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Writing Effective E-mail Messages

The purpose of this course is to


provide you with the general
information about writing e-mail
messages.

Unit 1:
Composing Online Correspondence
Unit 2:
Using Correct Language and
Punctuation
Unit 3:
Creating Efficient Writing Habits

Petroşani,
1
November 2004
Unit 1: Learning to Write Online

Unit’s Objective:
• Describe the differences between
writing online and writing on paper;
• Select which actions to take to
effectively edit an e-mail message.

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Unit 1: Learning to Write Online
Electronic communication
has become one of the most
effective ways of doing
business. How well e-mail
messages are written
influence the success or
failure of your company.

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Unit 1: Learning to Write Online

•jeopardize you own and


your company’s reputation;

• give management and co-


workers a bad impression.

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Unit 1: Learning to Write Online

•Create an outline
•Develop a draft
•Edit your message

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Unit 1: Learning to Write Online
Differences between
writing on paper and
writing online:
• use of language;
• sentence, paragraphs, and
page length;
• recipient’s screen vs.
paper impression;
• include a summary in a
long message.
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Unit 1: Learning to Write Online

What are the differences between writing online


and writing on paper?

A. Use of capitalization
B. Recipient’s impression of your purpose
C. Use of language
D. Sentence and paragraph length
E. Use of tone
F. Time spent creating a draft
G. Recipient’s screen vs. paper impression
Solution: C, D, G 7
Unit 1: Learning to Write Online
Determine the objective of your
message
ex: “Inform the development team of the
upcoming workshop schedule.”
“Present AVJ’s annual report”

Steps for achieving the objective


of your message:
• consider your recipient
• anticipate recipient reactions
• outline your message
• develop a draft
• edit your message
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Unit 1: Learning to Write Online
Select and arrange the steps needed
for achieving the objective of
your e-mail message.

A. Outline your email 1. Consider your recipient


message 2. Anticipate recipient
B. Develop topic sentences for reactions
paragraphs 3. Outline your e-mail
C. Edit your email message message
D. Consider your recipient 4. Develop a draft of your e-
E. Develop a draft of your e- mail message
mail message 5. Edit your e-mail message
F. Anticipate recipient
reactions
G. Anticipate recipient
response time 9
Unit 1: Learning to Write Online

• Be specific
• Use a natural tone

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Unit 1: Learning to Write Online
Abstract Concrete words/phrases
words/phrases Two hundred and fifty seven
Quite a few Two percent
A small amount One hundred
A significant amount Buildings/Lots
Units Warehouses/Hotels
Facilities Scheduling/Money
Various factors
Qualifiers Intensifiers
Should be Simply
To some extend Completely
Generally Very
Commonly Especially
Apparently Extremely
More or less Genuinely 11
Unit 1: Learning to Write Online
Since it is important that you are able to construct effective
sentences using specific instead of vague language, study the list
and chose the sentence that doesn’t contain vague words or
phrases.
A. Anticipate recipient reactions before constructing your e-
mail message.
B. To some extend, you should consider your recipient before
constructing your e-mail message.
C. It is generally a good idea to consider your recipient before
constructing your e-mail message.
D. It seems that it is best to anticipate recipient reactions
before constructing your e-mail message.

Solution: A
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Unit 2: Using Correct Language and
Punctuation

Unit’s Objective:
• improve your online writing style

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Unit 2: Using Correct Language and
Punctuation

• use short and familiar words


• short and familiar words improve readability
• avoid vague adjectives and adverbs
• active voice (subject performs the action) is more clear
and direct than passive voice (subject receives the action)
• a.v.: The president sent a company-wide e-mail.
• p.v.: The company-wide e-mail was sent by the president
• use irregular verbs correctly
• use words correctly (commonly misused words: its/it’s, me/myself,
to/too/two, their/there/they’re)
• use punctuation correctly
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Unit 2: Using Correct Language and
Punctuation
Choose the sentence in which the word “affect” or
“effect” is used correctly

A. The tone of your writing can effect how a recipient


perceives your e-mail message.
B. How you construct your e-mail message may effect
how you are perceived.
C. How you construct your email message may affect
recipient reaction.
D. The affect your e-mail message has on your recipient
may be determined by how you construct it.

Solution: C 15
Unit 2: Using Correct Language and
Punctuation
Select the sentence that uses commas correctly.

