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EmailingCommunicationskills22.8.20241
StructureCharacteristicsofEmailsWhentoUseWhatGeneralRulesBritishorAmerican?AddressingPeopleSigningoffAbbreviationsandEmoticons22.8.20242
CharacteristicsofEmailsWrittenSemi-formalcommunicationNeitherexplicitlydirect,norindirectMaybequicktowrite,slowtogetansweredEasilytrackableEasilymissusable22.8.20243
WhentoUseWhatIstherecipientyourcolleague?Howwelldoyouknowhim/her?Haveyoumethim/herpersonally?Howfrequentisyourcommunication?Whatisthepurposeofwriting?Ishe/sheofthesameage,culture,position,genderasyou?Whatishis/herstyleofcommunication?22.8.20244
DOs:CheckyoursignatureblockThinkoftextformatting-rulesarealmostthesameasforwrittendocumentationDONTs:Dontreplytospam–oratleastdon’tuse“ReplyToAll”Don’tsendsensitive(personalorconfidential)informationviaemailDonotwriteinCAPITALSGeneralRules–BeforeYouStart22.8.20245
Generalrules–WhenWritingtheEmailDOs:UseactiveinsteadofpassiveWewillprocessyourordertoday‘Yourorderwillbeprocessedtoday‘Beaccurate,briefandpoliteUseameaningfulsubjectAnswerallquestionsTakeyourtimeReadyouremailscarefullyandusespellcheckerbeforesendingRememberyouremailislikelytobepassedaroundKeepyouemailshort,structuredandreadableSentences(max20words)Lines(max60-80characters)Paragraphs(max8-10lines22.8.20246
GeneralRules–AfterSendingOffDOs:WatchthefollowupKeeptheemailsstructuredDONTs:Donotasktorecallamessage22.8.20247
2024/8/228
ExerciseIhavesomebadnews.Yourreportisn’treadyyet.We’llsendittoyouby5pm.Canyousendussomethingabouttheservicesyourcompanyoffers?22.8.20249
BritishorAmerican?Itreallydoesn’tmatter.Justbeconsistentinyouspelling.Simplyusecorrespondingspellcheckerbeforesendingyouremails.22.8.202410
AddressingPeopleDearMrXY/DearMsXYDearYX-Useeitherthefirstnameorth
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