TOPIC 1.
LETTER WRITING
Principles of Business correspondence:
OR points to be kept in mind while drafting a letter.
1.
Simplicity - Any kind of business correspondence should always be simple . Simple words reach the intelligence and feeling more
surely and naturally.Pompous and superfluous words should be avoided.For example rather than saying ‘we are endeavouring to
procure’ it is advisable to say ‘we are trying to obtain’.
2.
Conversational style – Modern day executive likes to use friendly and conversational style in preference to the dull and stiff style
of correspondence that was in fashion a fewyears ago.He likes to follow the soundest principles of communication that demand a
letter , like face –to face- taking, to be interactive.All writing like all speaking should be interactive.
3.
Clarity of Goal – Both in thought and expression we have to be clear in our correspondence. Every letter is a reflection of the
writer’s mind. He should therefore be clear about what information he is seeking or wishingto give. This is his primary goal , and
he must have all the facts and figures about that information ready at hand.
4.
Public relation aspect – Besides aiming at the immediate goal, business correspondence is also deeply concerned with the image
of the company in the eyes of public. People form images about companies from many sources, and correspondence is a major
factor among them. The letters flowing out of a company make strong impressions.All effective correspondence has therefor e,
the broad objective of enhancing the company’s public relations.
5.
You-attitude The most effective business letters are those that show the writer’s interest in the receiver. It means that the writer
has to view things from the reader’s point of view so as to get a favourable response from him. Every human being is interested in
himself and in furthering his own interest. Communication experts , therefore advise us to shift our focus from ‘I’ and we to you
and your. As a result the drafting of the letter will be reflected in generous use of second person pronouns and will show genuine
concern for the receiver. WE –ATTITUDE ‘We have received your letter of May 20. “ YOU –ATTITUDE “Thank you for your letter of
May 20.
“
6.
Courtesy. When we adopt the ‘you- attitude ‘for mutual benefit it is but natural that our tone becomes courteous.It must also be
kept in mind that the overall tone of courtesy excludes the element of anger and preaching that very often spoil communication.
7.
Sincerity Sincerity means that our readers must believe what we say. They must be convinced that we are genuinely interested
in mutual well being.But it also means that we do not sound insincere or hypocritical through words of questionable value. Words
of exaggeration like extraordinary, sensational, revolutionary , greatest amazing etc must be avoided in letters.
8.
Positive language- Use of positive language becomes all the more important in business leter, the primary aim of which is to
build up the best of human relations and to earn business. Positive words stir up positive feelings. Needless to say that negative
words have exactly opposite effect. That is why it is advisable to avoid using negative words like failure, refuse, do not loss,
damage etc.It should be our effort o find positive substitutes for them.
So we can sum up by saying that: The main principle of business communication is about choosing words. Always choose
understandable, concrete and strong words. Positive words are the strength of any business communication. The other important
principle is about developing sentences. Compose clear and short sentences. Prefer active voice and give the sentences the right
emphasis. Then comes forming paragraphs.Develop short and clear and logical paragraphs. There must be a unity in all the paragraphs.
How to Write a Professional Letter
1.Return address of the letter writer (one who is writing the letter)
2.Date of the letter (the date when the letter is written)
3.The complete name, surname and address of the recipient (one who will receive the letter)
4.Salutation (e.g., Dear Mr. Stinson:). Make sure, the salutation ends with a comma ,)
5.The subject line
6.The body of the letter
7.Closing (e.g., Sincerely,); the closing is always followed by a comma
8.Signature of the writer, followed by the writer's name below the signature
9.Enclosure (This is if there is any attachment to be seen along with the letter.)
Professional Letter Format Samples
1.BLOCK FORMAT
2.MODIFIED BLOCK FORMAT
3. SEMI BLOCK FORMAT (INDENTED FORMAT)
Letter Template in Block Format
. This one is very popular as it is simple to use, with no indents and is left aligned all over.
1800, Stone Ridge Street
Los Angeles, CA 90001.
(LEFT )
January 29th, 2011
Mr. Stinson
President, Stinson Children's Center
(LEFT)
344 Western Lane
New York, NY 10027
Dear Mr. Stinson:
In the first paragraph, one needs to give a brief introduction of oneself. One should also give reference to the purpose of the
letter in brief.
