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ME 2004 BUSINESS ENGLISHKARADENİZ TECHNICAL UNIVERSITY – DEPT. OF MECHANICAL ENGINEERING

Karadeniz Teknik Üniversitesi

School of EngineeringDepartment of Mechanical Engineering

ME 2004 Business English

2018 Spring Semester

Lecturer:

Ömer Necati Cora (Ph.D, Assoc. Prof. ),

Department of Mechanical Engineering

Room #: 320 E-mail: [email protected]

Correspondence : E-mail, Memo,

Opening & Closing Statements

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Correspondence

Correspondence, which includes all types of notes, memos, and letters as well

as electronic mails and messages, provides a record of transactions.

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E-mails

Email can be convenient to use for

communicating because email is fast, cheap

and easy to use.

Consider these guidelines when writing email:

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.

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Email is permanent and is not private

DO NOT forget that

- An e-mail may have been archived even If you

delete it.

- Special softwares to bring the deleted e-mails

back.

- In court cases, email is treated like other forms of

written communications.

- The receiver may forward your email to people

you did not anticipate reading your email.

- The system administrator

usually has access to all

emails.

- There are computer

hackers that can intercept

email or find email on your computer.

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Keep messages brief.

Use a professional user ID.

As a student at KTU you are provided a User ID with the address

[email protected]. (aren’t you?).

Many students also have an email account on hotmail, gmail, yahoo or others.

Your email is more likely to be read on campus and off campus by

professionals if it shows the ktu.edu.tr address.

Consider the two email addresses below. Which of the two is more likely

to be identified as spam and which seems to be a university student?

[email protected]

[email protected]

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?

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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 email

Many students fail to put their names at the end of an email. Some email

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 emails that

contains your name and contact information. Most email 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 email packages do not read

this information.

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Do not use email 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

email. Flaming (on fire ) is the practice of writing email 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.

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Do not send jokes to professional colleagues.

Students should not use email 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 email to a long list of addresses, use BCC (blind carbon

copy) to hide the list of emails to recipients.

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Some Emailing Softwares

Microsoft Outlook

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Mozilla Thunderbird

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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.

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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.

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Memo Format


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This example

memo uses

Word's Elegant

Memo format.

Your memo should

have at least 4 parts:


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https://www.youtube.com/watch?v=n5Zyn9y_MDs

Youtube Video on How to Write a Successful Memo




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.

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Complaint Letter from Customer

- To specific person (field service

manager in this example)

- Addresses the problem

- Expresses disappointment

- Asks necessary prompt action

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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.

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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

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Memo After Solving Problem

- A memo informing the related

persons or groups that problem is

solved.

- Congratulate the team.

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Opening and Closing Phrases / Statements in Correspondences

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Yours faithfully or Yours sincerely; Dear Sir or Dear Mr

we look at important phrases for writing letters and emails, 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:

How to begin with?

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10 good opening lines

We need an opening line in a business letter or professional email:

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/e-mail about … .

• In reply to your letter of 8 May, … .

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10 good closing lines

We need a closing line in a business letter or email:

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.

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‘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

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E-mail 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.

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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 email correspondence, and should be used

primarily with people you know well, or in very casual circumstances.

Hi:

Hi is appropriate only in casual email correspondence with people you know

well.

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E-mail 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 email message. For

example:Best regards,

Your Name

Your LinkedIn Profile URL

Your Email Address

Your Phone Number

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YDM 314 İş Hayatında İngilizceKARADENİZ TECHNICAL UNIVERSITY – DEPT. OF MECHANICAL ENGINEERING

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Step by Step Instructions on How to Write a Formal Email !

1. Use a neutral Email address:

Your Email address should be a variation of

your real name, not a username or nickname.

Use periods, hyphens, or underscores to

secure an e-mail address that's just your

name, without extra numbers or letters, if you

can. Never use an unprofessional email

address. No one will take you seriously if your

reply-to is

monsignor.harry.manback@slip’nslides.net


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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 Email to a

person unfamiliar with you. If possible, include a

keyword that will make the Email content easier to

remember and/or search for in a crowded inbox. For

example, “Meeting on March 12th” is specific enough

that the email 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 12th").


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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.


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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 Email 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, 2009. I obtained your Email

address from the Westchester County Clerk

website.

“I am writing to enquire about

…” or “I am writing in reference to …”.


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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 email 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 email transfer anyway.

•Be sure to avoid informal writing.

http://www.wikihow.com/Avoid-Colloquial-(Informal)-Writing


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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,


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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 e-mail, include a link to

that below your name. If the e-mail is about

a job, only include a career-related website

or blog, not hobbies or interests.


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8. Proofread your message for content

Make sure you haven’t omitted any important

details (or repeated yourself). Reading your

email aloud or asking someone to proofread it is

a great way to get a different perspective on

what you’ve written.


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9. Proofread your message for spelling and

grammar

If your email provider doesn’t already provide

spelling and grammar options for you, copy and

paste your email into a word processor, revise it

if necessary, and copy and paste it back into your

email.

Reference: http://www.wikihow.com


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Example Letter

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