ACECO.com
10. Disclaimer:
This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. This message contains confidential information and is intended only for the individual named.
11. Attachments:
Files from applications like Microsoft Word (.docx) and Excel (.xlsx) and Adobe Acrobat (.pdf). If your message has an attachment, add one sentence to say that. Check to see if recipients have the software they need to open any file you send. Try not to send large files.
Guidelines and Suggestions
• Recipients:
o Think about who will receive your message … it could be forwarded to others.
o If the information is sensitive, call the person instead of using email.
o Never use “Reply All”. Send the reply only to those who need to see your comments.
• Subject Line: Use a descriptive subject line.
• Salutation:
o If you are writing to someone you don't know, a simple "Hi" is common.
Hello, Hi, Thank You, Sincerely, Best Regards are OK for greetings and endings.
o If you have never met or talked to the person, you could use “Hello, Mr. Anderson, Dear Ms. Jones”. Most business people do not mind being called by their first name, but in a global economy, the custom may be different in other countries. Better to be too formal than too informal … until you know better.
• Message:
o Don’t send anything you wouldn’t want your boss, your family or a judge to read. Messages are the property of a company. They can be saved for years.
o Write about one topic only. If you have more to say on another topic, write a second message.
o The beginning should say the purpose … the reason for writing.
o Next, the email should have clear action: are you giving information or asking for something?
o People quickly scan emails. Few people read long emails. Many people receive 25 to 100 emails a day. If the message is interesting, they might read it carefully. Be concise. Business e-mails are short with no repetition. Short sentences and short paragraphs are good. Consider using topic headings so readers can quickly see what the message is about.
o Write with active sentences. Passive sentences use more words and take longer to read.
o Make it easy for the reader to reply “yes” or “no” or give a short answer.
(Instead of "Let me know what you think," write "Is Monday or Wednesday at 2 p.m. best for you?")
o When replying, remove all the information that is not necessary. Only leave the sections of text that are related to your reply. This will save your reader time when reading your email. Also, if your email is a reply, say that. Something like this: “In your last email you asked for information about …..” is okay.
o Business email is much less formal than a written letter. When writing to someone you know well, write as if you are speaking to the person. Use contractions (He's, We're, He'd, etc.)
o Create longer messages offline in a program like Word. When you’re ready, copy and paste the message into a new message.
o Good grammar, punctuation and spelling are important.
Use a spelling and grammar checker. Proofread.
o Wait a minute before pressing 'send'
• Closing:
o Include your full signature at the end of the email. This will give the recipient the chance to telephone if they want to.
o Check with your company for its rules. Some have a specific format and include a disclaimer and the company vision statement.
• Format:
o Use white space.
o Write no more than 3 or 4 lines per paragraph. This makes the message easy to scan and read.
o Use black text and standard fonts like Calibri, Arial or Times New Roman.
o Use 11 pt. or 12 pt. size characters
o Try not to use any formatting … no colours, no special fonts, and no emoticons.
The recipient may not have their e-mail program set up to see formatting.
o DO NOT USE ALL CAPITALS. It looks like you’re shouting … angry … upset.
Let’s create an email message together:
You are the manager of Employee Training. Write an email message to Sarah Roberts, who you know, at the ACE Graphics Company about producing a one-page flyer in PDF format which gives information about employee health and safety training courses.
The flyers will be attached to an email message to employees. The courses and times are: Lifting Heavy Objects – Monday, March 19 in the Ontario Meeting Room; Dangerous Chemicals – Tuesday, March 20 in the Simcoe Meeting Room; and Eye Strain – Wednesday, March 21 in the Ontario Room. The flyer is required by Monday March 12. You would like to see a proof of the flyer on Wednesday, March 7.
Employees should be told that their safety is very important to the company and they should be encouraged to attend. The classes will be repeated in April for those who are not able to take the courses. Employees should reply to you by email confirming their attendance.