The second paragraph needs to give the details of the letter and its need. This paragraph is mostly longer than the others and
plays the main role in the letter. Keep the sentences short and to the point. Avoid using complex words and sentences.
The third and last paragraph is the conclusion of the letter and can be kept short.
Sincerely
,(LEFT)
(this is where the signature of the writer will be placed)
Robin Keating
Enclosures (2) (the enclosures are optional)
Letter Template in Modified Block Format
Slightly different from the block format, this format has the sender’s address, the date, the complimentary closing and signature
on the right hand side of the layout.
1800, Stone Street
(RIGHT)
Los Angeles, CA 90001.
January 29th, 2011
Mr. Stinson
President, Stinson Children's Center
344 Western Lane
New York, NY 10027
Dear Mr. Stinson:
This is the first paragraph where you will explain the reason or purpose behind this letter. Be concise in your explanation.
This is your second paragraph which should talk about the requirement of this letter. Being a longer paragraph than the others,
it plays the main role in the letter. Again, sentences here should be succinct and to the point. Do not use complex words and
sentences.
The third and last paragraph should be your concluding lines.
Sincerely,( RIGHT)
(this is where the signature of the writer will be placed)
Robin Keating
Enclosures (2) (the enclosures are optional
Letter Template in Indented Format
This is one of the oldest formats and is also called the semi-block format. This one has several indents and is a bit more
complex to draft as compared to the block format. There is a very thin line of difference between indented format and
modified block format; the indented format expects you to move to the center of the letter using the tab key for each new
paragraph. It is still a very popular format in the professional letter writing field.
1800, Stone Ridge Street
Los Angeles, CA 90001.
January 29th, 2011
Mr. Stinson
President, Stinson Children's Center
344 Western Lane
New York, NY 10027
Dear Mr. Stinson:
(CENTRE)This is the first paragraph where you will explain the reason or purpose behind this letter. Be concise in
your explanation.
This is your second paragraph which should talk about the requirement of this letter. Being a longer paragraph than
the others, it plays the main role in the letter. Again, sentences here should be succinct and to the point. Do not use
complex words and sentences.
The third and last paragraph should be your concluding lines.
Sincerely,
(this is where the signature of the writer will be placed)
Robin Keating
Enclosures (2) (the enclosures are optional)
A . COVER LETTER(JOB APPLICATION LETTER)
Letter application can be divided into categories- 1.solicited application and 2. Unsolicited application
Solicited applications are sent in response to job advertisements, while unsolicited applicationsare sent at one’s own initiative.In
both the cases the writer is supposed to give all relevant details of his qualifications, experience, etc.
What to Include in a Cover Letter
When you are writing a cover letter, there is specific information that needs to be included. Your cover letter will include a contact
section, a salutation, information on why you are qualified for the job, a closing, and your signature.
HOW TO WRITE A COVER LETTER
Writing a cover letter often seems like a particularly daunting task. A cover letter is typically an application that accompanies each
resume one sends out. Your cover letter may make the difference between obtaining a job interview and having your resume
ignored, so it makes good sense to devote the necessary time and effort to writing effective cover letters.
1.A cover letter should complement, not duplicate, your resume.
2.Its purpose is to interpret the data-oriented, factual resume and add a personal touch.
3. A cover letter is often your earliest written contact with a potential employer, creating a critical first impression.
There are three general types of cover letters:
•
The application letter which responds to a known job opening
•
The prospecting letter which inquires about possible positions
•
The networking letter which requests information and assistance in your job search
•
Your cover letter should be designed specifically for each purpose outlined above as well as for each position you seek.
4.Do not design a form letter and send it to every potential employer
5.Effective cover letters explain the reasons for your interest in the specific organization and identify your most relevant skills or
experiences (remember, relevance is determined by the employer's self-interest).
6.They should express a high level of interest and knowledge about the position.
Parts of a Cover Letter
Contact Information
The first section of a written or uploaded cover letter should include your contact information:
•
Your Name
•
Your Address
•
Your City, State, Zip Code
•
Your Phone Number
•
Your Cell Phone Number
•
Your Email Address
Employer Contact Information
If you have contact information for the employer, list it below your contact information. If not, leave this section off your cover letter.
Cover Letter Salutation
It's important to include an appropriate salutation at the beginning of the cover letter or message. If you have a contact person for
your letter, be sure to include their name in your letter.
