Email Writing For Beginer, Assignments of English Language

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Business English Writing for the workplace

Introduction

 The ability to communicate effectively in the workplace is essential. This resource is designed to introduce you to the fundamentals of successful Business English writing skills.

• Writing emails
• Writing tips

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  (^) L anguage focus
• ··Editing emails
• ··Using tone effectively

Writing tips

 Clear, concise and polite writing is important for successful communications in the workplace. The fundamental writing tips covered are:

• Short and simple sentences
• Clear concise language
• Avoiding unnecessary repetition
• Strong verbs
• Using bullet points

Email basics

 Knowing your audience  Every time you write something you should have a particular reader or audience in mind. You must adapt the content, tone and language of your email to the situation (context) and intended audience of your communication. This does not only apply to email, but to all communication.

 When composing your email, do not assume that the receiver will understand your language. You should always:

• focus your writing to assist your readers
• make sure you know who your reader is before you start to write - the way you would write something to a friend or colleague would be different from the way you would write to a supervisor
• take care when using acronyms e.g. TAFE, technical language and even humour.

Email basics

When to use email

 Even though email is quick and easy to use, sometimes another form of communication might be more suitable. Think about your message and the purpose it is meant to achieve. If a phone call would be better, don't use email. It would be better to think of an alternative to email when:

• your message is personal or confidential
• the news you have to give is bad. It is easy to sound unconcerned when you deliver unpleasant news by email

When to use email

• you are worried that your message might

not be clearly understood

• you need an immediate response

 Language barriers and time difficulties may also be factors to consider.

• Scenarios

 Use the checklist to think about whether it would be appropriate to use email in the following situations.

Security

 There are many issues regarding computer security and email security. There are the issues of personal security, company liability and viruses to name a few. This section will give you an overview of security issues and email.

• Personal use & security
• Workplace email & security
• Viruses

Personal use & security  Email is a quick way to send information but it is not secure. If you would not be happy to have anyone else read your message or view an attachment, it would be better not to send it by email!  In the workplace, the email system is meant for business use, but most companies allow for some private use of email. However, you need to be aware of your company's email policy.

legal risks

• if you send emails with any libelous, defamatory, offensive, racist or obscene remarks, you and your company can be held liable
• if you forward emails with libelous, defamatory, offensive, racist or obscene remarks, you and your company can be held liable
• if you unlawfully forward confidential information, you and your company can be held liable

legal risks

• if you unlawfully forward or copy messages without permission, you and your company can be held liable for copyright infringement
• if you send an attachment that has a virus, you and your company can be held liable.

Legal requirements

• Do not forge or attempt to forge email messages.
• Do not disguise or attempt to hide your identity when sending email.
• Do not send email messages from someone else's account
• Do not copy a message or an attachment belonging to another person without the permission of the originator.

Viruses

 Most viruses are transmitted through email. There are some precautions you can take to minimize the risk of viruses. These apply to both private use and business use of email.

• Do not open any attachment that you are unsure about or if you do not know the sender!
• If your email program has a preview pane, use it to preview your message before opening.