Transcript Slide 1

4-0
Letters, Faxes, and
Emails
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Discussion Questions
1. Do you like writing? Why or why not?
2. Which is more difficult? Writing in English or
in Arabic/French? Why?
3. Which difficulties do you usually face when
writing?
4. What do good writers do to compose wellwritten correspondence?
5. What would you like me do this semester to
help you improve your business writing?
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Lesson Objectives
To learn how to write professional
 Emails
 Business letters
 Faxes
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Send me an email in which you
tell me about how what you
would like me do this semester
to help you improve your
business writing.
[email protected]
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Email
Email is great because…
It gets to the intended receiver quickly
Its arrival can be confirmed easily
Your reader can reply to your
message easily
It is cheap to use
It allows multiple copies and
attachments
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Email & Style
Do not confuse personal messages
with business messages. Write
clearly, carefully, and courteously;
consider audience, purpose, clarity,
consistency, conciseness, and tone.
Use correct grammar, spelling,
capitalization, and punctuation.
Do not write words in capital letters in
an email message.
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Email & Style
Keep your email messages short and
to the point.
Limit yourself to one topic per
message.
Check your email message for
mistakes before you send it.
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Email Abbreviations
AFAIK
BFN
BTW
COB
FYI
IOW
NRN
OTOH
as far as l know
bye for now
by the way
close of business
for your information
in other words
no reply necessary
on the other hand
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Emoticons
Emoticons / Smileys
:-) a smile
:-( a frown
;-) a wink
They may be considered
unprofessional.
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When should a person use
email to send a message?
 Email is appropriate for positive and
informative messages.
 Major negatives, such as firing someone,
should be delivered in person or via a
letter - not in email.
 Send people only messages they need.
REMEMBER: Email are legally binding
communication.
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Letters – 7 Components
Sender's address or letterhead
Inside Address
Date
Salutation
Body of the letter
Complimentary close
Signature
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Sender's Address
Sender's address
Letterhead
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Inside Address
 Inside Address
 Name
 Courtesy title
 Dr or Dr. ?
 Prof or Prof.?
 If name is not known, use:
 Job title
 Department
 Company
 Attention line
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Date
Date
 US vs. UK
 Avoid figures
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Salutation
Dear Sir / Madam
Dear Sirs
Dear Mr Smith, / Mr Smith:
Dear John
Hello / Hi
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Body of the Letter
Block or modified block
Single-space
Double-space between paragraphs
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Complimentary close
Yours sincerely, (Known recipient)
Yours faithfully, (Unknown recipient)
Best wishes, (Close)
Yours truly, or truly yours, (US)
Old-fashioned
 We remain yours faithfully,
 Respectfully yours,
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Signature
Type your name below your
handwritten signature.
Your choice: initials, courtesy title.
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Letters
Optional Components
Your job title/Signature block
Private and confidential (Envelope)
Subject
Enclosures
Reference (Ref: EE1022)
Copies (C.C.)
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Faxes
Facsimile: exact copy or reproduction
l sent a fax / We will fax you
Speed is important and recipient does
not have email.
Should not be used for confidential
information.
When sending handwritten fax
messages, use a dark color and make
your writing large and clear.
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Transmitting a fax
Correct fax number
Use fax transmission cover form
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Recipient’s address
Fax message To:
From:
Fax no.:
Subject:
Date:
Page/s: