Business Writing Firefly Electric and Lighting Corp. … Writing Firefly Electric and Lighting Corp....

Business Writing

Firefly Electric and Lighting Corp. Training and Organizational Development

Human Resources Department

Module 6

Common Forms of Internal Communication

Business Writing

Firefly Electric and Lighting Corp. Training and Organizational Development

Human Resources Department

Module 6


Lesson 1

Basic Structure of an Email

Module 6: Common Forms of Internal

Communication: Emails

Email is a convenient and effective medium to conduct business communication. In this module, we will discuss the basic structure of emails, etiquette guidelines on how to address an email message, as well as grammar and acronyms rules in the letter body.


Definition:

Email is a message, typically brief and informal, but concise, sent to and received by one or more recipients over a computer network.

Basic Structure of an Email

• Header field: a set of lines describing the message setting such as the sender, the recipient, the date and other optional fields.

• Message body – contains the message which is separated from the header by line breaks.

The Header Field

From: contains the name of the sender

Subject line: contains a short summary of what the entire message is all about

To: contains the name (s) of the primary recipient (s)

Optional Header Fields

Attention line: a line indicating the recipient for whom the message in intended in a company.

Reply to: the header that tells the recipient to whom to address the message as a response to one previously

sent.

Received: the line that tells the sender of the email who received the message. (optional)

Basic Structure of an Email • Subject line : gives the reader a clue as to

what the message is all about.

• Text message area: contains an expanded version of the subject line.

• Signature line: contains the name of the sender, either a formal full name with position, contact number, and email address, or an informal one in form of a nickname if the sender is well acquainted with the recipient.

Basic Structure of an Email Attachment is a large file appended to an

email message, usually containing documents, photos, music and videos. Very large files may use the compression/ decompression utility named ZIP.

Disclaimer is a statement at the bottom of the email that stipulates and limits the rights of an email sender so as to lessen any risks to the company.

Format of an Email

Format of an Email (1) File Edit View Insert Format Options Tools Help

From: ________________________________________ ________________________

================================================================================================

Text message area

To:

S

Subject

Body text Variable width

line

Date:

CC

First name/Last name Position Email address/contact number

Common Forms of Internal Communication: Emails

• Address of the sender need not be written in the signature line if it appears in the “From” field. • “From” and “To” fields may be interchanged depending on the programming. • Attachment may be indicated below the signature line or above in an upper left hand side • Disclaimer is found at the bottom of the email

Example of Email From : Evelyn Manzano <[email protected]> To : Mr. Fred Bengzon <[email protected]> CC : Jon Martir <[email protected], Marcelo C. Lee <[email protected]> Subject line : To identify stocks thru barcodes Dear Mr. Bengzon: Please allow Mr. Alberto Tan, our Inventory clerk to have access to our stocks in your warehouse in order to determine from which of your outlets they came from. Thank you for your usual cooperation. Ms. Evelyn L. Manzano Sales Supervisor 987-1000 loc. 333

Common Forms of Internal Communication: Email

• Two spaces between fields

• Single space between lines of the email.

• Single space between the contents of the signature line.

• For the recipients, the names and email address, if needed are separated from each other by a comma.

• If privacy is a concern, the email address of

people in the BCC field is not written, only their position.

Format of an Email (2) File Edit View Insert Format Options Tools Help

From: ________________________________________ _______________________ _

Date

•

==========================================

Text message area

To:

S

Subject


line

BCC

First name/Last name Position Email address/contact number

Example of Email From : Evelyn Manzano <[email protected]> To : Mr. Fred Bengzon <[email protected]> BCC : Jon Martir, Asst. Sales Supervisor, Marcelo C. Lee, Logistics Manager Subject line : To identify stocks thru barcodes Dear Mr. Bengzon: Please allow Mr. Alberto Tan, our Inventory clerk, to have access to our stocks in your warehouse in order to determine from which of your outlets they came from. Thank you for your usual cooperation. Ms. Evelyn L. Manzano Sales Supervisor 987-1000 loc. 333

Format of an Email

The first format shows the email address of those who are not direct recipients but their email address appears in the email.

