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com140_week3_reading2 - Emails Memos and Letters Writing an...

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Emails, Memos, and Letters Writing an Effective Email The following strategies help you write effective emails in the workplace and in your academic program at Axia College. Because the posts you send in your Axia forums are similar to emails for your classmates and instructor, developing your email writing skills is important. The appropriate purpose, tone, and content of your email depends on your audience and on whether you are writing an email to a manager, an instructor, or a friend. The Email Introduction The beginning of an email sets the tone and prepares the recipient for the intended message. Your email’s introduction sets the stage—for a business negotiation, for a class work matter, or simply for arrangements about an evening’s entertainment. Start with a greeting. You are probably familiar with the greeting Dear , used to begin handwritten letters. Although Dear can be used in emails, the common consensus is to use a less-formal greeting, such as Hello or Good morning , followed by the individual’s name. If you are writing for to a manager or an instructor, a good practice is to use Mr. or Ms. and the individual’s last name for all correspondence until the individual invites you to use his or her first name. The following are more guidelines for writing greetings: 1. Address the individual by first or title and last name, depending on the recipient. Do not simply use Hi or Sir . 2. You may choose to use the person's name without Hello if you think this greeting is appropriate for the individual. 3. Capitalize the first word of the salutation as well as the person's name. 4. The greeting should be in the top-left corner . 5. End the greeting with a colon in formal emails or a comma in informal emails. 6. Skip one line after the greeting, and begin your text. Introduce Yourself If the recipient does not know you, include a short introduction with information relative to the message. For example, if you have never met the colleague with whom you will work on a project, state your position and duties for the project in addition to your name. The following is an example:
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Email Content After your greeting and introduction (if necessary), the content of your email may answer some of the following questions: Why is the recipient receiving this email now? If a problem or another situation needs to be resolved, what led up to this point? What did the recipient request that the sender is now completing? Never assume the recipient knows important facts. Be sure to include enough background to ensure the recipient can respond. The following is an example of professional email content continuing our previous example: The highlighted area tells the recipient of the email what the sender wants and why. The writer includes some details but waits until the following paragraph to ask for something specific (a meeting next week).
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