EMAILS
Is an electronic means of sending messages and information using internet. This is the main communication that is popular to organisations and individuals in the world today(Eunson, 2012).Email has caused a great revolution in the way people communicate. Email writing demands a lot of attention since we depend on it to pass information to clients. The grammatical rules should be strictly be adhered to and should involve proper spelling and punctuation (Watson ,2000)
LAYOUT
An ideal email should have the following major parts (watson,2000)
There are several types of emails
Directive email for giving instructions
Petition email for making a request
Notification email
Transmittal email
Warrant email for authorisation
EMAIL STYLE
Emails take an informal style is used as compared to letter writing and memos
CHARACTERISTICS OF EMAIL (clark, 2006)
Likely to be emotional
It creates room for the writer to reveal individual information and opinions
Allows the use of first and second person pronouns, present tense
It can result to erosion quality writing skills e.g. use of 2 for to, U for you, BTW for by the way.
Emails lack format. Most circumstances the reader receives the email in a different format as compared to the original format.
Is an electronic means of sending messages and information using internet. This is the main communication that is popular to organisations and individuals in the world today(Eunson, 2012).Email has caused a great revolution in the way people communicate. Email writing demands a lot of attention since we depend on it to pass information to clients. The grammatical rules should be strictly be adhered to and should involve proper spelling and punctuation (Watson ,2000)
LAYOUT
An ideal email should have the following major parts (watson,2000)
- Parts for an email message
- Receiver’s name
- Subject
- Date
- Body
- Email address
There are several types of emails
Directive email for giving instructions
Petition email for making a request
Notification email
Transmittal email
Warrant email for authorisation
EMAIL STYLE
Emails take an informal style is used as compared to letter writing and memos
CHARACTERISTICS OF EMAIL (clark, 2006)
Likely to be emotional
It creates room for the writer to reveal individual information and opinions
Allows the use of first and second person pronouns, present tense
It can result to erosion quality writing skills e.g. use of 2 for to, U for you, BTW for by the way.
Emails lack format. Most circumstances the reader receives the email in a different format as compared to the original format.
CIRCUMSTANCES WHEN FORMAL STYLE IS CRUCIAL(Dwyer ,2009)
When sending to a senior person in the organisation
When sending to somebody outside the organisation
When the receiver has no idea about jargon or terminology
When the email is likely to be stored for future references
MADE FORMULAR FOR STANDING EMAILS
This approach was proposed by Booher(2001) (Eunison, 2012).
M- Message
A-Action
D-Detail
E-Evidence
When this approach is used it will aid in the following?
It is advisable to stick to basic four fronts Courier, Times New Roman, Arial or Calibri.
ATTENTION (SUBJECT LINE)
Only the most vital information should be in the subject line. Should contain about five to six words
This captivates the reader to open the email,
PARAGRAPHS, WHITE SPACE, NUMBERING AND BULLETING (Hayes,2004)
It is appropriate to send long messages in PDF format
Ensure the attached file does not exceed 3 megabytes (Eunson, 2012)
IDENTITY DETAILS (Research and markets,2011)
It is important that your reader is aware of the sender of the email.
This can be achieved by designing an electronic business card and attach to all outgoing emails.
Alternatively a signature block can be used. The signature block contains
Email can be control by using DRAFS model
This is a system that was developed by Arnoid 2002 where
D-Stands for Delete
R-Stands for reply
F-Stands for forward
S-Stands for save
PROBLEM AND OPPORTUNITIES OF EMAIL
ADVANTAGE (Jarosz,2002)
It has eliminated the barriers of communication
The speed of communication is been increased dramatically, it is faster and efficient
It enables the transfer of visual, audio that cannot be transferred through paper.
Allows synchronising of communication
Allows files and other documents to be attached
Allow s forwarding and storing of email copies.