The second format shows the names of those in the loop but their email address is not given. Only their positions are indicated to show that they play a role as part of the upper management or as decision makers.

Format of an Email

• The header field consists of information as to the sender , the recipient/s, date and the person/s to whom copy is furnished.

• The above examples of emails, the first show the persons in the CC field with their email address indicated. The second example shows persons in the BCC field. Only their position is shown.

• The subject line indicates the contents of the message

Format of an Email • The salutation format is: Dear Mr./Ms. Last Name: (preferred) or Dear Logistics Manager: if the name is not known. • The text message area expands what is found in the subject line with details added.

oFirst paragraph – includes information why you are writing.

oSecond paragraph – describes what you are writing about.

oFinal paragraph – thanks the recipient for his/her time.


A complete email message contains the following components:

S: situation

C: complication

R: resolution

A: action

P: politeness

Format of an Email (2) File Edit View Insert Format Options Tools Help From: _Daniel V.Delgado <[email protected]>

___Nicole N. Legaspi <[email protected]>

Date 23 March 2016

•

deadline of Villanueva Towers

=========================================

Text message area: please see next 2 slides for the complete text

message.

To:

S

Subject: Completion


BCC Robert Dewara Facilities Manager

Daniel V. Delgado Project Manager (02) 431 -799


Hi, Nicole:

We certainly covered a lot of ground during our meeting last Tuesday . (S)

However, Nick now wants to fast track the completion of his new building

so he can transfer his headquarters there by early May. That gives us just five

weeks to get everything ready. (C)

Robert has committed to finish the wirings and drainage system this week.

The carpenters can finish painting in three days’ time. So you have enough

time to finish the interior decoration before the deadline. (R)

continue on the next page


I will be sending you the timetable of the work to be done. Nick has

promised a hefty bonus if we finish ahead of time. (A)

Thank you for your help. It has been a pleasure to work with you. (P)

Best regards,

Dan

Daniel V. Delgado

Project Manager

(02) 431-799

Netiquette Definition

• Otherwise known as network etiquette.

• a set of rules governing protocol or code of conduct in the internet, behaving and interacting online.

• The rules may not be explicitly stated but are expected and enforced just the same.

Netiquette creates harmonious relationship.

Netiquette Rules The company reserves the right to monitor personal and business emails.

• Send emails only to people who are involved.

• Be brief, use short, precise and direct to the point sentences.

o Divide long messages by bulleting them.

o Append long/ large files as attachment.

o Avoid misplaced humor, sarcasm or insults.

• Indicate the subject clearly on the subject field.

Netiquette Rules • Avoid abbreviation, acronyms and emoticons

in business emails. • Make the subject line summarize the body of the email. • Use compression/decompression utility (ZIP) to reduce size of large files. • Make sure the files are appended before pressing the send button. Remember to put your signature and other pertinent information at the end of your email.

Netiquette Rules Keep your password secret and never give out personal information. Do accept and respect other people’s differences; be courteous. Avoid discussing confidential or sensitive issues in emails. Use antivirus software and keep it up-to-date. Ask permission from sender before forwarding messages. Use title or form of address of people you are not familiar with.

Netiquette Rules

Reply to all questions including anticipated

relevant inquiries.

Review, proofread and edit your email for veracity of facts, punctuation, grammar, spelling and typographical errors before sending it.

Refrain from sending discriminatory, defamatory, libelous, obscene or offensive emails.


Let’s Review

Common Forms of Internal Communication : Emails

Writing Emails

1. Messages sent by email are usually:

a) short c) concise

b) informal d) all of the above

2. Very large files can be compressed and sent out using:

a) attachment c) ZIP

b) subject line d) BCC



3. The rights of an email sender is limited by the: a) subject line c) signature line b) disclaimer d) attention line 4. Which of the following is NOT true? a) The header field contains the setting of the message.

b) All email messages should always be brief and short. a) Use of nickname in signature line is acceptable. b) An email can be sent to many primary recipients.


