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Writing Work Emails Effectively And Quickly
A quick and easy guide for non native English speakers to feel more confident when writing work emails
Date : 04/05/2018
Uploaded by : Maria
Uploaded on : 04/05/2018
Subject : English
Many people working in the
UK lack confidence when writing emails. They will be excellent communicators,
work to high professional levels and be competent team players but the thought
of writing emails can fill them with dread.
One area that should be
taken into consideration is work etiquette in the UK. For many people from
overseas they realise that the British at work can communicate quite
differently to colleagues in their native country. A new language isn t the
only new thing to grapple with as the use of politeness, understatement and
not always getting straight to the point can be quite a surprise at first to a
newcomer to the UK. A second language speaker
will often think: What rules apply to
emails? How formal or informal
should I be? Do I have to use long
words?
It s
always important to remember there are 3 basic reasons for a work email: You
are providing informationBe crisp about what you write. Keep it clear keep it simple.
Keep it concise. You
are requesting information. Specify the response you want.What do you want, when do you want, how do you want it? The
language should be friendly yet formal. (If you were writing an email to a good
friend the language and tone would be very different to your work email).Many of us lack confidence in writing generally and so it
useful to have a tool bag of strategies to help us overcome these barriers.
Simple lists and plans that we can store away in our brain and retrieve at any
time. Once we learn these simple ideas and file them away we will become more
confident and quicker with our writing. There will be more time to spend on the
important tasks that demand our time at work.Here are some ideas worth storing away:1.Lists
for writing faster emails Know what
you want to achieve by sending the email
Plan
it out Write
first then edit What
does it look like when you ve finished? Is it easy to read and clearly set out?
2.
Your email plan strategy A good
subject line captures the idea set out in the email (look at some news
headlines and see how they grab your attention) e.g. Feedback from client meeting 4.4.18 and Batch
CO13 sample test results One
point per email (Don t have too many points which confuse the reader). If there
is more than one idea set out the ideas with bold headlines and bullet points
which make it easy on the eye and ideal for skimming over and retrieving
information at a later date if necessary). Don t
worry too much about long words (they can be so over-rated). It s how you use
words that count. Think
of the relationship you have with the recipient. Are they a stranger or do you
have a friendly working relationship with them, either way be friendly and
polite?Now you have this quick email planning
strategy file it away safely somewhere in your brain. You will be able to
access it at the click of your fingers whenever you want until it becomes
instinctual.Other considerations
for more effective emails at work.1.DistractionsAsk yourself what disrupts you at work and how can you
prevent these disruptions impacting your productivity? They could include
-social media, gossip, noisy colleagues, day dreaming. Be aware of what s
distracting you and take action to remedy this time wasting.2.Time
to write When
do you write emails? Do you
set aside a specific time to check and write them?Some people set aside a time at the beginning or end of the
working day to write the majority of their emails but this doesn t suit
everyone as it depends on the nature of the job role. You may have to write an
email as an immediate reaction to something that has occurred so with any time
management strategy it s important to complete urgent tasks first. Time
management is an important part of any working day and thinking about how your
email writing tasks fit into it is important for you to manage all your tasks. Simple, clear, concise and attractive. This is what your
email should look like. It may give information or request information but
should always be polite with varying levels of friendliness. Be confident with
these straightforward strategies and soon writing an emails will be an
instinctive part of your working day.
This resource was uploaded by: Maria