1

Email Writing

by Ruth Anderson

Practice (练习 ) and Assignment (任务 )

2

Now it’s time for some work

Email Walkthrough

3

Email Walkthrough

• We are going to walk through writing an email.– So take out a piece of paper and a pen.

• Here is this week’s writing assignment (任务 ) :

4

Assignment (任务 ) #3: Email Due: On or before the next afternoon class (Week 13)

Based on Exercise 3.3 on page 51 of the textbook.

Write a confirmation email to Sonja Haarstrup.

Use the outline that is part of the assignment, not an outline you created for class.

5

Assignment (任务 ) #3: Email Due: On or before the next afternoon class (Week 13)

If your teacher is Ruth, send the email to : ruthinchina@gmail.com

If your teacher is David, send the email to: david@themaninchina.com

The assignment (任务 ) is the email itself (本身 ) – do NOT ( 不 ) include an attachment.

Use proper (正确 ) email formatting (版式 )

6

Assignment (任务 ) #3: Email Due: On or before the next afternoon class (Week 13)

The subject line should read: Assignment #3: <a reasonable subject line to use for

your email to Sonja>

The greeting should be to Sonja and the body of the email should be what you would write to Sonja in a confirmation email.

7

Assignment (任务 ) #3: Email Due: On or before the next afternoon class (Week 13)

Sign off with a complete (全部 ) signature (签名 ) block.

Your signature block should include your name, under that your student number and under that your class.

8

Email Walkthrough

Let’s start with the “to:” line.

Who ( 谁 ) is the email going to?

That’s right, me.

So, this is how your practice email should start:

To:

9

Email Walkthrough

Let’s start with the “to:” line.

Who ( 谁 ) is the email going to?

That’s right, me.

So, this is how your practice email should start:

To: ruthinchina@gmail.com

Next comes the subject line:

Your email:

10

To: ruthinchina@gmail.comSubject:

Email Walkthrough

The subject line should read: Assignment #3: <a reasonable subject line to use for your email to Sonja>

11

To: ruthinchina@gmail.com

Email WalkthroughNext comes the subject line:

Your email:

The subject line should read: Assignment #3: <a reasonable subject line to use for your email to Sonja>

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

Now for the greeting.

Who should the greeting be to?

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

12

The greeting should be to Sonja

Now for the greeting.

Who should the greeting be to?

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

13

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

Hello Sonja,

The greeting should be to Sonya

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

Hello Sonja,

Now for the body of the email:

14

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

Hello Sonya,

Now for the body of the email:

15

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

Hello Sonja,

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah.

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah.

…

Blah blah,

You’ll get to work on the actual content in a minute.

For now I want you to just look at the formatting and layout.

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

Hello Sonja,

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah.

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah.

…

Blah blah,

Finally, let’s add the signature block:

16

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

Hello Sonya,

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah.

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah.

Blah blah,

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

Hello Sonja,

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah.

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah.

…

Blah blah,

Wang Xinyu (Jane)12010603284B

Finally, let’s add the signature block:

17

This is what I want your signature (签名 ) block to look like whenever (每逢 ) you send me an email. It is just like the name block on assignments:

<your name> <your student number> <your class>

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

Hello Sonya,

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah.

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah.

Blah blah,

To: ruthinchina@gmail.comSubject: Assignment #3: Confirming your May 3 talk to MSBA

Hello Sonja,

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah.

Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah, blah. Blah, blah, blah, blah.

…

Blah blah,

Wang Xinyu (Jane)12010603284B

Finally, let’s add the signature block:

18

Notice (注意 ) the blank lines between paragraphs

Notice (注意 ) everything lines up on the left

Notice (注意 ) the greeting has a blank line after it

Content

What do you need to say in the body of your email?

For that we need to look at the outline that comes with the assignment.

19

OutlineExercise 3.3

20

Summary Statement: I want to tell you....

Confirming our arrangements for you to speak on Thursday, May 3.

21

Write an opening paragraph based on this summary

statement.

Background:

22

You would have already given her the background when you spoke to her on the phone, you don’t need to include

any other background in the confirmation email

Talked with you January 24.

Details:What: Speaking to Members Mid-Town Society of Business

Administrators (MSBA)- audience 25 to 35 MSBA members

Your subject: Strategies for Selling Canadian Products in China

Where: Meeting location – Norlander Inn (include street address – you will have to create this)

When: Meeting date: first Thursday, May (May 3)

- I will meet you in lobby at 5:00pm– bar open 5:00pm– membership meeting 5:30pm– dinner served: 6:00pm– you introduced: 6:45pm.

• speaking time 45 minutes– meeting adjourned: 7:30

We will supply AV equipment required - VCR and LCD projector;

You will bring your laptop23

Use as many paragraphs as you

feel you need to confirm these details.

Closing Statement:

Members eager to hear from you.

Looking forward to your talk.

Thanks.

24

Include these closing statement items in your

closing paragraph.

So here is an example of how your email might look before you send it.

25

Hello Sonja,

That’s all for today

26

So here is an example of how your email might look before you send it.

27

Hello Sonja,