Lecture Commercial Correspondence: Unit 2 - Nguyễn Mai Hương (p1)

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Lecture "Commercial Correspondence - Unit 2: Emails" to give students the knowledge: Disadvantages, email - To send or not to send, writing effective subject line, first impressions, guidelines to composing effective emails,... Invite you to refer to the disclosures.

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Nội dung Text: Lecture Commercial Correspondence: Unit 2 - Nguyễn Mai Hương (p1)

Commercial Correspondence Unit 2 Emails
Advantages  Personal  Easy to use  Fast  Convenient  Cheap
Disadvantages  Technical problems (nondelivery of messages, unreadable attachments, virus…)  Large amounts of ‘junk’ and unnecessary communication  Pressure of keeping up with email messages  Lack of privacy and security
Email: To send or not to send  Make sure every email you send is necessary.  Think twice before sending copies to multiple recipients with the cc function.  Be sure to respect the chain of command.  Email can be unsuitable for several areas of business communication, e.g. • messages of congratulation, condolence, complaint; • confidential documents; or • documents for legal or insurance purposes.
Email addresses Typical email addresses look like this: dfranks@intchem.co.no corneyg@kingsway.ac.uk tttt@ftu.edu.vn  First part: name of user person/ department or its abbreviation.  Second part (immediately after the @): name of the ISP or organization (or abbreviation)
Email addresses  Last part: domain name suffixes (type of organization or abbreviation of country name) co: company no: Norway ac: academic uk: United Kingdom edu: education vn: Viet Nam Other examples of domain name suffixes: .biz: business .gov: government .org: nonprofitmaking organization
Layout
Layout Header To: Cc: (carbon copies) Bcc: (blind carbon copies) Subject: Attachments
Writing Effective Subject Line An effective subject line: • Attracts your reader’s attention. • Provides a specific, meaningful, and precise description of your subject. Examples of Vague Subject Lines o Marketing reports o Tomorrow’s meeting o Loading Problems o Customer Service
Writing Effective Subject Line Examples of Effective Subject Lines  Marketing reports are due Monday morning  Be ready for some tough questions at Friday’s meeting  Container Loading Problems for Vessel “Northern Star”  Revised Customer Service Procedures
Style  Attention to etiquette is essential.  Informal, but following the rules of good business writing, aiming for • specific • precise business messages • professional
TO: ALL SUPERVISORS FROM: JOEL CAIRO _______________________________________________________________ ___ HURRICANE RAOUL IS ABOUT 200 MILES SOUTH OF CHARLESTON, S.C. HE IS STILL A CATEGORY 5 HURRICANE WITH SUSTAINED WINDS OF 175 MPH... GUSTS TO 220. HE IS MOVING NORTH BY NORTHWEST VERY SPEEDILY AND WILL ARRIVE HERE BY MIDNIGHT. THE HURRICANE CENTER EXPECTS RAOUL TO MOVE ACROSS SOUTH CAROLINA AND THEN UP THE EAST COAST THRU ATLANTIC CITY AND POINTS NORTH TO BOSTON BEFORE TRACKING WESTWARD HO. WE THINK THE TRACK WILL CONTINUE NORTH BUT WHO ARE WE TO QUESTION THE EXPERTS AT THE NATIONAL WEATHER BUREAU. AFTER ALL, THEY HIRED MY BROTHER-IN-LAW SO HOW GOOD CAN THEY REALLY BE? THIS IS INDEED AS STRONG A TROPICAL STORM AS WE CAN EVER HOPE TO SEE IN OUR PART OF THE COUNTRY. THEN AGAIN IT MIGHT PETER OUT AND ALL THIS FUSS WILL HAVE BEEN FOR OTHING. BUT RIGHT NOW WE KNOW THAT WINDS WILL STEADILY INCREASE AND BE STRONGEST AROUND MIDNIGHT. LOTS OF RAIN AND THUNDERSTORMS EXPECTED ALONG WITH THIS STORM. THE STORM IS EXPECTED TO MOVE OUT OF THE REGION BY TOMORROW
TO: All Supervisors FROM: J. Cairo _____________________________________________ Hurricane Raoul is expected to arrive here by midnight. Thunderstorms and rain will accompany this storm until it moves out of the area by late afternoon tomorrow. Please take immediate appropriate precautions regarding personnel, vulnerable outdoor equipment, and facilities.
Style  Include an appropriate greeting and closing section. Less informal: Dear Mr Pinto or Dear Tom and Yours sincerely More informal: Hi Tom or Tom and Best wishes or some other informal closing.
Style  Never use ALL CAPITALS for any part of your message. If you want to stress, put asterisks: *urgent*  Keep your email messages short and to the point.  Limit each message to one subject.  Use appropriate tone, do not send messages composed in anger.
Style  Show emotions • I’ll be pleased to help you sort out this problem. • I appreciate your understanding in trying to resolve this issue. • I am happy to offer you an extra discount of 5% in the circumstances.
First Impressions “A bad beginning makes a bad ending.” An attractive format; A strong opening sentence is especially important in email messages to motivate your busy readers to follow the document through to its conclusion. It expresses your main idea and the focus of discussion.
First Impressions Example of Weak Opening This is in response to the message I received from you concerning the best time for us to meet in your office to discuss ways to improve safety procedures at our plant. According to my and Evan Douglas’s schedule the best time to meet would be this Friday at 2. Let me know if this is convenient for you.
First Impressions Example of Strong Opening Evan Douglas and I can meet with you at 2 p.m. on Friday, April 5, to discuss plant safety procedures. Please let me know if this date and time are convenient for you.
Organizing Messages  Provide the most important information first.  Organize your ideas in short paragraphs (3 – 5 sentences)  Separating paragraphs by one blank space.  Format your message clearly and attractively, using numbers, bullets if possible.  End your message with a signature file, including your full name, job title, company and contact information.