Writing Effective E-mail Messages

8/7/2019 Writing Effective E-mail Messages

1/30

1

Writing Effective E-mail Messages

Unit 1:Composing Online Correspondence

Unit 2:

Using Correct Language and

Punctuation

Unit 3:

Creating Efficient Writing Habits

Petroani,

November 2004

The purpose of this course is to

provide you with the generalinformation about writing e-mail

messages.


2/30

2

Unit 1: Learning to Write Online

Units Objective:

Describe the differences betweenwriting online and writing on paper;

Select which actions to take to

effectively edit an e-mail message.


3/30

3


Electronic communication

has become one of the most

effective ways of doing

business. How well e-mail

messages are written

influence the success or

failure of your company.


4/30

4


jeopardize you own and

your companys reputation;

give management and co-

workers a bad impression.


5/30

5


Create an outline

Develop a draft

Edit your message


6/30

6


Differences between

writing on paper and

writing online:

use of language; sentence, paragraphs, and

page length;

recipients screen vs.

paper impression; include a summary in a

long message.


7/30

7


What are the differences between writing onlineand writing on paper?

A. Use of capitalization

B. Recipients impression of your purpose

C. Use of language

D. Sentence and paragraph length

E. Use of toneF. Time spent creating a draft

G. Recipients screen vs. paper impression

Solution: C, D, G


8/30

8


Determine the objective of your

messageex: Inform the development team of the

upcoming workshop schedule.

Present AVJs annual report

Steps for achieving the objective

of your message: consider your recipient

anticipate recipient reactions

outline your message

develop a draft

edit your message


9/30

9


Select and arrange the steps needed

for achieving the objective of

your e-mail message.

A. Outline your email message

B. Develop topic sentences for

paragraphsC. Edit your email message

D. Consider your recipient

E. Develop a draft of your e-

mail message

F. Anticipate recipientreactions

G. Anticipate recipient

response time

1. Consider your recipient

2. Anticipate recipient

reactions3. Outline your e-mail

message

4. Develop a draft of your e-

mail message

5. Edit your e-mail message


10/30

10


Be specific

Use a natural tone


11/30

11


Abstract words/phrasesQuite a fewA small amount

A significant amount

Units

FacilitiesVarious factors

Concrete words/phrasesTwo hundred and fifty sevenTwo percent

One hundred

Buildings/Lots

Warehouses/HotelsScheduling/Money

QualifiersShould be

To some extend

Generally

Commonly

Apparently

More or less

IntensifiersSimply

Completely

Very

Especially

Extremely

Genuinely


12/30

12


Since it is important that you are able to construct effective

sentences using specific instead of vague language, study the listand chose the sentence that doesnt contain vague words or

phrases.

A. Anticipate recipient reactions before constructing your e-

mail message.

B. To some extend, you should consider your recipient before

constructing your e-mail message.

C. It is generally a good idea to consider your recipient before

constructing your e-mail message.

D. It seems that it is best to anticipate recipient reactions beforeconstructing your e-mail message.

Solution: A


13/30

13

Unit 2: Using Correct Language and

Punctuation

Units Objective:

improve your online writing style


14/30

14


Punctuation

use short and familiar words

short and familiar words improve readability

avoid vague adjectives and adverbs active voice (subject performs the action) is more clear

and direct than passive voice (subject receives the action) a.v.: The president sent a company-wide e-mail.

p.v.: The company-wide e-mail was sent by the president

use irregular verbs correctly

use words correctly (commonly misused words: its/its, me/myself,to/too/two, their/there/theyre)

use punctuation correctly


15/30

15


Punctuation

Choose the sentence in which the word affect or

effect is used correctly

A. The tone of your writing can effect how a recipient

perceives your e-mail message.

B. How you construct your e-mail message may effect

how you are perceived.

C. How you construct your email message may affect

recipient reaction.D. The affect your e-mail message has on your recipient

may be determined by how you construct it.

Solution: C


16/30

16


Punctuation

Select the sentence that uses commas correctly.

A. He wrote the e-mail message but, he forgot to include

a greeting.

B. He wrote the e-mail message, he forgot to include a

greeting.

C. He wrote the email message; he forgot to include a

greeting.D. He wrote the e-mail message, but he forgot to include

a greeting.

Solution: D


17/30

17


Punctuation

Mary constructed her e-

mail message. The e-mail message was

constructed by Mary.

The message were

checked by the executive.

Joe organized the

meeting.

The meeting was

organized by Joe.

The business executive

checked his e-mail.

Active

Mary constructed her e-mail message.

Joe organized the

meeting.

The business executive

checked his e-mail.

Passive

The e-mail message wasconstructed by Mary.

The message were

checked by the executive.

The meeting was

organized by Joe.

Categorize each sentence as either passive or active


18/30

18

Unit 3: Creating Efficient Writing Habits

Units Objective:

identify the best ways to construct asentence

identify the best ways to construct a

paragraph

select which actions to take to

effectively edit an e-mail message


19/30


20/30

20


There are four types of

sentences:

declarative

interrogative

imperative

exclamatory


21/30

21


Determine which sentences are declarative, interrogative, imperative, or

exclamatory

Jon loves to check his e-mails.

How many e-mails messages did you write?

Edit your e-mail messages before you send it.

Thanks for sending the attachment!

Declarative

Interrogative

Imperative

Exclamatory


22/30

22


Each paragraph should contain one idea;

Paragraphs should be short;

Use topic sentences;

Use transitions(in addition, more importantly, first, second, third, finally,

similarly, admittedly, in conclusion, etc.).

Best ways to construct a paragraph:


23/30

23


A. Use lists to supplement each paragraph

B. Use transitions

C. Make sure each paragraph contains one idea

D. Cover as much information as you can in each paragraph

E. Write an introduction and conclusion for each paragraph

F. Use topic sentences

Select the options that state the best ways to construct a paragraph.

Solution: B, C, F


24/30

24


When editing for content:

begin with a summary;

ensure you mention what

actions your recipient should

take;

ensure youve included all of

the information;

check that you document facts;

ensure you dont use

generalizations; ensure you dont overuse

jargon, cliches, statistics;

check paragraph structure;


25/30

25


When editing for format:

check paragraph structure;

ensure you use appropriate lists;

ensure you use effective

headings/subheadings;

make sure graphics are

appropriate;


26/30

26


When editing for grammar:

make sure your sentences are

clear and easy to read;

ensure sentences, headings, and

lists are parallel;

ensure pronouns are correct; ensure verbs/subjects agree;

check that you use the right verb

tense;

make sure you use the right

words;

ensure your spelling is correct;

ensure that you use correct

capitalization and punctuation;


27/30

27


When editing for readability:

make sure you use short

sentences;

make sure you use effective

transitions;

ensure you concrete words andphrases;

check that your message

proceeds logically;

ensure youve written in active

voice;

ensure your point of view is

consistent;


28/30

28


When editing for conciseness:

make sure theres no irrelevant

information;

ensure you dont use redundant

words and phrases;


29/30

29


When editing for style:

ensure tone is natural;

ensure tone is appropriate;


30/30

30


Select which action still needs to be taken before sending the

e-mail message.

Good morning!

The project that was finished last night seemed to take longer than

anyone expected, and I hope that the next project worked on will not

take as long and will not require overtime. The company BBQ will be

held next week, and, hopefully the weather will be nice enough for

the volleyball net to be set up so we can play until the sun goes down.

A. Edit for content

B. Edit for format

C. Edit for grammar

D. Edit for readability

Solution: D

Documents

Writing Effective E-mail Messages