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Writing Business Emails
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Genre Analysis. Writing Business s Genre Analysis.

Jan 08, 2018

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Cory Carson

Genre Analysis
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Page 1: Genre Analysis. Writing Business  s Genre Analysis.

Writing Business Emails

Page 2: Genre Analysis. Writing Business  s Genre Analysis.

Genre AnalysisDate: Sat, 4 Oct 2008 17:53:38 -0700 (PDT)

From: "Basil Fawlty" <[email protected]>

Subject: Hotel Inspection

To: "Syblil Fawlty" <[email protected]>

CC: "Polly Martin" <[email protected]>, “Swede Chef” <[email protected]>,

Sometime in the next few days we will be visited by hotel inspectors to determine if we are meeting health and safety regulations. The inspection will likely take place between October 7 and October 12 as that is the period of time that the inspectors will be in this region. The day and time of the inspection won’t be announced but from past experience we know that it will take one to two hours. They will be evaluating our standards according to the Hotel Health and Safety Code, sections 4 to 12. Please refer the Hotel Health and Safety Regulations Manual and make sure that your area meets or exceeds all sections of the code by noon tomorrow. Basil Fawlty Hotel Manager Fawlty Towers Hotel 13 Main Street, Torquay 555-398-0966 [email protected] www.fawltytowers.com

Page 3: Genre Analysis. Writing Business  s Genre Analysis.

Headings

• originated from memos• follows memo format• varies according to email program

– FROM:– TO:– CC:– BCC:– DATE:– ATTACHMENTS:

Page 4: Genre Analysis. Writing Business  s Genre Analysis.

Headings

• FROM: generated automatically• TO: put in principal receiver’s email• CC: (Carbon Copy) put other receivers here.

No limit.• BCC: (Blind Carbon Copy) use to protect

privacy of receivers or when sending a copy to a superior without receiver’s knowledge

• DATE: generated automatically• ATTACHMENTS: generated automatically

Page 5: Genre Analysis. Writing Business  s Genre Analysis.

Headings

• FROM: generated automatically• TO: put in principal receiver’s email• CC: (Carbon Copy) put other receivers here.

No limit.• BCC: (Blind Carbon Copy) use to protect

privacy of receivers or when sending a copy to a superior without receiver’s knowledge

• DATE: generated automatically• ATTACHMENTS: generated automatically

Page 6: Genre Analysis. Writing Business  s Genre Analysis.

Headings

• FROM: generated automatically• TO: put in principal receiver’s email• CC: (Carbon Copy) put other receivers here.

No limit.• BCC: (Blind Carbon Copy) use to protect

privacy of receivers or when sending a copy to a superior without receiver’s knowledge

• DATE: generated automatically• ATTACHMENTS: generated automatically

Page 7: Genre Analysis. Writing Business  s Genre Analysis.

Headings

• FROM: generated automatically• TO: put in principal receiver’s email• CC: (Carbon Copy) put other receivers here.

No limit.• BCC: (Blind Carbon Copy) use to protect

privacy of receivers or when sending a copy to a superior without receiver’s knowledge

• DATE: generated automatically• ATTACHMENTS: generated automatically

Page 8: Genre Analysis. Writing Business  s Genre Analysis.

Headings

• FROM: generated automatically• TO: put in principal receiver’s email• CC: (Carbon Copy) put other receivers here.

No limit.• BCC: (Blind Carbon Copy) use to protect

privacy of receivers or when sending a copy to a superior without receiver’s knowledge

• DATE: generated automatically• ATTACHMENTS: generated automatically

Page 9: Genre Analysis. Writing Business  s Genre Analysis.

Headings

• FROM: generated automatically• TO: put in principal receiver’s email• CC: (Carbon Copy) put other receivers here.

No limit.• BCC: (Blind Carbon Copy) use to protect

privacy of receivers or when sending a copy to a superior without receiver’s knowledge

• DATE: generated automatically• ATTACHMENTS: generated automatically

Page 10: Genre Analysis. Writing Business  s Genre Analysis.

