PurComm Reviewer PDF

PURCOM we interpret words/sentences) LANGUAGE Philippine Language What is Language? There are 183 languages in the Philippines - It...

PURCOM we interpret words/sentences) LANGUAGE Philippine Language What is Language? There are 183 languages in the Philippines - It can only be called if it has a system of One national language rules (also known as grammar), a sound 2 official language or lingua franca system (phonology) and a vocabulary 12 are declared official auxiliary languages (lexicon) 35 of these languages are considered - Purely human and non-instinctive method endangered (31 threatened, 4 shifting) of communicating ideas, emotions and 11 are on the brink of extinction desires by means of voluntarily produced 2 are extinct symbols (Sapir, 1921) - System of arbitrary, vocal symbols which Language Variety or Dialect permit all people in a given culture, or other people who have learned the system of that A regional, stylistic, or social variety of a culture to communicate or to interact language characterized by its own (Finocchiaro, 1965) phonological, syntactic, and lexical - There are more than 7,100 languages in the properties world today Also called “lects”, referring to the different variants of a language that can be sufficiently delimited from one another in terms of social, historical, or geo-spatial factors, thus forming language clusters It is not a language that is not distinct from a national language spoken in a particular area of a country (ex. Tagalog is a language with several distinct varieties, such as Southern Tagalog (laguna, batangas) and Bulacan Tagalog, which are often referred to as dialects) In addition, language varieties may also be 5 Domains of Language grouped in the following classification: Phonology - Rules of speech sounds; how Pidgin phonemes are used (pronunciation) Morphology Refers to a new language that develops into - Rules of word structure; how situations where speakers of different morphemes are used (words and languages need to communicate but do not their parts) share a common language Syntax Chavacano in Philippines and Bislama in - Rules of sentence structure Vanuatu (arrangement of words and formation of sentences) Creole Semantics - Rules relating to the meaning of A pidgin that becomes the first language of language (meaning) the children, or the mother tongue of a Pragmatics certain community - Rules that occur within social Gullah and Patwa in Jamaica situations (context influences how  Minority Dialect Philippine Constitution and the holy Bible Lord’s prayer, wedding vows Variety used as a marker of identity, usually alongside a standard variety, by the members of a particular minority ethnic group Consultative Examples are the Sinama of the Badjaos in Used in conversations when people are the Philippines and London-Jamaican speaking with someone who has specialized variety in Britain knowledge or is offering advice Tone is often respectful, such as the use of honorifics or courtesy titles, but may be Official Auxiliary Languages more casual if the relationship between or Auxiliary Language among the communicators is friendly Refers to a particular language, spoken in Examples are registers used in local certain places, which supports or helps the television broadcast or in a conversation national and/or official languages in their with a doctor during a medical examination assigned functions Ilokano, Pangasinan, Tagalong, Casual Kapampangan, Bikol, Waray, Cebuano. Hiligaynon, Chavacano, Maranao, Used when communicating with friends, Maguindanaon, Tausug close acquaintances, colleagues and family members Depends on social groupings Language Register When people share understandings and Characterized by the way a speaker uses meanings which are not complete enough language differently in different social to be called intimate, they tend to employ circumstances casual style Determined by such factors as social Reserved for friend and insiders or those atmosphere, purpose of communication, whom we choose to make friends and audience, and the general context of the insiders discourse Used in birthday parties or family gatherings Formal Used in professional, academic, or legal Intimate settings where communication is expected Reserved for special occasions, usually to be respectful, uninterrupted, and between only two people and often in restrained to specific rupees private Slang is never used and contractions are Examples are an inside joke between two rare high school friends or sweet nothings Examples are registers used in research whispered to your “special someone” paper, government documents, business letters, and in business presentations Lectures, sermons, television, newscast All of us need to shift between the intimate, casual, Frozen and consultative styles in everyday life, not because one or another of these is a better way of Refers to historic language that is intended talking, but because each is required in certain to remain unchanged contexts Examples are the registers used in the  Language Change is Normal Language Operates by Rules Every speaker of a language is unique; no one sounds exactly like everyone else Language differs from region to region between social, occupational and ethnic groups, and even from one speech situation to the next These variations are not mistakes or deviations from some basic tongue but are simply the rule-governed alternatives which make up any language Writing is Derivative