A. He wrote the e-mail message but, he forgot to include


a greeting.
B. He wrote the e-mail message, he forgot to include a
greeting.
C. He wrote the email message; he forgot to include a
greeting.
D. He wrote the e-mail message, but he forgot to include
a greeting.

Solution: D 16
Unit 2: Using Correct Language and
Punctuation
Categorize each sentence as either passive or active

• Mary constructed her e- Active Passive


mail message. •Mary constructed her e- • The e-mail message was
• The e-mail message was mail message. constructed by Mary.
constructed by Mary. •Joe organized the •The message were
• The message were meeting. checked by the executive.
checked by the executive. •The business executive •The meeting was
• Joe organized the checked his e-mail. organized by Joe.
meeting.
• The meeting was
organized by Joe.
• The business executive
checked his e-mail.
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Unit 3: Creating Efficient Writing Habits

Unit’s Objective:
• identify the best ways to construct a
sentence
• identify the best ways to construct a
paragraph
• select which actions to take to
effectively edit an e-mail message

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Unit 3: Creating Efficient Writing Habits
Constructing Sentences and
Paragraphs

• Effective sentences and paragraphs


help retention and understanding

• Writing incomplete sentences


confuses recipients and damages your
professional image.

• Sentences contain:
• a noun
• a verb
• a complete thought

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Unit 3: Creating Efficient Writing Habits

There are four types of


sentences:

• declarative

• interrogative

• imperative

• exclamatory
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Unit 3: Creating Efficient Writing Habits
Determine which sentences are declarative, interrogative, imperative, or
exclamatory

Jon loves to check his e-mails.


Declarative
How many e-mails messages did you write?
Interrogative
Edit your e-mail messages before you send it.

Imperative

Thanks for sending the attachment!


Exclamatory 21
Unit 3: Creating Efficient Writing Habits

Best ways to construct a paragraph:

• Each paragraph should contain one idea;

• Paragraphs should be short;

• Use topic sentences;

• Use transitions
(in addition, more importantly, first, second, third, finally,
similarly, admittedly, in conclusion, etc.).

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Unit 3: Creating Efficient Writing Habits

Select the options that state the best ways to construct a paragraph.

A. Use lists to supplement each paragraph


B. Use transitions
C. Make sure each paragraph contains one idea
D. Cover as much information as you can in each paragraph
E. Write an introduction and conclusion for each paragraph
F. Use topic sentences

Solution: B, C, F

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Unit 3: Creating Efficient Writing Habits
When editing for content:

• begin with a summary;


• ensure you mention what
actions your recipient should
take;
• ensure you’ve included all of
the information;
• check that you document facts;
• ensure you don’t use
generalizations;
• ensure you don’t overuse
jargon, cliches, statistics;
• check paragraph structure;
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Unit 3: Creating Efficient Writing Habits

When editing for format:

• check paragraph structure;


• ensure you use appropriate lists;
• ensure you use effective
headings/subheadings;
• make sure graphics are
appropriate;

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Unit 3: Creating Efficient Writing Habits
When editing for grammar:

• make sure your sentences are


clear and easy to read;
• ensure sentences, headings, and
lists are parallel;
• ensure pronouns are correct;
• ensure verbs/subjects agree;
• check that you use the right verb
tense;
• make sure you use the right
words;
• ensure your spelling is correct;
• ensure that you use correct
capitalization and punctuation;
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Unit 3: Creating Efficient Writing Habits
When editing for readability:

• make sure you use short


sentences;
• make sure you use effective
transitions;
• ensure you concrete words and
phrases;
• check that your message
proceeds logically;
• ensure you’ve written in active
voice;
• ensure your point of view is
consistent;
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Unit 3: Creating Efficient Writing Habits

When editing for conciseness:

• make sure there’s no irrelevant


information;
• ensure you don’t use redundant
words and phrases;

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Unit 3: Creating Efficient Writing Habits

When editing for style:

• ensure tone is natural;


• ensure tone is appropriate;

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Unit 3: Creating Efficient Writing Habits
Select which action still needs to be taken before sending the
e-mail message.

Good morning!

The project that was finished last night seemed to take longer than
anyone expected, and I hope that the next project worked on will not
take as long and will not require overtime. The company BBQ will be
held next week, and, hopefully the weather will be nice enough for
the volleyball net to be set up so we can play until the sun goes down.

A. Edit for content


B. Edit for format
C. Edit for grammar
D. Edit for readability
Solution: D 30

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