Body of Cover Letter
The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an
interview, and how you will follow-up. This section of your cover letter should include:
•
First Paragraph - Why you are writing
•
Middle Paragraphs - What you have to offer the employer (be specific)
•
Final Paragraph - How you will follow-up
Cover Letter Closure
When you're writing a cover letter or sending an email message to apply for a job it's important to close your letter in a professional
manner.
Cover Letter Closing Examples
•
Sincerely
•
Sincerely yours
•
Regards
•
Best regards
•
Kind regards
•
Yours truly
•
Most sincerely
•
Respectfully
•
Respectfully yours
•
Thank you
•
Thank you for your consideration
Follow the closing with a comma, a space, and then your name and your contact information, if you're sending an email message.
For example:
Best regards,
Your Name
Your LinkedIn Profile URL
Your Email Address
COVER LETTER EXAMPLE 1.
Sanjeev Kumar
House no 240,
Asia village, New Delhi 110049
Manager,
BHEL, Haridwar,
Sir,
Sub:______________________________________________________
Being given to understand that your organisation requires a few computer professionals, I wish to apply for the post of Software
Engineer as I have earned the degree of Master in Computer Applications (MCA) from XYZ , University of ABC. In this connection
am enclosing herewith my bio- data for your kind perusal.
I hope to have a favourable consideration and I assure you that you will not regret your selection if I am given a chance to serve
your esteemed organisation.
Yours faithfully.
SANJEEV KUMAR SUINGH
Cover Letter: Example 2
2520 Vista Avenue
Olympia, Washington 98501(Address of the sender)
April 19, 2001
Mr. Bob Trimm, Personnel Manager (Address of the receiver)
Importers Inc.
587 Lilly Road
Dear Mr. Trimm:
I am writing to you in response to your advertisement for a Legal Assistant specializing in Port Regulatory Law, which appeared in
the Seattle Times on Sunday, June 15. As you can see from my enclosed resume, my experience and qualifications match this
position's requirements.
I especially would like to point out that I graduated from The University of Tacoma and was hired directly upon graduation due to my
expertise in port authority regulations.
During the four years that I worked for Shoreman and Co., I further deepened my knowledge of the fast changing regulatory laws in
our state. My employer also thought highly enough of my abilities to promote me to head legal researcher after my first year of
employment.
I look forward to an opportunity to meet you.
Sincerely,
Kenneth Beare
Enclosure
COVER LETTER EXAMPLE 3
John Donaldson
8 Sue Circle
Smithtown, CA 08067
john.donaldson@gmail.com
Date
George Gilhooley
XYZ Company
87 Delaware Road
Hatfield, CA 08065
Dear Mr. Gilhooley,
I am writing to apply for the programmer position advertised in the Times Union. As requested, I am enclosing a completed job
application, my certification, my resume and three references.
The opportunity presented in this listing is very interesting, and I believe that my strong technical experience and education will
make me a very competitive candidate for this position. The key strengths that I possess for success in this position include:
•
I have successfully designed, developed, and supported live use applications
•
I strive for continued excellence
•
I provide exceptional contributions to customer service for all customers
With a BS degree in Computer Programming, I have a full understanding of the full life cycle of a software development project. I
also have experience in learning and excelling at new technologies as needed.
Please see my resume for additional information on my experience.
I can be reached anytime via email at john.donaldson@gmail.com or my cell phone, 909-555-5555.
Thank you for your time and consideration. I look forward to speaking with you about this employment opportunity.
Sincerely,
John Donaldson
B SALES LETTERS
Sales Letters are the most important written form of business communication.Their primary aim is publicity or to reach out to a large
number of people interested in a particular product /service and turn them into buyers.Even if people are not interested in the
product, the aim of the letter is to make them interested in it.Starting with the assumption that the receiver may resist the offer, the
sales letter has to be persuasive or powerful enough to make the recipient act. The effectiveness of such letters depends on the
writer’s ability to use language suited to his purpose that is above all to influence the recipient – his thinking, his taste, his
behaviour.This is the aim of persuasion. Sales letters are therefore ,persuasive or indirect approach letters.
