2018 Spring Semester

Transcription

1 Karadeniz Teknik Üniversitesi School of Engineering Department of Mechanical Engineering ME 2004 Business English 2018 Spring Semester Correspondence : , Memo, Opening & Closing Statements Lecturer: Ömer Necati Cora (Ph.D, Assoc. Prof. ), Department of Mechanical Engineering Room #: oncora@ktu.edu.tr 1/37

2 Correspondence Correspondence, which includes all types of notes, memos, and letters as well as electronic mails and messages, provides a record of transactions. 2/37

3 s can be convenient to use for communicating because is fast, cheap and easy to use. Consider these guidelines when writing Use appropriate formality, depending on the formality of the organization or people you are communicating with. Observe how formal others are in the organization. In general, if you are not sure, it is best to be too formal and then let someone tell you to be less formal. Take care. Informality is NOT the same as being inarticulate (unclear). Even if you are informal, your message needs to be clear and without spelling errors. 3/37

4 is permanent and is not private DO NOT forget that - An may have been archived even If you delete it. - Special softwares to bring the deleted s back. - In court cases, is treated like other forms of written communications. - The receiver may forward your to people you did not anticipate reading your . - The system administrator usually has access to all s. - There are computer hackers that can intercept or find on your computer. 4/37

5 Keep messages brief. Use a professional user ID. As a student at KTU you are provided a User ID with the address userid@ktu.edu.tr. (aren t you?). Many students also have an account on hotmail, gmail, yahoo or others. Your is more likely to be read on campus and off campus by professionals if it shows the ktu.edu.tr address. Consider the two addresses below. Which of the two is more likely to be identified as spam and which seems to be a university student? ercan@ktu.edu.tr angel_of_death@yahoo.com Another advantage for using your KTU ID is that you can use it on resumes. Which of the two addresses would you put on your resume? 5/37

6 Use the subject line to tell people what the message is about People use the subject line to decide if your message is urgent. Sign your Many students fail to put their names at the end of an . Some addresses are cryptic and it can be difficult to determine the sender without a signature. Consider adding an automatic footer at the end of all s that contains your name and contact information. Most packages can do this action for you automatically. Use simple text Avoid using ALL CAPITALS OR ELSE IT LOOKS LIKE YOU ARE YELLING (cry out). Also avoid using italics or bold, as some packages do not read this information. 6/37

7 Do not use when feeling angry Studies say that more than 70% of our communication is nonverbal. If you have something emotional to say, you will convey it better in person, rather than via . Flaming (on fire ) is the practice of writing that has an angry or overly critical tone. Flaming is considered to be inappropriate. If you think someone has said or done something inappropriate, find a professional tone to convey that perspective and when possible, tell the person how you feel face to face. Do not flame. 7/37

8 Do not send jokes to professional colleagues. Students should not use class lists to send jokes to other students and faculty. Avoid sending file attachments unless they are requested from the receiver. Many instructors will not accept your file attachment unless you have a previous arrangement to exchange file attachments. When sending to a long list of addresses, use BCC (blind carbon copy) to hide the list of s to recipients. 8/37

9 Some ing Softwares Microsoft Outlook 9/37

10 Mozilla Thunderbird 10/37

11 Memos Memos are a type of informal report. Memos should be clear and concise documents. The purpose of your memo should be clearly stated. Headings can be used to make your memo clearer. In some memos, especially longer memos, it may be appropriate to summarize your message before going into a detailed discussion related to the purpose of your memo. Your memo should clearly state what you expect to happen next. You should either provide a recommendation or a suggested action. 11/37

12 Memo Format Microsoft Word has Memo Templates (Note) that can assist you with the overall format of your memo. After Word is open, under File, choose New. You should get a dialog box asking you what kind of document you would like to create. Look for the tab that says Memos. You will see that Word provides a selection of styles of memos. Choose the one that best suits you. 12/37

