Advertisements and office correspondence


How to write an e-mail 1. Try to use three paragraphs if it is for business – the opening paragraph, body and conclusion.


2. Write in full sentences. 3. Use informal style, but it must be correct and not SMS language. 4. Use polite phrases, like would and could, if you want the recipient to do something.


5. Always say please and thank you.


Can you still remember the features that appear on an e-mail screen? Te list appears below.


Challenge


What does Bcc stand for?


1.To Give the e-mail address of the recipient (the person you are writing to), e.g. annastar@hotmail.com 2. Cc (an abbreviation for carbon copy) Use this line if you want another person/other people to receive a copy of the e-mail you are sending to the recipient. 3. Subject Give a summary of what the e-mail is about, e.g. Notice of staff meeting. 4. Greeting/Salutation Open your message with a greeting. It helps to create a friendly tone. Although most people have started using ‘Hi’ as in Hi John, ‘Dear’ is still an accepted form of greeting. 5. Message Say in the first paragraph what the message is about. 6. Attachments Mention if you add an attachment to the e-mail and remember to include it. 7. Ending End in a polite way, e.g. Regards or Best wishes. 8.Name Put your name at the end of the message.


An example of an e-mail (103 words)


colinsteyn@vodamail.co.za Tomorrow’s meeting


From: James Ndlovu [mailto:jndlovu@actionstations.co.za] Sent: 27 May 20.. 11:36 To: Colin Steyn Subject: Tomorrow’s meeting


Hi Colin


This is to remind you that Brian van Reenen, the Caltex rep. and Ron Larsen, the technical adviser, will be visiting us tomorrow to recommend new grease for the plant. They usually pop in once a year.


FutureManagers 21


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