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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.
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