5. When do we use the “Cc” field? a) When we are sending a direct message to someone.

b) When we want to send a copy of the email to people who are not meant to be the direct recipients of the message. c) When we want the recipients to be ‘blind ‘ to other recipients’ email address d) When we want the recipient to respond ASAP.


6. If a manager has ordered his secretary to send a memo to everyone in the department, the secretary should: a) Place all the department employees’ email address on the ‘To’ section, and the manager’s email address on the ‘From’ field b) Place all the email addresses on the ‘To’ section c) Place all the email addresses on the ‘Cc’ field d) Place all the email addresses on the ‘Bcc’ field


Format of an Email


1. Which of these is a better salutation to be used in a formal business email? a) Dear Mr. Peter Almendras, b) Dear Ms. Cherry: c) Dear Mr. Gochuico: d) Dear Anthony, 2. In a formal business email what is the most appropriate complimentary close? a) With love, c. Best Wishes, b) Sincerely yours, d. See you,

Common Forms of Internal Communication:Emails

3. Which is a correct format of complimentary close? a) Truly Yours, b) Very Respectfully yours, c) Love and kisses. d) Warm regards, 4. The header of an email contains the: a) BCC c. Recipient b) Date d. All of the above


5. Which is the correct format of an email? a) Date, recipient, subject line, complimentary close b) Sender, date, BCC, Signature line c) Text message area, recipient, date, complimentary close d) Sender, recipient, date, complimentary close 6. What is invisible in the BCC format? a) Header c) email address b) Subject line d) signature line


7. Which of these statements is NOT true? a) Emails must always have a complimentary close b) The name of the sender appears twice in an email. c) Included in the loop are the decision makers. d) The title of the sender can be found in signature line. 8. The sign of esteem that a sender has for the recipient can be seen in: a) salutation c) complimentary close b) subject line d) signature line


Netiquette for Emails

1. Which of these statements is NOT true? a) The company has the right to screen personal emails. b) One of the netiquette protocol is to keep one’s password secret. c) It is advisable to send large files as emails. d) Trade secrets should not be discussed in emails.


2. Which should be the proper way to address a person you are writing an email for the first time? a) Dear Mr. Robert, c) Dear Robert Chua: b) Dear Mr. Chua: d) Dear Robert: 3. Check your email for: a) typographical error c) veracity of facts b) grammatical error d) all of the above



4. Which is a false statement?

a) You can only send one email at a time.

b) You need to proofread your emails every time.

c) Antivirus software must be kept up-to-date.

d) The subject line contains a summary of the email message.


5. What should be avoided in business emails?

a) use of text-speak c) use of emoticons

b) use of abbreviations d) all of the above

6) Which type of email should not be sent?

a) Defamatory c) obscene

b) Libelous d) all of the above


7. Which of the choices below is appropriate for a business email?

a) Use of title before a person’s name

b) Use of detailed procedure of a company promotion

c) Use of email to cancel an appointment

d) None of the above


8. It is recommended that :

a) emails be forwarded to your friends

b) Emails be sent only to people who are involved

c) Sensitive issues are best discussed in emails.

d) None of the above.


If you got a score of 4 or less in any of the lessons’ practice exercises, please review the lessons on Writing Emails, Format of an Email and Netiquette for Emails before taking the quiz.


Writing Emails

1. Messages sent by email are usually:

a) short c) concise

b) Informal d) all of the above

2. Very large files can be compressed and sent out using:

a) attachment c) ZIP

b) subject line d) BCC



3. The rights of an email sender is limited by the: a) subject line c) signature line b) disclaimer d) attention line 4. Which of the following is NOT true? a) The header field contains the setting of the message. b) All email messages should always be brief and short. c) Use of nickname in signature line is acceptable. d) An email can be sent to many primary recipients.


