Email Communication Basics
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Questions and Answers

Which opening salutation is appropriate when the contact person's name is unknown?

  • Dear Sir or Madam (correct)
  • Hi Margaret
  • Just a quick note to ...
  • Dear Ms/Mr Smith

Which closing salutation should be used when you know the name of the contact person?

  • Yours sincerely (correct)
  • Yours faithfully
  • Best wishes
  • Have a nice day

What is a suitable phrase to use when beginning an email to express a specific purpose?

  • Further to your earlier email …
  • I hope to hear from you soon.
  • I look forward to hearing from you.
  • I’m writing to you to/about … (correct)

Which statement would best fit in a closing of an email regarding an order?

<p>We look forward to your order. (C)</p> Signup and view all the answers

Which conjunction is correctly used to express a contrast in an email?

<p>but (B)</p> Signup and view all the answers

The salutation 'Dear Sir or Madam' is informal.

<p>False (B)</p> Signup and view all the answers

'Best wishes' is an example of a formal closing salutation.

<p>False (B)</p> Signup and view all the answers

The phrase 'I’m writing to you to/about …' is typically used to introduce a specific purpose in an email.

<p>True (A)</p> Signup and view all the answers

The expression 'I hope to hear from you soon' is a common informal closing statement.

<p>True (A)</p> Signup and view all the answers

The conjunction 'although' is used to express a cause in email communication.

<p>False (B)</p> Signup and view all the answers

Match the opening salutations with their descriptions:

<p>Hi/Hello Margaret = An informal opening salutation. Dear Sir or Madam = A formal opening salutation when you don’t know the name of your contact person. Dear Ms/Mr Smith = A formal opening salutation when you know the name of the contact person. (No salutation) = A very informal opening salutation used in ongoing exchanges.</p> Signup and view all the answers

Match the closing salutations with their formality level:

<p>Best wishes = An informal closing salutation. Yours faithfully = A formal closing salutation when you do not know the name of the contact person. Best = An informal closing salutation. Yours sincerely = A formal closing salutation when you know the name of the contact person.</p> Signup and view all the answers

Match the opening email phrases with their intended purpose:

<p>I'm writing to you to/about ... = Introducing a specific purpose. Just a quick note to ... = Apologizing for an absence. I'm contacting you to/about = Inquiring about an order. Further to your earlier email... = Acknowledging previous communication.</p> Signup and view all the answers

Match the closing email phrases with their sentiments:

<p>I look forward to hearing from you = Expressing anticipation for a response. Have a nice day = Wishing goodwill. We look forward to your order = Encouraging future business. I hope this helps = Offering assistance.</p> Signup and view all the answers

Match the conjunctions with their appropriate use cases:

<p>because = To express a reason. but = To express a contrast. although = To introduce a condition. for example = To illustrate a point.</p> Signup and view all the answers

A formal opening salutation used when you know the name of the contact person is 'Dear Ms/Mr ________'.

<p>Smith</p> Signup and view all the answers

An informal closing salutation like 'Best ________' is commonly used when you have an ongoing relationship with the recipient.

<p>wishes</p> Signup and view all the answers

When you don’t know the name of your contact person, you can start your email with 'Dear Sir or ________'.

<p>Madam</p> Signup and view all the answers

A formal closing salutation used when you do not know the contact person's name is 'Yours ________.'

<p>faithfully</p> Signup and view all the answers

To indicate a contrast in your message, you can use the conjunction ________ followed by the clause.

<p>but</p> Signup and view all the answers

Which scenario is most suitable for using the 'BCC' field in an email?

<p>When sending a sensitive message to multiple recipients who should not see each other's addresses. (B)</p> Signup and view all the answers

What is the main purpose of the 'Subject' field in an email?

<p>To provide a summary of the email's content to help the recipient decide if it's worth opening. (B)</p> Signup and view all the answers

In what situation should you avoid using the 'TO' field?

<p>When there are multiple recipients and not all of them should see each other’s addresses. (A)</p> Signup and view all the answers

Which option accurately describes when to use 'BCC' instead of 'CC'?

<p>When you want to inform someone without the main recipients knowing. (C)</p> Signup and view all the answers

What is a common mistake when filling out the 'Subject' field?

