Email: English Communication Skill

Email: Capitalization

* Always capitalize Proper Nouns + (Adjectives) — Ex. China + Chinese — French wine * People and Titles — When used in place of the person's name / addressing person directly — President Obama — The President :( — The president will travel to California.

Low-Context Writing to High-Context

* Be aware of — Status and Identity — Building good relationship is important

Professional Email: Email Text

* If asking reader to do something: Ask only 1-2 requests — Keep texts to 1-2 paragraphs — 3-4 sents per paragraph — Always say thanks

High-Context Communication

* Non-explicit, descriptive, longer emails — Ex. The Middle East, Asia, Africa, South America

Professional Email: Closing

* Regards, * Best regards,

Low-Context Communication

* Straight-forward, concise, and efficient — Ex. North America and Western Europe

Email: Unnecessary Words

* We often add unnecessary adjectives, adverbs, and filler words — Ex. Very often when we write, we put lots of extra words, like adjectives and adverbs, which when you really think about it, are very much unnecessary. — Looks awkward and cluttered

Email: Announcing Meeting / Event

1. Begin with the name of the event 2. When and how long the event will last 3. Where the meeting is

Email Outline: Introduction type

1. Introduction — Your name, position, organization (Who you are) — My name is Amy Lo, and I am... 2. Controlling Idea — States the purpose of the email — I am interested in...., and I would like to... 3. Body — More information / Details / Questions — Questions (WH questions) — Directly: Who is...? Where can I get more info? — Indirectly: I would like more info or links you have.... (More formal) 4. Conclusion — Thank you for taking the time to read my email 5. Closing — Best Regards

Email: Avoid Contractions

Advice: Do NOT use contraction word * Informal — Ex. Can't / Wouldn't

Email: Words to Avoid

Advice: Do NOT use strong words * Might see harsh / rude to the reader — Must — Should — Demand — Require — Necessity

Emails: Do NOT

Advice: Don't use passive voice :) — People write powerful emails. :( — Powerful emails are written by people.

Professional Email: Do NOT Complain / Blame

Advice: Self-Blame — When asking about something that is incomplete * Tip — Perhaps... was incomplete. — Perhaps I left something out... — Ex. If email is an order / application that has not gotten response, say — "Perhaps my order was incomplete"

Email Example: Introduction

Dear Monica, My name is Aja Frost, and I am a college student who is interning in the city until mid-August. Your career path is very inspirational to me: I do not know very many people who have worked in marketing at Google, Facebook, and Apple. As an aspiring marketer, I would love to learn more about which skills you have used the most and what you would expect from an entry-level employee in your department. I am sure you are busy, so even 20 minutes would be greatly appreciated. Thank you, Aja

Example: High-Context Communication

Dear Mr. Kim, How are you? How is the weather in Seoul these days? It is very cold here in Atlanta. We even had our first snow fall yesterday. I would like to discuss with you about the meeting we had last week. It was a very good meeting, and we were able to go over many important points. I remember that you mentioned your boss, Mr. Lee, may be interested in purchasing our new product, and I would like to know if you had a chance to talk to him about it. Would you mind letting me know the latest news? I would really appreciate it. Best Regards, Sally Hansen

Email Template: Introduction

Dear [first name], My name is [your name], and I am a [job title] who works in [your location]. I am reaching out because [reason why you want to speak with this person]. I would love to learn more about [two or three things you'd like to learn from the person]. I am sure you are busy, so even 20 minutes would be appreciated. Thanks so much, [Your name]

Example: Low-Context Communication

Hey Chung, How are you doing? I wanted to touch base with you about the meeting we had last week. You mentioned your boss might be interested in purchasing our new product, and I wanted to know if you talked with him about it. Let me know the latest. I'll talk to you soon, Sally

Formal / Informal Expressions

http://image.slidesharecdn.com/keyphrasesformalinformalforemail-131106220315-phpapp02/95/key-phrases-formal-informal-for-email-1-638.jpg?cb=1383775514

Apology Emails

— I'm sorry about... — (Small error) — I'm sorry that... + Solution/Fix problem — (You made the mistake) — I'm sorry if... — (Either parties may be responsible) — Ex. I'm sorry about the inconvenience / delay

Professional Email: Greeting

— Look for a person's position at the company, university or office — Ex. Dear Professor / Director Smith — Address gender (if not position) — If gender is the only info: Dear Sir / Madam — Addressing a company (ex. bank): To Whom It May Concern — Addressing a group: Ex. Dear Members of the Committee / Sales Team

Polite Request

— Please... — Could/ Would... — Would you mind... — Would like (= want) — Would you also... — Ex. Could you send me your resume? — Ex. Would you please give me directions to your office?

Request emails: Conclusion

— Thank you for your... — I appreciate your... — Thank you — Sincere thanks — I appreciate it — Ex. I appreciate your interest in our company.

Email: Words of Appreciation

— Thank you for... — I hope you... — I look forward to...