CHARACTERISTICS OF SALES LETTERS
1. Lenghty Discourse –Almost all sales letters are long letters in contrast with the other business letters that are supposed to
be short and precise.In fact all sales letters are a kind of advertisement of he product or service offered.They haveto
therefore build up a case for its purchase. The writer has to marshall all sorts of arguments in favour of the product/
service.
2. Focus on a Particular Class _A sales letter is essentially meant for a particular class of consumers. No product or service
can be of interest to all kinds of consumers. There are products specially designed for children, for women,for school
children , for professionals and so one. A sales letter or offer for any of these items will be sent to the buyers /
prospective buyers of that item.
3. S pecialised Information – An effective sales letter is backed by specialised knowledge or at least sufficient information
about the product offered and the needs of the consumer. In order to convince the consumer the letter must give
convincing arguments in favour of the product , facts , figures comparing the product with its rivals in the market.
4. Arresting Opening – An effective sales letter has an arresting or attention grabbing opening. It may start with a catchy
subject –line , an exclamatory slogan, straight question ,a rhetorical question or in whatever way the writer chooses to
capture the audience. A few sample beginnings are ; “Could you ever imagine...?”, Would you be interested in...?etc
5. Emotional VS Rational Appeals – Sales letters make a strong appeal to the consumer /receiver of the letter. Appeal in this
context means the strategy used to present a product or service favourable to the readers. These strategies or appeals
can be broadly divided into two categories; Emotional appeal which is directed to our senses viz taste, smell, feeling ,
hearing and seeing. And RatiOnal appeal which is directed towards reason and include persuasive strategies aimed at
saving, making money, doing a job more efficiently and so on.
6. Highly Conversational Style – An effective sales letter is generally written in a highly conversational style. It is supposed to
replace the salesman in the sense that the writer enters in to a heart to heart dialogue with the reader. It has a touch of
intimacy and genuine interest in the reader’s needs. That is why sales letters are always full of questions,answers or
suggested answers.
7. –You Attitude -The writer puts the reader in the centre of his concern and say all that he thinks the reader is interested
in.Rather than using words like I , We... he makes the reader feel important and uses words like you, your etc.For
example, rather than saying a bland statement like “ The new fabric has a touch as light asa feather’ the lettershould say
‘You will like its feather soft touch and so on.
8. Urging Action –The ultimate aim of a sales letter is to make the eader act and act with a sense of urgency.The appeal of
the letter is so powerful that the reader is so convinced of 1. The qualiy of the product 2.the genuineness of the seller’s
interest iin him and 3. The value of his time and money.
Sample Sales Letter
Mr. Ronald Martin (sender’s address)
Sales Department
Healthy Nutrition
181 Garlands Road,
San Diego, California
November 30 2006
Ms. Mary Smith
(receiver’s address)
Executive Secretary
Californian Health
73 Park Lane,
San Diego, California
Dear Ms. Smith:
Thank you for your inquiry about the possible cooperation between Californian Health and Healthy Nutrition. We have worked with
NGOs in the past and we are very delighted to have the chance to do it in the future as well.
Healthy Nutrition manufactures and distributes a wide range of organic foods. We have special offers for diabetics and for people
who are going through a detoxification or rehabilitation procedures. The recipes for these foods are proprietary of Healthy Nutrition
and I am glad to say that we are the major manufacturer and distributor of foods of those class not only in San Diego area but in the
whole state of California. If you are interested in cooperation with Healthy Nutrition about these foods as well, I can send you our
offer. We do have discounts for quantities and special discounts for new partners (please, see the attached document).
In response to your question about the possibilities of running the chain of healthy food stores together, I regret to inform you that
we do not operate in the retail business. But if Californian Health prefers to run the chain of stores themselves and accepts us as the
general supplier, we can discuss the details further. In the past we have been involved in such activities with orphanages and other
NGOs, so we can say we have traditions in this kind of business as well.
If you have any questions, do not hesitate to contact me.
Yours Faithfully,
[Signature]
Ronald Martin
(SAMPLE LETTER) To the Editor of local newspaper expressing your views on any issue...
Date: 19/05/2012
To
The Editor,
The New Era Times,
Daryaganj, New Delhi.