5. When do we use the “Cc” field? a) When we are sending a direct message to someone. b) When we want to send a copy of the email to people who are not meant to be the direct recipients of the message. c) When we want the recipients to be ‘blind’ to other recipients’ email address d) When we want the recipient to respond ASAP.

Writing Emails

6. If a manager has ordered his secretary to send a memo to everyone in the department, the secretary should: a)Place all the department employees’ email address on the ‘To’ section, and the manager’s email address on the ‘From’ field b)Place all the email addresses on the ‘To’ section c)Place all the email addresses on the ‘Cc’ field d)Place all the email addresses on the ‘Bcc’ field


Format of an Email


1. Which of these is a better salutation to be used in a formal business email? a) Dear Mr. Peter Almendras, b) Dear Ms. Cherry: c) Dear Mr. Gochuico: d) Dear Anthony, 2. In a formal business email what is the most appropriate complimentary close? a) With love, c. Best Wishes, b) Sincerely yours, d. See you,


3. Which is a correct format of complimentary close? a) Truly Yours, b) Very Respectfully yours, c) Love and kisses. d) Warm regards, 4. The header of an email contains the: a) BCC c. Recipient b) Date d. All of the above

Format of an Email 3. Which is a correct format of

complimentary close?

a) Truly Yours,

b) Very Respectfully yours,

c) Love and kisses.

d) Warm regards,

4. The header of an email contains the:

a) BCC c. Recipient

b) Date d. All of the above

Format of an Email 5. Which is the correct format of an email? a) Date, recipient, subject line, complimentary close b) Sender, date, Signature line, BCC c) Text message area, recipient, date, complimentary close d) Sender, recipient, date, complimentary close 6. What is invisible in the BCC format? a) Header c) email address b) Subject line d) signature line

Format of an Email 7. Which of these statements is NOT true? a) Emails must always have a complimentary close b) The name of the sender appears twice in an email. c) Included in the loop are the decision makers. d) The title of the sender can be found in signature line. 8. The sign of esteem that a sender has for the recipient can be seen in: a) Salutation c) complimentary close b) Subject line d) signature line


Netiquette for Emails

1. Which of these statements is NOT true?

a) The company has the right to screen personal emails.

b) One of the netiquette protocol is to keep one’s password secret

c) It is advisable to send large files as emails.

d) Trade secrets should not be discussed in emails.

Netiquette Rules

2. Which should be the proper way to address a person you are writing an email for the first time? a) Dear Mr. Robert, c) Dear Robert Chua: b) Dear Mr. Chua: d) Dear Robert: 3. Check your email for: a) typographical error c) veracity of facts b) grammatical error d) all of the above



4. Which is a false statement?

a) You can only send one email at a time.

b) You need to proofread your emails everytime.

c) Antivirus software must be kept up-to-date.

d) The subject line contains a summary of the email message.


5. What should be avoided in business emails?

a) use of text-speak c) use of emoticons

b) use of abbreviations d) all of the above

6) Which type of email should not be sent?

a) Defamatory c) obscene

b) Libelous d) all of the above


7. Which of the choices below is appropriate for a business email?

a) Use of title before a person’s name

b) Use of detailed procedure of a company promotion

c) Use of email to cancel an appointment

d) None of the above


8. It is recommended that :

a) emails be forwarded to your friends

b) Emails be sent only to people who are involved

c) Sensitive issues are best discussed in emails.

d) None of the above.

Module 6 Lesson 1,2 & 3: Structure, Format and Netiquette of Emails Quiz

1. Please proceed to www. Quia.com/web.

2. On the space provided, enter your log in name and your password.

3. Under “Quiz”, please select Module 6, Lesson 1,2 & 3, Quiz 1.

4. Follow the instructions in the quiz.

5. Follow these same steps when you go to succeeding quizzes after every lesson.

End of Module 6, Lesson 1

Business Writing Firefly Electric and Lighting Corp. … Writing Firefly Electric and Lighting Corp....

Documents

Transcript of Business Writing Firefly Electric and Lighting Corp. … Writing Firefly Electric and Lighting Corp....