Writing Tips Emailing & Business - chaffey.eduWriting a Complaint Explain the problem objectively...
Transcript of Writing Tips Emailing & Business - chaffey.eduWriting a Complaint Explain the problem objectively...
Emailing & Business Writing Tips
Consider your Audience
To: requires action and encourages readership/responses
Cc: FYI recipients not expected to Reply to All
Embiggened Email
Concise Email
Action Point Followup
Get to the Point - Formatting
Subject LineHeadings/Subheadings
One Topic per MessageBullets & Numbers
Plain LanguageStandard Font
Get to the Point
Try PEST Control!
Prepositions
Extra Words
Slow Windups
To Be Verbs
Get to the Point
Prepositions afteratuntilbeforeduringinon toforaroundthroughnear
At some point during the semester, IT will be upgrading computers.
Get to the Point
Extra Words
In addition, another thought that I also had. . .
Due to the fact that the deadline had passed. . .
Get to the Point
Slow Windups
In regards to the email that you sent me the other day about ordering Xerox parts, yes, you may order them direct.
Get to the Point
To Be Verbs amis waswerebe being been
There are several problems that are in need of being addressed.
Get to the Point
Stay Active!
The link was fixed by me.
I fixed the link.
Deciding When Not to Email
● emotionally charged
● an immediate response is needed
● the discussion thread is going nowhere
...THIS!If you feel...
Recalling an Email
Made a mistake?
All is not lost.
Want more?
Writing ThatWorks
The Elements of Style
Four Common Types of Business Correspondence Asking for Something
● Ask for what you want. ● Explain why you want it. ● Express appreciation to the receiver for considering your request.
Saying No
● Empathize with the sender’s situation, but be clear. ● Anticipate objections. ● Give hope by suggesting alternatives.
Writing a Complaint
● Explain the problem objectively instead of letting off steam. ● Propose options for solving the problem. ● Ask the receiver how he or she will solve the problem.
Answering a Complaint
● Be personal, sympathetic, and responsive instead of defensive. ● Acknowledge the valid aspects of the complaint. ● Explain what you will do in response to address the complaint.
Concise Writing: PESTS Prepositions Reword your writing to eliminate awkward prepositional phrases. Extra Words Say it in fewer words by looking for repetition and inflated phrases. Slow Windups Check the beginning of your message and sentences for meaningless words and phrases. To Be Verbs Reduce the use of am, is, are, was, be, being, and been. Stay Active Change passive sentences by having someone do something.
Recalling an Email 1. In Outlook, click on Sent Items.
2. Open the message by clicking on it.
3. On the Message ribbon, go to Actions in the Move section and select Recall This
Message.
To: English Faculty and English Adjunct Faculty
Cc: English Department Coordinator
Subject: PLEASE COME to the meeting on Friday
Message:
Don’t forgot to mark your calenders for the upcoming meeting this Friday. We’ll be discussing the
calendar and class schedule remember to bring your availability since everyone forgot to do that at the
last meeting. We wasted a lot of time trying to figure out who works when and where. ☹ We can be
more efficient when everyone shows up prepared. Besides the class schedule we also need to discuss
who is interested in joing the subcommittee for the reading and writing across the curriculum project.
This committee will meet once a month starting in December. And does anyone want to start the Secret
Santa thing that we did last year? IT WAS A LOT OF FUN! Don’t be a “bad Santa” not participate!
If u can’t make the meeting, please let me know ASAP!