Subject: Spreading Mass Awareness About Dangers of Using a Cell Phone While Driving
Dear Sir,
Through your esteemed newspaper, we are pleased and honored to express our views on increasing threats of using a cell phone
while driving. We are the post graduate students of XYZ college.In an unfortunate incident, a few weeks ago, we lost one of our
college mates, in a tragic accident. He succumbed to severe injuries before he could be taken to the hospital. The cause of accident
as reported by the police officials has been negligent driving. It is mentioned in the report that hewas talking on a cell phone that led
to a lapse in his concentration and he eventually lost his control, bumping into a huge cargo truck.
His sudden demise has left us in unexplainable pain. As a tribute to our love forhim, we all have decided to gather courage and
recover from this shock. To engage ourselves in a construcive work, we have started a campaign to spread awareness about
accidents related to cell phones and driving. In the reference material attached to this letter, you can see various newspapers
cuttings and photographs that highlight the gravity of the situation. In the year 2008 alone, nearly 6,000 people lost their lives
because of accidents related to a cell phone use while driving. Moreover, car crashes and texting via cell phones while driving have
been related more closely in recent years. Cell phones usage while driving has been rated to be far more dangerous than drunk
driving, which highlights the dangers of using cell phones when we are commuting from one destination to the other.
Students of our college have vouched never to use a cell phone while driving and we have made several communities on social
networking websites to promote the same cause. Coming Sunday, we have called for a meeting of teenagers and youth in our
locality to share our views and opinions on this sensitive topic. The discussion will be addressed by our college principal, Mr. XYZ.
We are trying to contact some other senior people in highway control departments so that the discussion can get more media
coverage and the message can be spread far and wide. We are also carrying out a Silent Candle March on the same day in the
evening to highlight the cause.
We request your newspaper team to provide us media coverage so that our campaign and the idea behind it can get recognition,
thereby spreading more awareness about cell phone use in cars and its dangerous consequences. For any information and in case
you are interested in helping us, please feel free to contact at our college office phone number (777) 651-4860 or on the address
mentioned below.
Yours sincerely,
John Gates (Coordinator)
XYZCollege,
Dehradun.
TOPIC 2 PRE’CIS WRITING
DEFINITION-
The word précis has been derived from the French word ‘Preesee’ meaning to cut or to
shorten. It is pronounced as ‘ Pray- see’.
OBJECTIVE – The object of summary or pre’cis as it is sometimes called is to give a short but accurate account of what the original
writer has said without changing or adding to it in any way.The original sense of the passage must not be distorted by additions or
by omissions in terms of leaving out any essential information. IN SIMPLE WORDS, DON’T ADD ANYTHING , ANY EXAMPLE
FROM YOUR SIDE THOUGH YOU MAY DELETE UNNECESSARY INFORMATION..
ORIGINAL TEXT ; I want some more beer ..." Sam turned around and saw a dirty, unshaven drunkard mumbling in coherently as he
wobbled aimlessly along the road. Shaking his head, Sam continued his way back home.
Sam did not bother to switch on the lights at home. Everyone must be asleep at this late hour, he thought. He tiptoed into Marie's
bedroom and found her sleeping soundly, snugly tucked under her pink comforter. Sam bent over and kissed his beloved five-yearold daughter's forehead. "Thanks, dear. If it was not for you, I would never have turned over a new leaf," Sam whispered in
gratitude, recalling the drunken man he saw a while ago.
A year ago, after being retrenched from his computer company, Sam felt dejected and worried about how he was going to provide
for his family. The situation worsened when he failed to secure a job after months of intensive searching. Soon, Sam began to
indulge in alcoholic drinks to drown his sorrows. His savings which was used to sustain the family expenses during his retrenchment
was tremendously depleted by his drinking habits. Soon his wife, Catherine, became the family's sole bread winner.
Catherine's efforts to stop Sam from drinking were futile. Alcohol had transformed the once-gentle family man into a violent beast.
Sam began to hit his wife when she refused to give hi money for his drinks. Once Catherine tried hiding his drinking bottles, hoping
to stop Sam from drinking. Sam was so agitated when he could not find his bottles that he locked Marie into her bedroom and
threatened her into revealing the hiding place. The incident instilled terror in Marie and thereafter, she tried her best to avoid Sam.