It reduces time wastage because same copy can be sent to multiple receivers
DISADVANTAGE (kim,2008)
Too many mails
Difficult to differentiate casual from formal
There can be a time log in case the receiver does not read the email for few days
Limited to those who have computer knowledge
Lacks non verbal cues
Can contain abrupt and rule tone if no editing is done
ONLINE ADDRESS (clark,2006)
The website has an address which is referred as Uniform Resource locator or URL (Dwyer, 2009)
com -commercial or business organisation
biz -commercial or business organisation
net -organisation running a computer network
org –non profit oriented organisation
gov - state owned bodies
edu –learning institutions
mil –defence force organisation
name –personalised domain name
coop –cooperative business organisation
info –mainly commercial or business organisation
museum –museum
Reseachers from Glasgow and paisey universities argued that it is paramount to delete most of the non-urgent and personal emails that you have no idea of what you will do with them
When sending to a senior person in the organisation
When sending to somebody outside the organisation
When the receiver has no idea about jargon or terminology
When the email is likely to be stored for future references
MADE FORMULAR FOR STANDING EMAILS
This approach was proposed by Booher(2001) (Eunison, 2012).
M- Message
A-Action
D-Detail
E-Evidence
When this approach is used it will aid in the following?
- Assist the writer to be precise to the point
- Provide thorough explanation of the circumstances
- Clear elaboration of the problem
- Guideline on the expectation of the receiver
- Ensure that the materials that serve as exhibit are adequate and available.
- Use a legible front
- Edit and proofread your email before you send
- Important emails can be copied into a word processor to work on grammar and wrongly spelt words
- Compose an email in word processor and copy into the email document.
It is advisable to stick to basic four fronts Courier, Times New Roman, Arial or Calibri.
ATTENTION (SUBJECT LINE)
Only the most vital information should be in the subject line. Should contain about five to six words
This captivates the reader to open the email,
PARAGRAPHS, WHITE SPACE, NUMBERING AND BULLETING (Hayes,2004)
- Avoid congesting the text on the screen
- Ensure the email has clarity
- When writing long messages, numbering the pages can be ideal
- Headings can play a significant role
It is appropriate to send long messages in PDF format
Ensure the attached file does not exceed 3 megabytes (Eunson, 2012)
IDENTITY DETAILS (Research and markets,2011)
It is important that your reader is aware of the sender of the email.
This can be achieved by designing an electronic business card and attach to all outgoing emails.
Alternatively a signature block can be used. The signature block contains
- Full name
- Title or position
- Organisation name
- Other contact details
Email can be control by using DRAFS model
This is a system that was developed by Arnoid 2002 where
D-Stands for Delete
R-Stands for reply
F-Stands for forward
S-Stands for save
PROBLEM AND OPPORTUNITIES OF EMAIL
ADVANTAGE (Jarosz,2002)
It has eliminated the barriers of communication
The speed of communication is been increased dramatically, it is faster and efficient
It enables the transfer of visual, audio that cannot be transferred through paper.
Allows synchronising of communication
Allows files and other documents to be attached
Allow s forwarding and storing of email copies.
It reduces time wastage because same copy can be sent to multiple receivers
DISADVANTAGE (kim,2008)
Too many mails
Difficult to differentiate casual from formal
There can be a time log in case the receiver does not read the email for few days
Limited to those who have computer knowledge
Lacks non verbal cues
Can contain abrupt and rule tone if no editing is done
ONLINE ADDRESS (clark,2006)
The website has an address which is referred as Uniform Resource locator or URL (Dwyer, 2009)
com -commercial or business organisation
biz -commercial or business organisation
net -organisation running a computer network
org –non profit oriented organisation
gov - state owned bodies
edu –learning institutions
mil –defence force organisation
name –personalised domain name
coop –cooperative business organisation
info –mainly commercial or business organisation
museum –museum
Reseachers from Glasgow and paisey universities argued that it is paramount to delete most of the non-urgent and personal emails that you have no idea of what you will do with them
Reports
In the businessworld today it is important that you have good report writing skills. There are many types of reports, with different functions. Reports are different from essays as an essay concentrates on analysis of a situation or problem. Reports focus more on the problem and is more action orientated (Eunson, 2012).
