Transcript Slide 1
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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
Recipient’s address
Fax message To:
From:
Fax no.:
Subject:
Date:
Page/s: