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Business Writing
Firefly Electric and Lighting Corp. Learning and Development
Human Resources Department
Module V
Business Correspondence 1
Business Writing
Firefly Electric and Lighting Corp. Learning and Development
Human Resources Department
Module V
Business Correspondence I
Lesson 1
Basic Structure of an Email
Module 6: Common Forms of Internal
Communication: Emails
Email is a convenient and effective medium to conduct business communication. In this module, we will discuss the format of emails, comparing the traditional style with the military precision style, etiquette guidelines on how to address an email message, as well as grammar and acronyms rules in the letter body.
Common Forms of Internal Communication
Definition:
Email is a message, typically brief and informal, but concise, sent to and received by one or more recipients over a computer network.
Basic Structure of an Email
• Header field : a set of lines describing the message setting such as the sender, the recipient, the date and other optional fields.
• Message body : contains the message which is separated from the header by line breaks.
The Header Field
From: contains the name of the sender
Subject line: contains a short summary of what the entire message is all about
To: contains the name(s) of the primary recipient(s)
Optional Header Fields
Attention line: a line indicating the recipient for whom the message in intended in a company.
Reply to: the header that tells the recipient to whom to address the message as a response to one previously
sent.
Received: the line that tells the sender of the email who received the message. (optional)
Basic Structure of an Email • Subject line : gives the reader a clue as to
what the message is all about.
• Text message area: contains an expanded version of the subject line.
• Signature line: contains the name of the sender, either a formal full name with position, contact number, and email address, or an informal one in form of a nickname if the sender is well acquainted with the recipient.
Basic Structure of an Email Attachment is a large file appended to an
email message, usually containing documents, photos, music and videos. Very large files may use the compression/ decompression utility named ZIP.
Disclaimer is a statement at the bottom of the email that stipulates and limits the rights of an email sender so as to lessen any risks to the company.
Format of an Email
Format of an Email (1) File Edit View Insert Format Options Tools Help
From: ________________________________________ ________________________
================================================================================================
Text message area
To:
S
Subject
Body text Variable width
line
Date:
CC
First name/Last name Position Email address/contact number
Common Forms of Internal Communication: Emails
• Address of the sender need not be written in the signature line if it appears in the “From” field. • “From” and “To” fields may be interchanged depending on the programming. • Attachment may be indicated below the signature line or above in an upper left hand side • Disclaimer is found at the bottom of the email
Example of Email From : Evelyn Manzano <[email protected]> To : Mr. Fred Bengzon <[email protected]> CC : Jon Martir <[email protected], Marcelo C. Lee <[email protected]> Subject line : To identify stocks thru barcodes Dear Mr. Bengzon: Please allow Mr. Alberto Tan, our Inventory clerk to have access to our stocks in your warehouse in order to determine from which of your outlets they came from. Thank you for your usual cooperation. Ms. Evelyn L. Manzano Sales Supervisor 987-1000 loc. 333
Common Forms of Internal Communication: Email
• Two spaces between fields
• Single space between lines of the email.
• Single space between the contents of the signature line.
• For the recipients, the names and email address, if needed are separated from each other by a comma.
• If privacy is a concern, the email address of
people in the BCC field is not written, only their position.
Format of an Email (2) File Edit View Insert Format Options Tools Help
From: ________________________________________ _______________________ _
Date
•
==========================================
Text message area
To:
S
Subject
Body text Variable width
line
BCC
First name/Last name Position Email address/contact number
Example of Email From : Evelyn Manzano <[email protected]> To : Mr. Fred Bengzon <[email protected]> BCC : Jon Martir, Asst. Sales Supervisor, Marcelo C. Lee, Logistics Manager Subject line : To identify stocks thru barcodes Dear Mr. Bengzon: Please allow Mr. Alberto Tan, our Inventory clerk, to have access to our stocks in your warehouse in order to determine from which of your outlets they came from. Thank you for your usual cooperation. Ms. Evelyn L. Manzano Sales Supervisor 987-1000 loc. 333
Format of an Email The military precision style email requires that the
subject clearly states the purpose of the email specifically using the following keywords: • ACTION – Compulsory for the recipient to take
some action. • SIGN – requires the signature of the recipient • INFO – For information purposes only; no • or action required • DECISION – Requires the recipient’s decision • REQUEST – Seeks permission or approval of the
recipient • COORD –Needs coordination by or with the
recipient
Example of Email From : Emmanuel Velez <[email protected]> To : Ms. Romela Sy<[email protected]> Subject line :ACTION: Bi-weekly submission of status update of sales trainees starting May 15, 2017 Mel: BOTTOM LINE: Management wants to review training procedures. BACKGROUND: To pinpoint trainees with high potentials. To find ways to accelerate training. Regards, Emman
Format of an Email
The BOTTOM LINE states the purpose of the email and the action required. It should answer the five W’s: who, what, when, where and how.