How can you write a good report?
Understanding your audience is important before starting to write. Think about the information your reader already has and the information your reader does not know about yet. Which technical information does the reader already understands? What do you want from the reader after reading the report? Which steps are you expecting the reader to take after reading your report (Watson, 2002)? Watson (2002) also recommends that when writing a report for secondary audience you take in account that they might know less. In this case you can write the report in sections.
The process of writing a report
According to Clare (2004) most people who have to write a report have a horrible time doing this, because they do not use a process. To write a good report, he recommends to follow the process outlined here.
Step 1
Define why you are writing the report and define for whom you are writing the report
Step 2
Research the data
Step 3
Organise the data
Try to match all your research information with your objectives. In the end prioritise all your information by using and ABCD marking system;
A = absolutely must include
B = barely essential but could include
C = colourful, brings it to life
D = ditch it
Step 4
Structure the report.
It is essential to include an introduction and conclusion in your report. In your introduction think about whom and why you write the report for (step 1), necessary background information, what the report will cover and the methods you used.
A report can also have recommendations (Eunson, 2012).
Step 5
Write the report.
Don’t write sentences that are too long, and use understandable language.
Step 6
Edit and proofread the report.
Editing is making sure your grammar is right, the structure, and if the document makes sence. Proofreading is checking for any errors.
How can you write a good report?
Understanding your audience is important before starting to write. Think about the information your reader already has and the information your reader does not know about yet. Which technical information does the reader already understands? What do you want from the reader after reading the report? Which steps are you expecting the reader to take after reading your report (Watson, 2002)? Watson (2002) also recommends that when writing a report for secondary audience you take in account that they might know less. In this case you can write the report in sections.
The process of writing a report
According to Clare (2004) most people who have to write a report have a horrible time doing this, because they do not use a process. To write a good report, he recommends to follow the process outlined here.
Step 1
Define why you are writing the report and define for whom you are writing the report
Step 2
Research the data
Step 3
Organise the data
Try to match all your research information with your objectives. In the end prioritise all your information by using and ABCD marking system;
A = absolutely must include
B = barely essential but could include
C = colourful, brings it to life
D = ditch it
Step 4
Structure the report.
It is essential to include an introduction and conclusion in your report. In your introduction think about whom and why you write the report for (step 1), necessary background information, what the report will cover and the methods you used.
A report can also have recommendations (Eunson, 2012).
Step 5
Write the report.
Don’t write sentences that are too long, and use understandable language.
Step 6
Edit and proofread the report.
Editing is making sure your grammar is right, the structure, and if the document makes sence. Proofreading is checking for any errors.
Letters & Memos
Letters are one of the oldest medium of communication. At Caledonia we still use letters to communicate with our staff and clients we do business with. This is because the writings are formal with a business motive and the content of the letter are addressed to a specific person. However, some of these letters may carry good or bad news. We shall look at ways of delivering good news letters and bad news letters.
Things to consider when writing a letter.
We consider the following things when writing a good or bad news letter. A letter must be clear, correct , comprehensive , concise , credible , considerate ,courteous and concientious.
Good news letters Good news letters convey positive messages to readers while bad news letters convey negative messages ( Eunison 2012 pg. 121).
Tips for delivering good news letters
Things to consider when writing a letter.
We consider the following things when writing a good or bad news letter. A letter must be clear, correct , comprehensive , concise , credible , considerate ,courteous and concientious.
Good news letters Good news letters convey positive messages to readers while bad news letters convey negative messages ( Eunison 2012 pg. 121).
Tips for delivering good news letters
- Ensure the news is worth sharing
- Make it relevant to the target audience or individuals
- Keep it brief
- Share the credit: mention external partners who played a role in ensuring good news to be achieved.
- Share the news once and for all , avoid repeating good news ceaselessly as it can be annoying to the audience.
Tips for conveying bad news
Memos
A memo is document used for communication within an organisation.
Uses of memos
- when delivering the bad news via an email or in person professional language must be used.