of Speech Writing systems are always based upon system of oral language which of necessity develop first Of all the world’s languages, only about 5% have developed indigenous writing system COMMUNICATION PRINCIPLES AND ETHICS Jargons Communication Each speaker uses a number of jargons A process of exchanging verbal and or based upon his or her affiliation with certain nonverbal information between two or more groups people who can be either the speaker or the Most familiar of these jargons are receiver of the message occupational: doctors, lawyers, Purpose/s are to inform, persuade, accountants, farmers, electricians, entertain plumbers, trucker, and social workers Each have a job-related jargon into which Types of Communication they can shift when the situation demands Verbal Communication it Involves an exchange of information through face to face, audio, and or video call or conferencing, lectures, meetings, radio and television Nonverbal Communication  Involves the use of the following to convey or emphasize a message of information Voice - Tone, speech rate, pitch, pauses and volume Body language Types of Communication According to Context - Facial expression, gestures, postures, and eye contact Personal space or distance Intrapersonal Communication - Refers to an area of space Talking to oneself and distance that a person May be called as self-talk or inner from a different culture, monologue or dialogue personality, age, sex and Boosting your confidence when you are status adopts and puts for nervous, consoling yourself, appraising another person yourself for performing a job well done Written Communication Interpersonal Communication Involves texts or words encoded or Latin prefix inter means between, among, transmitted through memos, letters, and together reports, on-line chats, short message There is an interactive exchange service or SMS, electronic mail or email, journals Extended Communication Visual Communication Involves the use of electronic media Includes tele, audio, or phone conferencing, Uses images, graphs, charts, logos, maps video-conferencing, Skype calls, MS teams, and other illustrations to convey Zoom information and/or messages With extended communication, your own thinking, behavior may be influenced by Shannon-Weaver Model of Communication other people Communication process involves elements such as source, message, encoding, Organization Communication channel, decoding, receiver, feedback, Communication in an organizational context context and barrier (enterprise, corporation, partnership, Source institution) Message Formal Encoding - process of transferring - Allows communication to the message take place via designated Channel - the means to deliver a channels of message flow message between positions in the Decoding - process of interpreting organization an encoded message Informal Receiver - Comes from unofficial Feedback - reactions or responses of channels of message flow the receiver to the message from There are many approaches in organization the sender communication Barrier/Noise - factors that may Downward Communication affect the communication process  -Flows from upper to lower For people with a spirited communication style positions 1. Respect decisions and agenda that have Upward Communication been agreed upon, as well as time limits - Flows from lower-level during meetings or any communicative employees or subordinates situation. to higher-level managers, 2. Try to limit your sharing of personal supervisors, or executives anecdotes that may take the discussion within an organizations off-topic. Horizontal Communication 3. Make sure you are allowing others to - Takes place among people contribute their ideas and suggestions and people belonging to the that you are genuinely listening to them same level from different 4. Be certain that any request you make is departments or units clear and that you convey the reason for Crosswise approach such request. - Diagonal in nature as employees from different Tips for people with considerate communication units working at various style levels to communicate with 1. Recognize that other people’s opinion each other about the topic are separate from their opinions about you Intercultural Communication 2. Realize that not everyone is comfortable discussing personal topics with colleagues Communication between or among people 3. Allow others to open personal matters be having different linguistics, religious, social asking questions of that nature and professional background 4. Respect your own opinions as you respect Cultural understanding may help avoid any of others’ misunderstanding, misinterpretation, and 5. Recognize that you don’t have to be friends potential conflicts that may arise from with everyone, but you should treat others cultural differences fairly and be treated professionally Tips for people with a direct communication style Communication Style Matrix 1. Make an effort to listen carefully to others. By Dr. Eileen M. Russo Avoid interrupting 2. Allow time for ‘chatting’ at the beginning of a meeting 3. Recognize that others may also feel the need to express themselves 4. Recognize that brainstorming can be effective and is not a waste of time 5. Take some time to show your appreciation for others’ contributions Processes and Principles of Effective Communication Effective Communication Dependent on how rich those ideas are and how much of those ideas are retained in the process  To be an effective