BACKGROUND DETAILS are provided to show that the decision is final , supported by the management, and intended to result in positive effects for the company.
Format of an Email
• The header field consists of information as to the sender , the recipient/s, date and the person/s to whom copy is furnished.
• The above examples of emails, the first show the persons in the CC field with their email address indicated. The second example shows persons in the BCC field. Only their position is shown.
• The subject line indicates the contents of the message
Format of an Email • The salutation format is: Dear Mr./Ms. Last Name: (preferred) or Dear Logistics Manager: if the name is not known. • The text message area expands what is found in the subject line with details added.
o First paragraph – includes information why you are writing.
o Second paragraph – describes what you are writing about.
o Final paragraph – thanks the recipient for his/her time.
Netiquette Definition
• Otherwise known as network etiquette.
• a set of rules governing protocol or code of conduct in the internet, behaving and interacting online.
• The rules may not be explicitly stated but are expected and enforced just the same.
Netiquette
creates
harmonious
relationship.
Netiquette Rules The company reserves the right to monitor personal and business emails.
• Send emails only to people who are involved.
• Be brief, use short, precise and direct to the point sentences.
o Divide long messages by bulleting them.
o Append long/ large files as attachment.
o Avoid misplaced humor, sarcasm or insults.
• Indicate the subject clearly on the subject field.
Netiquette Rules • Avoid abbreviation, acronyms and emoticons
in business emails. • Make the subject line summarize the body of the email. • Use compression/decompression utility (ZIP) to reduce size of large files. • Make sure the files are appended before pressing the send button. Remember to put your signature and other pertinent information at the end of your email.
Netiquette Rules Keep your password secret and never give out personal information. Do accept and respect other people’s differences; be courteous. Avoid discussing confidential or sensitive issues in emails. Use antivirus software and keep it up-to-date. Ask permission from sender before forwarding messages. Use title or form of address of people you are not familiar with.
Netiquette Rules
Reply to all questions including anticipated relevant inquiries.
Review, proofread and edit your email for veracity of facts, punctuation, grammar, spelling and typographical errors before sending it.
Refrain from sending discriminatory, defamatory, libelous, obscene or offensive emails.
Business Correspondence 1: Writing Emails
Let’s Review
1. Messages sent by email are usually:
a) short c) concise
b) informal d) all of the above
2. Very large files can be compressed and sent out using:
a) attachment c) ZIP
b) subject line d) BCC
Business Correspondence 1: Writing Emails
Business Correspondence 1: Writing Emails
3. Which is not found in the keyword of military email? a) decision c) sign b) bottom line d) info 4. Which of the following is NOT true? a) The header field contains the setting of the message. b) All email messages should always be brief and short. c) Use of nickname in signature line is acceptable. d) An email can be sent to many primary recipients.
Business Correspondence 1: Writing Emails
5. When do we use the “Cc” field? a) When we are sending a direct message to someone.
b) When we want to send a copy of the email to people who are not meant to be the direct recipients of the message. c) When we want the recipients to be ‘blind ‘ to other recipients’ email address d) When we want the recipient to respond ASAP.
Business Correspondence 1: Writing Emails
6. If a manager has ordered his secretary to send a memo to everyone in the department, the secretary should: a) Place all the department employees’ email address on the ‘To’ section, and the manager’s email address on the ‘From’ field b) Place all the email addresses on the ‘To’ section c) Place all the email addresses on the ‘Cc’ field d) Place all the email addresses on the ‘Bcc’ field
Business Correspondence 1: Writing Emails
7. Which of these is a better salutation to be used in a formal business email? a) Dear Mr. Peter Almendras, b) Dear Ms. Cherry: c) Dear Mr. Gochuico: d) Dear Anthony, 8 Which keyword does not need a response from the recipient? a) coord c) sign b) action d) info
Business Correspondence 1: Writing Emails
9. Which is the correct format of an email? a) Date, recipient, subject line, complimentary close b) Sender, date, BCC, Signature line c) Text message area, recipient, date, complimentary close d) Sender, recipient, date, complimentary close
10. What is invisible in the BCC format? a) Header c) email address b) Subject line d) signature line
11. Which of these statements is NOT true? a) The company has the right to screen personal emails. b) One of the netiquette protocol is to keep one’s password secret. c) It is advisable to send large files as emails. d) Trade secrets should not be discussed in emails.