Example #1:
From: Peg Chornenki - TESL Ontario [mailto:administration@teslontario.org]
Sent: 5-Oct-11 12:44 PM
To: peter.vale@bell.net
Subject: TESL Ontario - Accredited Membership Renewal Confirmation
Dear Peter,
Thank you for your recent TESL Ontario membership renewal, for your
reference your membership number is T080482. You will receive your
membership card and receipt in the mail within 2-3 weeks.
We are pleased you will be able to continue to rely on us to keep you
abreast of the latest industry happenings and resources, provide outstanding
professional development events and conferences, as well as networking
opportunities for all sectors of English as a Second Language in Ontario.
Best Regards,
Allison Keown
Member Services Manager
membership@teslontario.org
Example #2:
From: Darlene Lamarre [mailto:darlene.lamarre@gmail.com]
Sent: 5-Dec-11 9:19 PM
To: Peter Vale; Ron.Stepien@ch2m.com
Subject: Lunch
Hi Peter,
How are you doing? September has passed and time has been flying by. My sister is getting married on the weekend and I’m busy this week finishing my dress (I’m sewing in the sleeves tomorrow) and making a tie for Garry. I’ve spoken with Ron and his schedule is very busy. The only day he is available to have lunch is Friday next week (December 16) and we are wondering if you would be available to join us.
Darlene
Example #3:
From: More_Info@manulife.com
To: pangusv@hotmail.com
Subject: Re: Follow Me Health Plans
Date: Mon, 14 Mar 2011 12:08:05 -0400
Dear Mr. Vale:
Thank you so much for your e-mail regarding our Follow Me Health Plans.
What I will do is reply to your queries in the order you asked them to avoid confusion.
1. What are the terms and conditions ... the fine print?
There are several terms and conditions to the policy that will delivered in the contract upon enrolment of the policy.
As there are far too many to mention in one e-mail was there something specific you were interested in that I could perhaps elaborate on for you?
2. What is the term of the plan? Our health plans do not have a term. Or, can I cancel at any time?
You may cancel the plan at anytime, however, in the event you cancel and do not go to another insurance plan a two year waiting period will be implement
prior to your re-enrolment in another Manulife Health Insurance plan
3. I'm 62. What is the current schedule of monthly premiums as my age increases?
Here is a Premium Chart for you to view the changes in premiums as you enter into different age categories.
4. Are there any conditions which would result in coverage being discontinued?
In the event you do not make premium payments the plan will be cancelled automatically for non payment.
5. Is there a maximum age at which I will not be covered?
The plans do not have an age maximum and continue through to 90+
6. Is there a change in monthly premium when I reach 65 and OHIP pays for drugs?
Yes. The premiums will be reduced as you can see in the chart contained in question 3.
If there is something else we can do for you, please do not hesitate to e-mail us again or
call 1-800-268-3763, between the hours of 8:00 a.m. and 8:00 p.m. EST, Monday to Friday, we would be more than happy to assist.
Best regards,
Catherine Bauer
Manulife Financial - Affinity Markets
Marchés des groupes à affinités - Financière Manuvie
2 Queen St East, Toronto, ON M5C 3G7
Fax number / Numéro de télécopieur sans frais: 1-800-987-0627
Phone / Tel. 1-800-268-3763
Please visit our web-site at www.coverme.com
*** Should this e-mail necessitate a reply, please "Reply with History".
*** Si ce courriel nécessite une réplique, veuillez "Répondre avec Historique"
This e-mail and any attachments may contain confidential and privileged information. If you are not the intended recipient, please notify the sender immediately by return e-mail, delete this e-mail and destroy any copies. Any distribution or use of this information by a person other than the intended recipient is unauthorized and may be illegal.
(Original Message)
Hello,
Would you please reply with answers to a few of my questions about the Follow Me health plans.
I have read the details about the basic and enhanced plans on your web site.
1. What are the terms and conditions ... the fine print?
2. What is the term of the plan? Or, can I cancel at any time?
3. I'm 62. What is the current schedule of monthly premiums as my age increases?
4. Are there any conditions which would result in coverage being discontinued?
5. Is there a maximum age at which I will not be covered?
6. Is there a change in monthly premium when I reach 65 and OHIP pays for drugs?
Peter Vale
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