13 This example memo uses Word's Elegant Memo format. Your memo should have at least 4 parts: 13/37

14 Youtube Video on How to Write a Successful Memo 14/37

15 Domino Effect of Correspondence In this example, - correspondence starts with a complaint letter from customer to field service office. - Field service Office informs R&D and engineering departments with memo (company internal communication) - Those are followed with other memos inside the company and finally official letter from company to customer, vendors etc. 15/37

16 Complaint Letter from Customer - To specific person (field service manager in this example) - Addresses the problem - Expresses disappointment - Asks necessary prompt action 16/37

17 Official Letter to Customer - Assure, and relaxes the customer that the problem is under investigation and will be taken care of. - Guarantees the specifications initially asked by the customer. 17/37

18 Memo Regarding with the Problem - From company field office manager to specific person or department - Reminds the problem at first instance. - Enclose necessary document, part for investigating the problem. - Requires action 18/37

19 Memo After Solving Problem - A memo informing the related persons or groups that problem is solved. - Congratulate the team. 19/37

20 Opening and Closing Phrases / Statements in Correspondences 20/37

21 How to begin with? Yours faithfully or Yours sincerely; Dear Sir or Dear Mr we look at important phrases for writing letters and s, such as when to use Yours faithfully and Yours sincerely, Dear Sir, Dear Madam, and so forth. In short, you want to give a professional image when you write to your customers and business partners. To get you started, we ve prepared some lists of standard phrases: 21/37

22 10 good opening lines We need an opening line in a business letter or professional to make reference to previous correspondence; to say how we found the recipient s name/address; to say why we are writing to the recipient. With reference to your letter of 8 June, I. I am writing to enquire about. After having seen your advertisement in, I would like. After having received your address from, I. I received your address from and would like. We/I recently wrote to you about. Thank you for your letter of 8 May. Thank you for your letter regarding. Thank you for your letter/ about. In reply to your letter of 8 May,. 22/37

23 10 good closing lines We need a closing line in a business letter or to make a reference to a future event; to repeat an apology; to offer help If you require any further information, feel free to contact me. I look forward to your reply. I look forward to hearing from you. I look forward to seeing you. Please advise as necessary. We look forward to a successful working relationship in the future. Should you need any further information, please do not hesitate to contact me. Once again, I apologize for any inconvenience. We hope that we may continue to rely on your valued custom. I would appreciate your immediate attention to this matter. 23/37

24 Yours faithfully or Yours sincerely in a business letter? When the recipient s name is unknown to you: Dear Sir Yours faithfully Dear Madam Yours faithfully Dear Sir or Madam Yours faithfully When you know the recipient s name: Dear Mr Hanson Yours sincerely Dear Mrs Hanson Yours sincerely Dear Miss Hanson Yours sincerely Dear Ms Hanson Yours sincerely When addressing a good friend or colleague: Dear Jack Best wishes/best regards Addressing whole departments: Dear Sirs Yours faithfully 24/37

25 or Cover Letter Greetings Since the greeting is the first thing the recipient will see when they read your cover letter, it's important that you convey an appropriate level of familiarity and respect. Dear - Dear is appropriate when you know the person well, if they are a business acquaintance, or a potential employer. If you know the person well, use their first name only. For a potential employer, use Mr. or Ms. unless you have been asked to use their first name. For a business acquaintance or associate, it will depend on how well you know the person. If you are on a first name basis, use that. If you aren't sure, use Mr./Ms. Lastname, or Mr./Ms. Firstname Lastname. If your contact name is gender neutral (ie.taylor Brown), and you are unsure, Dear Taylor Brown is also appropriate. 25/37

26 To Whom It May Concern: Use To Whom It May Concern as a cover letter greeting where you don't have a specific person to whom you are writing. You might use this when making an inquiry, but you should make every effort to find the name of someone in the specific department that you are interested in to contact. Hello: Hello is appropriate only in correspondence, and should be used primarily with people you know well, or in very casual circumstances. Hi: Hi is appropriate only in casual correspondence with people you know well. 26/37

