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Communicating by emails PPT

The document outlines principles and structures for effective email communication, emphasizing clarity, politeness, and adherence to communication rules. It provides guidelines on how to make polite requests, apologize, and structure emails appropriately, including the use of attitudinal past for politeness. Additionally, it highlights the importance of clear subject headings and specific details in email correspondence.

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Ane Caroline
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9 views25 pages

Communicating by emails PPT

The document outlines principles and structures for effective email communication, emphasizing clarity, politeness, and adherence to communication rules. It provides guidelines on how to make polite requests, apologize, and structure emails appropriately, including the use of attitudinal past for politeness. Additionally, it highlights the importance of clear subject headings and specific details in email correspondence.

Uploaded by

Ane Caroline
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Communicating by Email

Is e-mail a genre?
● How can you tell?

● Can you associate it with any other genre?


Principles of Email Communication
1. Email = A form of communication

2. Follows rules of communication*, both participants


must cooperate in order to avoid misinterpretation.
a. Be accurate
b. Be concise
c. Be clear
d. Be relevant
Subject
Email Structure

Recipient
Body

Greeting

Closing

Signature
Politeness
When do we need to be polite?

● Requests
● Leech’s Maxims:
○ Tact Maxim: Minimize the imposition or the cost to the other
○ Generosity Maxim: Minimize the benefit to yourself (do not
emphasize how much you will personally benefit
Change the following sentences to a more polite request:

1. Hey there teacher, whats up? Wanna send me the pages we need to read for
homework?

1. Here is my essay.

1. Hi Camila (professor´s first name), i could not finish the assignment. Can i
send it 2 u another day?

1. Hello, when can you give me a letter of recommendation? I am waiting.

1. Let´s meet tomorrow to talk about my grades. Yeah?

1. What is the reading I need to do?


Politeness Tips
1. Questions
○ Would it be possible for you to…?
○ Is there any chance that you…?
2. Make it possible for the other person to say no
○ If you do not have time I will understand.
3. Re-consider whether your request is reasonable or not
4. Be careful with the use of please as it sometimes can “suggest
irritation or annoyance on the part of the sender.” (66)
How to look/sound polite, reducing the
chances of receiving a “no” (67)

● Use modals (e.g. could)


○ The modal alone may not be enough to make sure your message
does not appear overly demanding)
● Acknowledg[e] that your request may be burdensome to the reader
(e.g., I know you are busy, but…)
● Begin the request with an expression that is less direct (e.g. I was
wondering whether you… (Attitudinal Past)
Attitudinal Past * (Swales and Feak, Navigating Academia 28-9)

● “not only expresses politeness, but also deference and


distance”
● For example, you hear that your boss urgently wants to
see you on some matter. Rather than popping your head
around her door and saying, "You wanna see me?" you
might more nervously offer: "Did you want to speak with
me?"
Phrases that use Attitudinal Past:

● curious I was just curious about your views on this.

● wanted The two other things I just wanted to mention are, firstly,

● wondering I was just wondering if you have had a chance to look at


this draft.

● thinking I was thinking we might finish early today.

● hoping I was hoping we might meet later this week.


Email Samples
Hi Professor Jones,

I just wanted to let you know that I got the fellowship I applied for.Thanks for all
your help.

● The writer here has chosen the attitudinal past in order to send a polite
message to the professor. Now, compare this with the real past, below:

Hi Professor Jones.

I really wanted to see the movie you recommended, but by the time I found a free
evening it was no longer being shown in town.
Please do Task 2 (page 4)

Chapter – “An Opening Orientation” from


Swales, J.; C. Feak, C. Navigating Academia: Writing supporting Genres.
Ann Arbor: Michigan University Press. 2011.
Typical features for a polite request:
● After you chose the best option from Task 2, check if it has the following
features.

1. Greeting, thanks, and identification

2. The context or reason for the request

3. The specific request (often in the form of a question)

4. An acknowledgement that the recipient may not be able to honor your request
(often in the form of a conditional if clause)

5. Any necessary additional details, including options for the recipient.


Study the following table. The requests on the left are often
seen as “deferential and courteous” (68)
Appropriate Demanding

- Could you send me the feedback via I want you to send me the feedback +
an attachment? via an attachment.

Would it be possible to send me the I’d like you to send me the feedback
feedback via an attachment? via an attachment.

I was wondering if you would send Please send me the feedback via an
me the feedback via an attachment. attachment.

Would you be able to send me the Send me the feedback via an


feedback via an attachment? attachment.
What are the reasons you might send an
email (to a professor or academic institution)?

● To apologize for something


● To ask to instructions
● To apply to a program/course

Can you think of any other examples?


Do Task 3 (Academic Corresponce Styles + Tasks 3)

Chapter – “An opening orientation” from


Swales, J.; C. Feak, C. Navigating Academia: Writing supporting Genres.
Ann Arbor: Michigan University Press. 2011.
Making Appointments
● Provide specific dates and times you are available
● Give several options to help the instructor better schedule the
meeting

● Things to Avoid:
○ Time expressions such as: today or tomorrow
○ Instead use specific days/dates
Ex. Thursday, 11/15 or
Tomorrow, Friday the 10th
Typical Features in Email Apologies

● Greeting
● The apology
● A brief explanation or excuse
● Your action plan (what action you will take)
● Another apology in closing (optional)
● Closing
Useful Language for Apologies
1. To be sorry +for
I am sorry for the delay.
I am really sorry for being late.
2. To be sorry +about
I am sorry about missing class.
I am sorry about having interrupted so much yesterday.
3. To be sorry +to
I am sorry to ask for more time to finish my paper.
I am sorry to be taking up so much time.
4. To be sorry + that clause
I am really sorry that I was late.
I am really sorry that I will miss class next Friday.
Useful Language for Apologies

1.to apologize + for


● I apologize for the delay.
● I apologize for having missed the class.
2. to apologize + that clause
● I apologize that I was late.
● I apologize that I do not have my book.
Email Subject Headings
● Indicate the general purpose of the message
● Be specific
● Be clear and concise
Email Case Study
A student sends an email with an attached file without any
message in the email and no subject heading.
Professor’s Message:
Dear Marie Anne,
I just received your e-mail without nothing written on it. I believe
something went wrong. Could you tell me why you sent me your Writing
Two activity to my e-mail?
Best regards,
Deise
Source
Feak, Christine et al. “Communicating by Email.” Academic Interactions:
Communicating on Campus. Ann Arbor. U of Michigan P. 2008. Print.

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