Business Correspondence 1: Writing Emails
Business Correspondence 1: Writing Emails
12. Which is a false statement?
a) You can only send one email at a time.
b) You need to proofread your emails every time.
c) Antivirus software must be kept up-to-date.
d) The subject line contains a summary of the email message.
Business Correspondence 1: Writing Emails
13. What should be avoided in business emails?
a) use of text-speak c) use of emoticons
b) use of abbreviations d) all of the above
14. Which type of email should not be sent?
a) Defamatory c) obscene
b) Libelous d) all of the above
Business Correspondence 1: Writing Emails
15. Which of the choices below is appropriate for a business email?
a) Use of title before a person’s name
b) Use of detailed procedure of a company promotion
c) Use of email to cancel an appointment
d) None of the above
Business Correspondence 1: Writing Emails
If you got a score of 7 or less in any of the lessons’ practice exercises, please review the lessons on Writing Emails, Format of an Email and Netiquette for Emails before taking the quiz.
Constructing Sentences
Module VA
LESSONS 1-2
Answers to
Writing Emails Quiz
1. Messages sent by email are usually:
a) short c) concise
b) Informal d) all of the above
2. Very large files can be compressed and sent out using:
a) attachment c) ZIP
b) subject line d) BCC
Business Correspondence 1:
Writing Emails
Business Correspondence 1: Writing Emails
3. Which is not found in the keyword of military email? a) decision c) sign b) bottom line d) info 4. Which of the following is NOT true? a) The header field contains the setting of the message. b) All email messages should always be brief and short. c) Use of nickname in signature line is acceptable. d) An email can be sent to many primary recipients.
Business Correspondence 1: Writing Emails
5. When do we use the “Cc” field? a) When we are sending a direct message to someone. b) When we want to send a copy of the email to people who are not meant to be the direct recipients of the message. c) When we want the recipients to be ‘blind’ to other recipients’ email address d) When we want the recipient to respond ASAP.
Business Correspondence 1: Writing Emails
6. If a manager has ordered his secretary to send a memo to everyone in the department, the secretary should: a) Place all the department employees’ email address on the ‘To’ section, and the manager’s email address on the ‘From’ field b) Place all the email addresses on the ‘To’ section c) Place all the email addresses on the ‘Cc’ field d)Place all the email addresses on the ‘Bcc’ field
Business Correspondence 1: Writing Emails
7. Which of these is a better salutation to be used in a formal business email? a) Dear Mr. Peter Almendras, b) Dear Ms. Cherry: c) Dear Mr. Gochuico: d) Dear Anthony, 8 Which keyword does not need a response from the recipient? a) coord c) sign b) action d) info
Business Correspondence 1: Writing Emails
9. Which is the correct format of an email? a) Date, recipient, subject line, complimentary close b) Sender, date, Signature line, BCC c) Text message area, recipient, date, complimentary close d) Sender, recipient, date, complimentary close 10. What is invisible in the BCC format? a) Header c) email address b) Subject line d) signature line
11. Which of these statements is NOT true?
a) The company has the right to screen personal emails.
b) One of the netiquette protocol is to keep one’s password secret
c) It is advisable to send large files as emails.
d) Trade secrets should not be discussed in emails.
Business Correspondence 1: Writing EmailsRules
Business Correspondence 1: Writing Emails
12. Which is a false statement?
a) You can only send one email at a time.
b) You need to proofread your emails everytime.
c) Antivirus software must be kept up-to-date.
d) The subject line contains a summary of the email message.
Business Correspondence 1: Writing Emails
13. What should be avoided in business emails?
a) use of text-speak c) use of emoticons
b) use of abbreviations d) all of the above
14. Which type of email should not be sent?
a) Defamatory c) obscene
b) Libelous d) all of the above
Business Correspondence 1: Writing Emails
15. Which of the choices below is appropriate for a business email?
a) Use of title before a person’s name
b) Use of detailed procedure of a company promotion
c) Use of email to cancel an appointment
d) None of the above
Module VA Lessons 1-2, Writing Emails
1. Please proceed to www. Quia.com/web.
2. On the space provided, enter your log in name and your password.
3. Under “Quiz”, please select Module VA, Lessons 1-2, Quiz 1.
4. Follow the instructions in the quiz.
5. Follow these same steps when you go to succeeding quizzes after every lesson.
End of Module VA, Lessons 1-2
