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Unit 4 Purpose and Significance of Email Writing Lecture 13

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9 views

Unit 4 Purpose and Significance of Email Writing Lecture 13

Uploaded by

nikhilmahatolofisong
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Purpose and

Significance
Of
Email Writing
kp
Introduction

Email is an integral part of modern communication,


used by individuals and businesses alike. It offers a
convenient and efficient way to share information,
connect with others, and manage tasks.

kp
The Purpose of Email Writing
1 Information Sharing
2 Collaboration and Teamwork

Emails allow for the rapid Emails facilitate


and widespread communication and
dissemination of collaboration among team
information, ensuring that members, enabling them
everyone has access to to share ideas, discuss
the latest updates and projects, and coordinate
announcements. efforts.

Requesting and
3 Building Relationships 4
Providing Support

Emails provide a platform


Emails offer a convenient
for establishing and
way to seek assistance,
nurturing professional
inquire about specific
relationships, fostering
issues, and offer support
trust and understanding.
to others.
Important components of an Effective Email Writ

Copying individuals on an email is a good way to send your message to


the main recipient while also sending someone else a copy at the same
time. This can be useful if you want to convey the same exact message
to more than one person. In professional settings, copying someone else
on an email can help get things done, especially if the person receiving
the copy is in a supervisory role.
Crafting Clear and Concise Email Messages

1 Subject lines
Email subject lines are like newspaper headlines. They
should convey the main point of your message or the
idea that you want the reader to take away. Therefore,
be as specific as possible.
2 Salutation
Use greeting and sign-off. Don‘t just start
with your text, and don‘t just stop at the end
without a polite signature.
3 Proofread Carefully
Review your email for grammatical errors,
typos, and inconsistencies before sending.
Important components of an Effective Email Writing

Clear Subject Line


● Write the subject line after drafting your message
● Use action verbs so the reader knows what you want done
CLEAR ● Appeal to the reader‘s needs: ask yourself what will make the
SUBJECT reader care about your email

LINE ● Keep your subject line under 50 characters or 6 to 8 words,


so the whole line will show in the in box preview
● Keep in mind that some smart phones show only 33 to 44
characters for the subject line
What is the primary purpose of the subject line in an email?

A) To greet the recipient


B) To summarize the main content of the email
C) To display the sender's name
D) To provide the date and time of the email
What is the primary purpose of the subject line in an email?

A)To greet the recipient


B) To summarize the main content of the email
C) To display the sender's name
D) To provide the date and time of the email

Answer: B) To summarize the main content of the email


Important components of an Effective Email Writing

● Dear Professor Smith


SALUTATION
● Hello, Ms. McMahon
(GREETINGS
& SIGNOFFS) ● Hi, Mary Jane
Which of the following is the most appropriate salutation for a
formal business email?
A) Hey there!
B) Hi [First Name],
C) Dear [Title] [Last Name],
D) What's up?
Which of the following is the most appropriate salutation for a
formal business email?
A)Hey there!
B) Hi [First Name],
C) Dear [Title] [Last Name],
D) What's up?

Answer: C) Dear [Title] [Last Name]


For your closing, something brief but friendly,
or perhaps just your name

● Thank you
● Best wishes
● See you tomorrow
● Regards
What is the best way to close a professional email?

A) Later!
B) Bye!
C) Regards, [Your Name]
D) Cheers,
What is the best way to close a professional email?

A)Later!
B) Bye!
C) Regards, [Your Name]
D) Cheers,

Answer: C) Regards, [Your Name]


Significance of Email Writing

•Improving business reputation


Clear Subject Line •Communicating thoughts and ideas
effectively
•Providing meaningful
correspondence
•Avoiding misunderstandings
•Saving time
•Projecting a professional image
•Enhancing credibility
•Building and maintaining
relationships
How does effective email writing contribute to successful business
communication?
A) It reduces the number of emails sent.
B) It enhances understanding and minimizes miscommunication.
C) It increases the recipient's workload.
D) It allows for more frequent communication.
How does effective email writing contribute to successful business
communication?
A)It reduces the number of emails sent.
B) It enhances understanding and minimizes miscommunication.
C) It increases the recipient's workload.
D) It allows for more frequent communication.

Answer: B) It enhances understanding and minimizes miscommunication.


KEY TAKEAWAYS

1. Clear Subject Line


2. Professional Salutation and Tone
3. Concise and Focused Content
4. Proofreading and Editing
5. Proper Use of Attachments
6. Thoughtful Use of CC and BCC
7. Appropriate Closing and Signature
8. Timely Response
9. Mindful Formatting
10. Understanding Your Audience

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