27 or Cover Letter Closing Examples Sincerely Sincerely yours Regards Best regards Kind regards Yours truly Most sincerely Respectfully Respectfully yours Thank you Thank you for your consideration Follow the closing with a comma, a space, and then your name and your contact information, if you're sending an message. For example:best regards, Your Name Your LinkedIn Profile URL Your Address Your Phone Number 27/37

28 Step by Step Instructions on How to Write a Formal ! 1. Use a neutral address: Your address should be a variation of your real name, not a username or nickname. Use periods, hyphens, or underscores to secure an address that's just your name, without extra numbers or letters, if you can. Never use an unprofessional address. No one will take you seriously if your reply-to is monsignor.harry.manback@slip nslides.net YDM 314 İş Hayatında İngilizce 28/37

29 2. Use a short and accurate subject header: Avoid saying too much in the subject header, but make sure it reflects the content of your to a person unfamiliar with you. If possible, include a keyword that will make the content easier to remember and/or search for in a crowded inbox. For example, Meeting on March 12 th is specific enough that the topic won t be mistaken for anything else but not so specific as to be distracting (ex. Schedule, Guest List, Lunch Requests, and Meeting Overview for March 12 th "). YDM 314 İş Hayatında İngilizce 29/37

30 3. Use a proper salutation: Addressing the recipient by name is preferred. Use the person's title (Mr. Mrs. Ms. or Dr.) with their last name, followed by a comma or a colon. Optionally, you can precede the salutation with "Dear..." (but "Hello..." is acceptable as well). Using a last name is more formal and should be used unless you are on first-name terms with the recipient. If you don't know the name of the person you're writing to (but you really should try to find one) use "Dear Sir/Madam" or "Dear Sir or Madam" followed by a colon. YDM 314 İş Hayatında İngilizce 30/37

31 4. Introduce yourself in the first paragraph (if necessary) and state your purpose Also include why you're writing, and how you found that person's address, or the opportunity you're writing about. Ex.My name is Earl Rivers. I'm contacting you to apply for the administrative assistant position listed on CareerXYZ.com. My name is Arlene Rivers. I am writing about the traffic citation I received on December 31, I obtained your address from the Westchester County Clerk website. I am writing to enquire about or I am writing in reference to. YDM 314 İş Hayatında İngilizce 31/37

32 5. Write the actual message Be sure to get your point across without rambling; if it's fluffed up, the reader may glance over the important details. Try to break up the message into paragraphs by topic to make your message more logical and digestible. The should be no more than 5 paragraphs long and each paragraph should be no more than 5 sentences long. Insert a line break between each paragraph; indenting isn't necessary and will likely be lost during the transfer anyway. Be sure to avoid informal writing. YDM 314 İş Hayatında İngilizce 32/37

33 6. Use the correct form of leave-taking This will depend on your level of intimacy with the recipient. Examples include: Yours sincerely, Yours cordially, Respectfully, Best, Your student, YDM 314 İş Hayatında İngilizce 33/37

34 7. Sign with your full name If you have a job title, include that in the line after your name, and write the company name or website in the line after that. If you do not have a job title but you have your own blog or website related to the content of the , include a link to that below your name. If the is about a job, only include a career-related website or blog, not hobbies or interests. YDM 314 İş Hayatında İngilizce 34/37

35 8. Proofread your message for content Make sure you haven t omitted any important details (or repeated yourself). Reading your aloud or asking someone to proofread it is a great way to get a different perspective on what you ve written. YDM 314 İş Hayatında İngilizce 35/37

36 9. Proofread your message for spelling and grammar If your provider doesn t already provide spelling and grammar options for you, copy and paste your into a word processor, revise it if necessary, and copy and paste it back into your . Reference: YDM 314 İş Hayatında İngilizce 36/37

37 Example Letter 37/37