Email Writing - ppt to Teach Email Writing to B1 to C1 level students

Its a PPT to teach B1 to C1 level learners teaching email writing

1. 1
FormalEmails
Writing for the workplace

2. 2
Introduction to email
⚫Emailisanimportantbusinesscommunicationtool.
Emailallowsyoutocommunicatewithpeopleand
transferfilesfromoneplacetoanotherrapidly.
⚫Despitehoweasyitistoaccessanduseemail,there
aresomeimportantpointsyoushouldbeawareof
whenusingit.Thefollowingsectionswilltakeyou
throughemailproceduresandprotocols.

3. 3
Writing Email
⚫Email basics
•··Know your audience
•··When to use email
•··Email security and the workplace
•··Tips for effective emails
⚫Structure of emails
•··The beginning
•··The subject line
⚫Language focus
•··Editing emails
•··Using tone effectively

4. 4
Writing tips
⚫Clear,conciseandpolitewritingisimportant
forsuccessfulcommunicationsinthe
workplace.Thefundamentalwritingtips
coveredare:
•Short and simple sentences
•Clear concise language
•Avoiding unnecessary repetition
•Strong verbs
•Using bullet points

5. 5
Writing Email

6. 6
Legal risks
•Ifyouunlawfullyforwardorcopymessages
withoutpermission,youandyourcompany
canbeheldliableforcopyrightinfringement.
•Ifyousendanattachmentthathasavirus,
youandyourcompanycanbeheldliable.

7. 7
Legal requirements
⚫There are laws governing the use of email
based on the legal risks:
•Itisstrictlyforbiddentosendorforward
emailsthatcontaindefamatory,offensive,
racistorobsceneremarks.Ifyoureceivean
emaillikethis,orarethesubjectofan
emaillikethis,youmustimmediatelynotify
yoursupervisor.
•Youmusthavepermissionfromthesender
toforwardanemailtoanotherperson.

8. 8
Legal requirements
•Donotforgeorattempttoforgeemail
messages.
•Donotdisguiseorattempttohideyour
identitywhensendingemail.
•Donotsendemailmessagesfrom
someoneelse'saccount
•Donotcopyamessageoranattachment
belongingtoanotherpersonwithoutthe
permissionoftheoriginator.

9. 9
Tips for effective emails
⚫Thinkbeforeyouwrite.Planyourmessage.
⚫Usethesubjectlinetocaptureyour
reader'sattention.
⚫Keepyourmessageshortandclear.
Rememberthatthescreenshowsonlyabout
halfofwhatyouseeonhardcopy.
⚫Ifyourmessageislong,giveasummaryat
thestart.
⚫Youareaccountableforwhatyouwrite.
Alwayswriteyourmessageasifyourboss
weregoingtoreadit.

10. 10
Continued
⚫Donotsendangrymessages.Takeafew
minutestocooldownbeforeyoustartyour
email.
⚫Don'ttypeyourmessageincapitals.Capitals
areconsideredtobeSHOUTINGandare
rude.
⚫Respectcommongrammar&spelling
conventions.Don'ttypeyourentiremessage
inlowercaseandrunaspell/grammarcheck
overthemessage.

11. 11
Continued
⚫Sendmessagesonlytopeoplewhoneedto
readthem.Respectotherpeople'stimeand
don'tforwardjunkemailtothem.UseCC:
andBCC:sparingly.
⚫Proofreadyourmessagebeforesendingit.
Youshouldalwaysrereadyourmessage
beforeyousenditandcorrectanymistakes.

12. 12
Structure of email

13. 13
Structure of emails-The beginning
⚫A successful email has a good first paragraph. Why?
•It tells the reader why you have written the email
so they can decide whether to keep reading.
•It is concise and to the point.
•It gives the most important information first.
•If it is a long email, it should give an overview of
the entire message, so it holds the reader's
attention.

14. 14
Example
⚫Read through the following email and decide
if the beginning is successful.
⚫Check List
•Does this tell you why the sender has written the
email so you can decide whether to keep
reading?
•Is it concise and to the point?
•Does it give the most important information first

15. 15
Check list

16. 16
Analysis the Example
⚫The previous email has problems with
the beginning. They are:
1.too much unnecessary information
2.the important information comes at
the end.

17. 17
Compare this to: Why is this better?

18. 18
Compare this to: Why is this better?
⚫It tells the reader the purpose of the email in
the first sentence.
⚫There is no unnecessary information.
⚫It is short, concise and to the point.

19. 19
Activity1
⚫Rewrite the beginning of the following email.
Remember to:
•put the most important information first
•take away any unnecessary information

20. 20
Activity1

21. 21
Activity 2
⚫Read through the following sentences and drag
them into order from most important to least
important.
⚫Notice that the sentences are short and to the
point. There is no irrelevant information in them.

22. 22
Activity2

23. 23
Activity 2 -solution

24. 24
Getting started
⚫Use the following model to write good emails.
Imagine you start the email with 'I am writing to tell
you...'. This will automatically make you write the
most important information next. Write your email,
then go through it and take out any unnecessary
words, including the beginning, 'I am writing to tell
you'.
⚫Begin with 'I am writing to tell you...'
⚫Add your most important information.
⚫Edit -take out any unnecessary words.

25. 25
Getting started -3 steps to writing easy
emails -Example

26. 26
Structure of emails-Subject lines

27. 27
Continued

28. 28
Writing Email
Language focus

29. 29
Language focus-Editing your email
⚫When editing your email, you need to think
about three things.
•Remove any unnecessary conjunctions
(and, but etc.).
•Remove unnecessary words -words that
do not add to your main point(s)
•Remove unnecessary punctuation (eg,
commas)

30. 30
Activity 6 Edit the following email.

31. 31
Make it polite & positive
⚫Everyonerespondstoapolitepositivetone.
Criticism,rudenessornegativitywillleadto
readerresistance.Emailmessagesneedto
showpolitenessandshouldbepositive
wheneverpossible,otherwisetheyrisk
soundingabruptandpossiblyangry.

32. 32
Making requests
⚫When making requests, it’s a good idea to
use a modal or conditional construction such
as 'Could you …' or 'Would you be able to...'

33. 33
Activity 3 Rewrite the following
sentences in a more positive and polite
tone.

34. 34
Activity 4 Rewrite the following
email in a more polite tone.

35. 35
Comparing tone Which of the two emails
below would you prefer to receive?
1 2