- use the bad news sandwich approach ( Eunison 2012 pg. 127) If there is any good news you must share, share it first . Then break the bad news and lastly end with good news.
- Empathize and apologise
- Be honest and direct
Memos
A memo is document used for communication within an organisation.
Uses of memos
- For giving information to an individual or an organisation
- For issuing instructions to employees and reporting results
- When requesting for help and giving suggestions
- To inform and motivate employees
References
Eunson, B. (2012). Communicating in the 21st century. In Eunson, B., Employment communication (pp. 664-701). Milton: John Wiley & Sons.
Forrest, C. (2004). Report writing: a tried, tested and succesful approach, Training Journal, 16-20.
Watson, J. (2002). Writing a report, Administrative assistant’s update, 1.
REFERENCES
Dwyer,J (2009).The business communication handbook.Australia:pearson education
Elder,B .(1994 ) Communication skills:Australia,Macmillan education Australia pty Ltd.
Eunson ,B .(2012 ).Communicating in the 21 st century 3rd edition. Australia:John wiley & sons.
Clark, T. (2006). Teaching students to write effective email. The Business Review, Cambridge, 5(1), 140-144. Retrieved from http://search.proquest.com/docview/197298350?accountid=39715
Research and markets: The best marketing & advertising writing techniques for marketing executives in 2011 - writing copy for social media, email, print, online, mobile & more. (2011, Mar 10). Business Wire Retrieved from http://se
Kim, C. (2008). Using email to enable e^sup 3^ (effective, efficient, and engaging) learning. Distance Education, 29(2), 187-198. Retrieved from http://search.proquest.com/docview/217778730?accountid=39715arch.proquest.com/docview/856204764?accountid=39715
Jarosz, L. (2002). Business writing skills and effective workplace performance. (Order No. 3036969, Walden University).ProQuest Dissertations and Theses, , 147-147 p. Retrieved from http://search.proquest.com/docview/305457945?accountid=39715. (305457945).
Hayes, R. (2004). JOHNSTONE, M.-J. (2004) EFFECTIVE WRITING FOR HEALTH PROFESSIONALS: A PRACTICAL GUIDE TO GETTING PUBLISHED. Australian Health Review, 27(1), 134. Retrieved from http://search.proquest.com/docview/231736842?accountid=39715
Forrest, C. (2004). Report writing: a tried, tested and succesful approach, Training Journal, 16-20.
Watson, J. (2002). Writing a report, Administrative assistant’s update, 1.
REFERENCES
Dwyer,J (2009).The business communication handbook.Australia:pearson education
Elder,B .(1994 ) Communication skills:Australia,Macmillan education Australia pty Ltd.
Eunson ,B .(2012 ).Communicating in the 21 st century 3rd edition. Australia:John wiley & sons.
Clark, T. (2006). Teaching students to write effective email. The Business Review, Cambridge, 5(1), 140-144. Retrieved from http://search.proquest.com/docview/197298350?accountid=39715
Research and markets: The best marketing & advertising writing techniques for marketing executives in 2011 - writing copy for social media, email, print, online, mobile & more. (2011, Mar 10). Business Wire Retrieved from http://se
Kim, C. (2008). Using email to enable e^sup 3^ (effective, efficient, and engaging) learning. Distance Education, 29(2), 187-198. Retrieved from http://search.proquest.com/docview/217778730?accountid=39715arch.proquest.com/docview/856204764?accountid=39715
Jarosz, L. (2002). Business writing skills and effective workplace performance. (Order No. 3036969, Walden University).ProQuest Dissertations and Theses, , 147-147 p. Retrieved from http://search.proquest.com/docview/305457945?accountid=39715. (305457945).
Hayes, R. (2004). JOHNSTONE, M.-J. (2004) EFFECTIVE WRITING FOR HEALTH PROFESSIONALS: A PRACTICAL GUIDE TO GETTING PUBLISHED. Australian Health Review, 27(1), 134. Retrieved from http://search.proquest.com/docview/231736842?accountid=39715