EMAIL

ADDRESS LINES (To, Cc, Bcc)

To
for people that the message directly affects, and that you require action from. If you are
expecting someone to do something, they should be in the To field.
Cc (or carbon copy)
for people you want to know about the message, but are not directly involved. It's mainly for
people that do not need to act or reply to the message, but to keep them informed.
Bcc (or Blind Carbon Copy)
used when you want other people to receive the message, but you don't want the other recipients
to know they got it. One good use of Bcc is when sending an e-mail to hundreds of people.
______________________________________________________________________
Situation:
You are the leader of a project team at work. You need to send an email to your team asking
them to give you a report of the work they have done in the past month. You need them to
respond by Friday October 16. Your boss has also asked you to copy him to all your emails.

Write team and boss in the correct lines below. Give a reason for the line you chose.

To: _________________________ (Reason): _______________________________________

Cc: _________________________ (Reason): _______________________________________
Bcc: _________________________ (Reason): ______________________________________
Situation:
Your clothing company, Chinglish Apparel, sends out a monthly e-newsletter to 500 subscribers.
You dont want to give out your their personal information.

Write subscribers in the correct line below. Why did you write them there?

To: _________________________ (Reason): _______________________________________

Cc: _________________________ (Reason): _______________________________________
Bcc: _________________________ (Reason): ______________________________________

EMAIL
SUBJECT LINE
Tells the reader what the email is about.
In your email subject, do not:

Arouse interest and curiosity. Guess what?

Say "Hi". Hi Hello Nathan
Be wordy. This is our Task # 4
Respond without giving context. Re:
Be vague or general. Question Homework

To compose a good email subject:

Give the message's bottom line

Summarize the message tell why you are writing
Be concise
If the action associated with your message includes a date or deadline, include it in the email
subject

Example
You invite somebody to a conference:
"Invitation: Internet Marketing Conference, Bangalore Aug 14-16"
"Internet Marketing Conference"

Vague and Specific Subject Lines

Mark each of the following subject lines as V for vague or S for specific.

EMAIL
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)

_____
_____
_____
_____
_____
_____
_____
_____
_____
_____

Holiday Celebration
Cancellation of Holiday Celebration
Casual Dress
Proposed Casual Dress Day Program
Complete Attached Questionnaire
Questionnaire
Your Request for Information on Corporate Media Relations
Media Article
Customer Service
Introduction of Customer Service Phone Line

Writing Subject Lines

Write a subject line for the situations below:
a) You are writing to all employees to ask them to give their managers the dates they want to
take their vacation.
Subject: ______________________________________________________________________
b) You are writing a co-worker to ask them to give you records for last months sales.
Subject: ______________________________________________________________________
You are writing to your secretary to confirm your travel plans to Beijing.
Subject: _____________________________________________________________________

To smcphee@aerosport.com
Cc
Bcc
Subject Please respond to Office Energy Saving Plan by May 12

To help us lower the electricity bill for our office, please answer the following questions about
your electricity use at work.
1. Would you agree to raise the office temperature to 24 degrees Celcius in the summer?
2. Could you turn off more lights and still be able to do your work?
3. How often do you use the refrigerator and coffee machine in the kitchen on your floor?
We want to keep a comfortable working environment while reducing our cost and our impact on
the planet. Your answers to these questions will help us in achieving these goals.
We appreciate you taking the time to respond to this request. Please send your response by May
12, so we can create a plan at our next manager meeting. If you have any questions, please direct
them to your manager.
Sincerely,
Stephen J. Reynolds, Accountant
Aerosport
877 King St.
Denver, Colorado
87321
Questions about email:
What does the writer want?
______________________________________________________________________
Why does the writer want it?
______________________________________________________________________
When does the writer want a response by?
______________________________________________________________________

To albertogleason@hb.com
Cc
Bcc
Subject Request for HB-340 Product Information
Dear Mr. Gleason:
Would you provide me with information about your HB-340 computer printer. Im interested in
purchasing 74 lightweight printers that our sales people can use with their Toshiba 1200XE
laptop computers when they travel.
Specifically, I would like answers to the following three questions:
1. Is the HB-340 a laser printer?
2. Is it battery operated? Because we wish to use the printer for travelling, such a feature is
important.
3. Will the printer accept legal-size paper?
I would appreciate your faxing me the information I need to make a purchase decision. I would
also appreciate receiving ordering information.
Sincerely,
Carolyn J. Ryerson (cryerson@pricewinston.com)
Assistant Purchasing Director, Price Winston
1855 Avenue of the Americas
New York, NY 10019
Phone: 212-555-6109
Fax: 212-555-0327
Questions about email:
What does the writer want?
______________________________________________________________________
Why does the writer want it?
______________________________________________________________________
What does appreciate mean?
______________________________________________________________________

REQUEST EMAIL
A request email asks the reader for information or action.
Tell the reader what you want:

Make your request. Politely tell or ask the reader to do something for you
Use a polite command or a direct question
Polite command
Please tell me the dates you are available to meet with me.
Direct question
What dates are you available to meet with meet with me?

If you have many things you want, use a numbered or bullet list. Introduce this list with a
summary sentence.
Please provide me with answers to the following questions:

What dates and times are you available to meet with me?
Where would you like to meet?
Do you need me to bring anything to our meeting?
Ask as few questions as possible
Dont ask questions you can easily find the answer to

Tell the reader why you want it:

Tell the reader why you want it

Give the reader details about your request
If the reader will benefit in some way, explain how they will benefit

Thank the reader:

Thank the reader for helping you

If you need them to respond by a certain date, tell them why
Offer to do something nice for them as thanks if you are able to

EMAIL FORMAT
Format

Use an acceptable font (Tahoma, Verdana, Times New Roman, Arial, etc)
Font size must be readable
Font color is black
Dont use emoticons ( )

Signing an Email
1. Type a complimentary close at the end of your email followed by a comma
(Regards, / Sincerely,)
2. Select "Enter" and type your full name in the next line
3. Select "Enter" and type your contact information
Example
Regards,
Mr. Nathan Field
ENG Teacher
Jilin University-Lambton College
452 Guigu Street, Changchun
China
+86 15247865437