These traumatic incidents continued until the launch of the "stop Drinking" campaign by the government. Striking and persuasive
posters were put up in the public to persuade alcoholics to kick their habit. None of them succeeded in bringing Sam to his senses
except one. The poster illustrated an alcoholic man abusing his wife while their terrified daughter cried helplessly. The slogan
accompanying the poster was: 'Will Your Children Be Able To Draw A Happy Family Again?'. Sam suddenly recalled a poster
entitled 'Happy Family' drawn by Marie for school before he began drinking. As if released from a spell, he realized how
irresponsible and abusive he had been. Overcome with guilt, he quit drinking totally.
"Sam, why aren't you going to sleep?" asked a concerned Catherine.
"I'm coming, Catherine," Sam replied with a smile as he headed for his room.
PRECIS OF THE ABOVE PASSAGE Sam became a drunkard after failing to find a job following his retrenchment. His savings
was reduced so quickly that Catherine had to work to support the family. Despite Catherine's advice, he persisted hiS drinking habits
and even extorted money from her, hitting her when she refused to give in. He once locked up Marie in the bedroom, forcing her to
reveal the whereabouts of his beer bottles which Catherine used to hide. The event instilled terror in Marie and thereafter she tried
her best to avoid Sam. During the "Stop Drinking" campaign launched by the government, Sam came to his senses when he saw a
broken family of a drunkard. From then on, he quit drinking..
TOPIC 3 PHRASES AND CLAUSES
A phrase is a group of words that does not contain a verb and does not make complete
sense on its own.
Examples: 1. long and loud 2. After the party 3. with a sigh 4. as flat as a pancake 5.
thunder and lightning 6.. in a while ( in all these words there is no verb ,these words do
make
some
sense
but
not
complete
sense.)
A clause contains a verb and can be used either as a whole sentence or part of a
sentence.
EXAMPLES1. The balloons popped.
sentences have verbs.) OR
2. They moved quietly. 3.The wind roared.(All these
A clause is a collection of grammatically-related words including a subject and predicate(though sometimes is the subject is implied
that is not mentioned but understood)).
A collection of grammatically-related words without a subject or without a predicate is called a phrase. Clauses are the building
blocks of sentences: every sentence consists of one or more clauses.
clause: cows eat grass This example is a clause, because it contains the subject "cows" and the predicate "eat
grass."
Phrase.; Humpty Dumpty sat on a wall.
1. On a wall- (Phrase)
2.Humpty Dumpty sat on a wall (Clause) (Sub and verb is
present)
State whether the following are a Clause or a Phrase.
1. I love to eat bagels (clause) I is the subject and love… verb
2. the big, bad wolf(phrase) No subject or verb
3. they were thinking about the language issue.(Clause)
4. after the morning rush hour(Phrase) No subject or verb.
5 because of the coat which I bought in the mall (Clause)
6 when the train arrived at the station(Clause
TOPIC 4. email Writing
Email writing has become a large part of modern communication, particularly in business. The world has become much smaller
now that we have the ability to send and receive email messages over great distances at an incredible speed. Due to the ease of
use it has the potential to be abused and you should try to keep the following points in mind when writing email.
How much should I write in an email?
Email is meant for quick, simple communication. As a general guide that means roughly 4 or 5 paragraphs at most. Due to the
limitations of formatting and layout, anything much longer than that is probably best sent as a separate attachment such as a
Word file. Most people have a limited attention span with email - if they are receiving a lot of mail you want to get the main
message explained in the shortest possible space.
Do spelling and grammar matter in email?
. Poor spelling and grammar show a lack of attention to detail and sends the wrong message about yourself and how you do
business. Most email programs today have built-in spell checkers so there is no excuse! One should not send a letter that is poorly
punctuated and uses no capital letters -
What do cc: and bcc: mean?
There is a certain etiquette with email, especially in the use of the carbon copy (cc:) and blind carbon copy (bcc:) fields. It is
courteous to add addresses to the 'cc:' field if those people need to know about the subject but are not required to act on the
contents.
The 'bcc:' field is useful where discretion is required. People in this field are concealed from other recipients in the 'To', 'cc:' and
'bcc:' fields. They can themselves see others in the 'To' and 'cc:' fields but not the 'bcc:' fields.
In this example, an email is sent directly to John by Bob. He copies
Tom by including Tom's address in the cc: field. Harry and Sue are
blind copied - they can see who the original recipients were but Tom
and John won't see their names.
What are plain text and HTML format email?