<p>Adding multiple unrelated topics in one line. (B), Using vague phrases like 'Hello' or 'Request'. (C)</p> Signup and view all the answers

Flashcards

Dear Sir or Madam

A formal opening salutation used when you don't know the name of your contact.

Yours sincerely

A formal closing salutation used when you know the name of your contact.

I'm writing to you to/about...

An email that you write to someone regarding a specific request.

Further to your earlier email...

A phrase used to inform the recipient that you are writing in response to their previous email.

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Best wishes

A casual closing salutation used in informal emails.

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For example

Used to introduce a new topic or provide an example in an email.

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Yours faithfully

This is a formal closing salutation used when you do not know the name of your contact person.

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Dear Ms./Mr. Smith

A formal opening salutation that is used when you know the name of your contact person.

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Actually (adv.)

Use this when you need to clarify a statement and emphasize a contrasting detail.

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No salutation

An informal salutation, common in emails that are part of an ongoing conversation.

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Actually

Used to emphasize a contrasting detail or correct a previous statement.

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What is the "To" field for?

The "To" field is where you enter the email address of the primary recipient of your message. This is the person who will receive a copy of the message in their inbox, and typically, the person you are directly addressing your email to.

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What does the "CC" field do?

The "CC" (Carbon Copy) field is used to send a copy of the email to additional recipients who may need to be informed of the message but are not the primary focus. They can see the replies of all recipients.

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What makes the "BCC" field different?

The "BCC" (Blind Carbon Copy) field is used to send a copy of the email to recipients without revealing their email addresses to other recipients. They can see the replies of all recipients.

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Why is the "Subject" field important?

The "Subject" field is where you write a brief summary of the email's content. It helps recipients instantly understand the purpose of the email. The subject should be concise and relevant to the content of your message.

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How does the "Subject" field aid in organization?

The "Subject" field is often used to categorize emails for easy organization. It helps people quickly identify emails related to specific projects, topics, or tasks. Especially useful when dealing with a large number of emails.

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Study Notes

  • CC (Carbon Copy): Used to include others who need to be aware of the email's contents but do not need to reply. This is helpful for collaboration and informational purposes, allowing those with a stake in the message to be updated without being directly addressed.

  • BCC (Blind Carbon Copy): Used to convey the email to others that do not need to be visible in the email list. This is useful when you are sending an email to multiple recipients, but you want to avoid the recipient list from being shared or visible to one another. A BCC recipients list could be a list of people who may want to know the content of an email but do not need to be in an open conversation or reply chain.

  • To: Used to address the primary recipient of the email. Addresses the person who is the key audience, to whom an answer or action is primarily expected.

Email Subject Field

  • Importance of a clear subject line: A clear and concise subject line acts as an immediate indicator of the email's content, aiding recipients in understanding the purpose of the message. This allows recipients to prioritize efficiently and swiftly respond or take necessary actions.

Example Situations Justifying Field Usage:

  • CC Example: A report about a marketing campaign is sent to the marketing team and the CEO to keep them informed. The report is detailed and requires a formal tone—the recipients' names are in the to field; the CEO's name is in the CC field, as further explanation is not necessary just to inform them of the report.

  • BCC Example: A mass email to several prospective clients about a product launch. This is used to avoid revealing the full recipient list in the communication.

  • To Example: Requesting a follow-up on a formal proposal submission. This is sent to the specific person who is responsible for review and approval in the organization. The recipient should be able to fully process and respond to this concern immediately.

  • BCC/CC Usage for a Larger Recipient List: Sending a mass email to a large number of subscribers. The BCC might be better to maintain privacy; if a response is not required from the recipient, BCC should be preferred. The CC would be better for recipients who require updates or need to be kept informed.

Additional Considerations

  • Context Matters: The best choice between CC, BCC, and To depends heavily on the specifics of the situation and your desired outcome. Consider communication efficiency, recipient privacy, and the necessity to generate a reply chain from the recipients.

  • Email Etiquette: Following email etiquette conventions, such as using appropriate greetings and closings, demonstrates professionalism.

  • Subject Line Best Practices: Use specific keywords to ensure the message gets sorted correctly and is promptly reviewed. For instance a subject line like "Important: Project X Deadline" may be helpful over just "Project X."

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Description

This quiz covers the essential components of email communication, including appropriate greetings, closings, and body openings. Whether for formal or informal contexts, you'll learn how to enhance your email etiquette and clarity.

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