Headings: Subject Line

Which is best? What’s wrong with the others?a) SUBJECT: Testing of fire alarmb) SUBJECT: Testing of Fire Alarmc) SUBJECT: The Test of the Hotel’s Fire Alarm

Page 11: Genre Analysis. Writing Business  s Genre Analysis.

Body

• Similar to memos– Main Point (“bottom-line statement)– Necessary Details– Statement or Request

Page 12: Genre Analysis. Writing Business  s Genre Analysis.

Signature GroupBasil Fawlty NameHotel Manager PositionFawlty Towers Hotel Business Organization13 Main Street, Torquay Physical Location555-398-0966 Phone [email protected] Email Addresswww.fawltytowers.com Website

Page 13: Genre Analysis. Writing Business  s Genre Analysis.

How and why is this different?Date: Sat, 4 Oct 2008 13:19:12 -0700 (PDT)

From: "Polly Martin" <[email protected]>

Subject: Re: Hotel Inspection

To: "Basil Fawlty" <[email protected]> Hello Basil, I just want to remind you that the exit door from the restaurant to the garden doesn't open. The door has been jammed for the last six months. I think the heavy rain we had over the winter months may have expanded the wood. Manuel and I tried to open it last night but we couldn't budge it. As you know, that door is the fire exit so there's a good chance the inspectors will test it. We should probably arrange for it to be repaired soon as the other hotels in the area may be keeping the repairmen busy in the next little while. Cheers, Polly Polly Martin Restaurant Manager Fawlty Towers Hotel 13 Main Street, Torquay 555-398-0966 [email protected] www.fawltytowers.com

Page 14: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

• Most business email should be neutral or informal.

• In some cases, formality is desired but you may want to send letter as an attachment.

• Send messages meant to be printed as attachments.

Page 15: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

• Use conversational language

NOT... May I take this opportunity to thank you for

your kind communication of recent date.BUT... Thank you for writing.

Page 16: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Use conversational language.NOT... May I take this opportunity to thank you for

your kind communication of recent date.BUT... Thank you for writing.

Page 17: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Use conversational language.NOT... We are in receipt of your letter.BUT... We have received your letter.

Page 18: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Use conversational language.NOT... We are in receipt of your letter.BUT... We have received your letter.

Page 19: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Use conversational language.NOT... We are in receipt of your letter.BUT... We have received your letter.

Page 20: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Use conversational language.NOT... We are in receipt of your letter.BUT... We have received your letter.

Page 21: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Focus on the reader.NOT... I want to use my computer knowledge in this

job.BUT... Your company will benefit from my

knowledge of computers.

Page 22: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Focus on the reader.NOT... I want to use my computer knowledge in this

job.BUT... Your company will benefit from my

knowledge of computers.

Page 23: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Focus on the reader.NOT... Our store is open until 10 every night.BUT... You can shop until 10 every night.

Page 24: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Focus on the reader.NOT... Our store is open until 10 every night.BUT... You can shop until 10 every night.

Page 25: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Use more active than passive.NOT... We are happy to announce that a new chef

has been hired.BUT... We are happy to announce that we have hired

a new chef .

Page 26: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Use more active than passive.NOT... We are happy to announce that a new chef

has been hired.BUT... We are happy to announce that we have hired

a new chef .

Page 27: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

To form the passive.Start with the OBJECT (the recipient of the action)

“We hired a manager.” becomes“A manager...”

Page 28: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

To form the passive.Add the verb “TO BE” (in the right tense)

“We hired a manager.” becomes“A manager was...”

Page 29: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

To form the passive.Add the PAST PARTICIPLE (what comes after “I have...”)

“We hired a manager.” becomes“A manager was hired.”

Page 30: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

To form the passive.We fired him.We have fired him.He was stealing things.We are investigating it.We will find a new manager.

Page 31: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

To form the passive.We fired him. He was fired.We have fired him. He has been fired.He was stealing things. Things were being stolenWe are investigating it. It is being investigated.We will find a new manager. A new manager will be

found.

Page 32: Genre Analysis. Writing Business  s Genre Analysis.

Keeping it Neutral/Informal

Write sentences to be changed to...

...conversational languageWe are in receipt of your letter....a reader focus

Our store is open until 10 every night....active

A manager was hired.