商务英语/邮件写作技巧
Session Objectives
1. Understand and effectively apply a writing process
2. Structure your messages for maximum impact
3. Adapt your writing style to the situation and audience
4. Write in a clear, concise, and credible manner
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3 STAGES OF BUSINESS WRITING
Stage 1: Planning
Stage 2: Writing
Stage 3: Editing and Proofreading
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Stage 1: Planning
During the planning stage, focus on the theree key areas:
1) What is my objective? (What do you want the reader to think, feel , do?)
Spend time thinking about the readers and how they communicate...
Do thy want lots of details or just results？
Do they want to know the big picture before the details?
Do they need the technical details, or strategy?
Do you need build rapport or talk about the team?
2) Who are my readers?
Identifying a person's style
Analytical, Amiable, Driver, Expressive
Analytical (Organised, Conservative, Serious, Process-Oriented, Perfectionist, Rational)
Amiable(Agreeable, Dislikes Conflict, Compassionate, Friendly, Team-Focused, Consensus)
Driver(To the Point, Bottom-Line Oriented, Competitive/Assertive, Strong-Willed, Desires Change, Descisive)
Expressive(Spontaneous/Excited, Big picture, Talkative/ Animated, Creative, Big Ego/ Optimistic, Gut Feeling)
Adapting to a person's style
Analytical
Includes the context and rational
Avoid sweeping statements
Refer to experts and sources
Add table of contents/appendix
Amiable
Use a friendly tone
Identify any impact on people
Tend to be more informal
Personalise/ avoid bias
Driver
Outline who does what
Include the key benefit and a clear request
Link to company strategy
Focus on impact vs process
Stick to the facts
Expressive
Use emotive language
Identify the big picture before getting into details
Include Images
How it will benefit them
3) What is my key message?
What do I want the reader or readers to remember?
What do you want the person to remember 2 days (or even 2 weeks) later?
The 3 key messages that are:
Important
Relevant
Timely
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Planning your email
**** PACES Process ****
Purpose: What is my objective?
Audience: Who are you sneind the email to ?
Channel: Is email the best channel for the message?
Emotions: Am I felling calm and professional?
Structure: Is the email well organised?
Purpose: What is your objective?
Statement of objective
What do you want the reader to think?
What dou you want the reader to feel?
What do you want the reader to do?
Audicence: Who am I sending this to?-spend time thinking about the readers
Who are you sending it to?
What email application(desktop or mobile) do they use?
Do they want lots of details or just results?
When do they respond to emails(morning, all day, evening)?
Channel: Is email the best channel?
Under what circumstances should we use( and not use) email?
Emotions: Are you avoiding emotional emailing?
What you send sticks around.
Messages are never private.
Email is easily misinterpreted.
If you're upset...
Don't add names until you finish composing the message
Draft the email, save to Draft and re-read it later
Stick to the facts and be professional.
Tips to avoid emotions
Don't use abusive language
Don't place blame
Don't add extra information that undermines your original message(focus on solutions)
Don't add information that does not reflect company values
Do avoid anything negative
Do review the "cc" list
Do write a draft, save it, and then go back and read it later
SHARP EMAIL STRUCTURE
How do I write my email?
S: Summary in Subject line
H: Human Touch
A: Action/ Key Point at Top
R: Readable Details
P: Polished
邮件的结构：
Greeting,
Warm opening
Action/Key point:
Heading
Heading
Warm closing
Kind regards,
Name
Official Signature & Company information/Disclaimers