Plain text email is exactly that - plain. There is no formatting using
different fonts or colours. Email messages can only contain characters
typed on a keyboard, known as the ASCII character set. Creative use
of characters like '*' and '+" can be used to highlight passages or create headings.
HTML email allows you to add formatting to your text as well as images or links using HTML code. Many online newsletters
are written in this format as they provide a more visual medium and are pleasing to look at at.
TIPS FOR EFFECTIVE EMAIL WRITING
1. Quickly Answer, “What’s the Point?”
People want to know “what do you need from me?” Answer this question quickly. Skip long introductions, backgrounds,
compliments and details. Jump to the point. State it clearly using minimal words.
If action is needed, make it clear what the desired action is from the recipient.
2.
Remember to KISS
KISS = Keep it simple, stupid
When we send out a long email asking for something from the receiver (time, favor, etc), we are essentially saying “I do not
respect your time.” Show them you appreciate their time, by making email short, and simple to answer.
Using as few words as possible, introduce who you are, context if necessary, and why you are emailing.
3.
Save the Whole Story – Stick to the Facts.
People tend to say too much in email. We feel compelled to describe all the details and disclose the whole of our existence so that
the receiver can understand the whole picture. Truth is, unless you already know this person well, they really don’t care.
Unless asked, you don’t need to overly elaborate anything. Simply stick to the facts – it’ll help you keep your message short.
4.
Avoid Excessive Compliments
Some people have the idea that the more compliments they throw out, the more likely the receiver will comply with their
offer/need/pitch.
There is a difference between being genuine and saying what’s on your heart, and going out of your way to compliment someone.
We humans are exceptional at detecting unauthentic phrasings and remarks – even in email.
Compliment only if you really mean it. And remember to be brief if you need action from the receiver.
5.
Be Personal and Personable
Personalize email with relevant remarks to the receiver, put in a quick comment about their site, product or work. Address the
person by name, sign email with your own name,
6.
Make it Easy to Be Found
In your signature, include appropriate URLs for your website, blog, portfolio or product. Make sure the links are functional so
they can read more about you in one-click.
7.
Use Simple English
When the writing is too formal or uses irrelevant technical lingo, it is difficult for laymen to understand. Plus, you come off
sounding like a legal document or spammer. Neither is good.
Write like you talk, using conversational English. Be authentic and realistic.
Trying to sound professional will come off as if you are trying to sound professional. Use your real voice – it’s more endearing
and approachable.
8. Font Matters
There is nothing worse than opening an email and become blinded by the brightness elicited by all the words displaying in bold.
It makes me want to instantly close the email for the sake of protecting my eyes.
Alternatively, fonts that are too small, too large, or otherwise hard to read (ie. 8 point, times roman font, all bold.) makes us not
want to read the email as well.
Beware of your fonts in your ‘presentation’. Do not bold the entire email, use easy to read fonts (ie. Arial), and use a standard
size. Do not use extravagant colors since they don’t work well on all monitors and can be hard to read.
9 Formatting Matters
Make emails easy to read and quick to scan by using bullet points, numbered lists, and keeping paragraphs short. Highlight
keywords (bold or italic) for emphasis, without overdoing it.
10. Minimize Questions
Ask questions that matter, and limit the number of questions and favors you ask in an email (one or two max). The more
questions (especially open-ended ones) asked in one sitting, the less likely you are to get a response, and the less likely all your
questions will be answered.
Also, ask specific questions instead of a general open-ended ones. Be reasonable and thoughtful when asking. Don’t expect the
recipient to solve all our life problems. For example, “How can I get rich quick? How can I become successful?” are too broad.
Break them down into specifics and ask the one question that really matters.
You can send additional questions in separate emails. Key is in keeping the line of communication open by not overwhelming the
receiver.
11Trimming of Words
Like grooming a garden, read through the finished email and trim out words, sentences, and paragraphs that do not contribute
towards your desired result.
Check for potential ambiguities and unclear thinking. Can you rephrase sentences for clarity using fewer words? Check for
excess commentary that doesn’t add to the email’s main point. Remove extra details disclosed, unnecessarily.
IN SHORT
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No rambling stories or long intros.
Get to the point quickly.
Next action clearly stated.
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Fonts and formatting matter.
Review for conciseness, simplicity and clarity.
One question per email.
Be yourself – that is, the concise version of yourself.