communicator, a number sender and receiver of skills have to be utilized. Which skill one Conciseness chooses greatly varies and is dictated by the situation, the content or the actual Message should be as brief as may be information a person needs or wants to required depending on one’s purpose, convey, and the intended recipient of that especially most modern contexts in the information. business and academic fields where time is essential Devoid of trivial details that would hinder Did you know communication Almost 91% of professionals from the Completeness world’s top 300 multinational companies said that communicating in English is Despite conciseness, the message should important for work success, but only 7% of still be complete and accurate them indicate that their current level of When necessary, background information English is sufficient for their jobs should be given to provide better context; (Globalization of English by McKinsey Global facts and observations may also be helpful Institute) Organization Usually planned in order to ensure the Audience Analysis systematic flow of ideas and transition from Identifying and trying to overcome possible one point to another communication barriers There are instances that communication is Physical noise (cars passing by) impromptu, but this should not be an Physiological issues (upset stomach) excuse for an organized presentation of Cultural differences ideas Varying levels of expectations and Empathy experiences Difference in perspectives and Sender of the message should be sensitive communication styles to the needs and interests of the receiver In of F2F communication, the speaker must always be conscious of the reaction of the Principles of Effective Communication listener and adjust his/her communication Effective communication requires a certain strategy accordingly level of connection between and among Flexibility people, allowing a series of exchange of thoughts and emotions, eventually leading Different people have different to mutual understanding in order for that to communication styles and different happen, the following principles must be expectations observed: Know how to adapt to the varying needs and expectations of their audience, and modify the message or the way the Clarity message is sent to avoid misunderstanding Pertains to both the message and the or misinterpretation purpose why the message has to be sent Message should be clear by using Communication and Globalization appropriate language and communication channels The notion of the world being a global The reason for sending and receiving the village has been a hot topic ever since the message must be understood by both idea was brought up, especially in light of  the rapid advances in technology and some only in social media. digitization. Globalization has been regarded as the key Globalization in Communication to the worldwide integration of humanity, where there is an increased economic, when products can go global and the political and cultural integration and manner by which any product is interdependence of diverse cultures. communicated to the global market can In Southeast Asia, for example, the ASEAN make or break the brand Integration has been a buzzword among Undoubtedly, globalization has affected the social communities, opening a wide array of way people and companies communicate discussion for future collaborations with each other. In some cases, cultural differences have accentuated cultural insensitivity, which is most felt in the Diversity Among Filipinos business world. Since everyone is a Filipinos have increased our awareness and consumer of particular business products, it acceptance of the notion that we belong to is important to know the issues, etiquette, a diverse, global community protocol, communication styles and This is not confined to communication with negotiation approaches of people from people from other countries, but is inclusive different cultures using the business of communication within our own societies, experience as an example. even with the minorities and the indigenous peoples. It is therefore imperative that WE learn to Ethics in Communication communicate effectively with people Effective communication is ethical regardless of age, gender, race, ability, communication religion, sexual orientation, income, marital Communication is ethical when it is status, or ethnicity genuine, open, cooperative and sensitive to Communication in the modern world must one’s cultural and social beliefs and be anchored on the concept of diversity, practices since effective communication and the If there is an intent to conceal the truth, or ability to understand cultural differences bring damage to any organization, group or are skills that have become requisites not individual person, communication is only for a meaningful social life but also for considered unethical. Even in situations a successful professional career when there is no intent to harm, but Even professionals from the countries that damage to a certain group is inevitable are traditionally known sticking to their because of the message or the channel native tongue like Japan, Korea and used to relay the message, it is still Vietnam have started to learn English as it considered unethical. the internationally-recognized lingua franca with the concept that learning Intercultural Communication English doesn’t make them less of their nationality Culture In addition, digital technology has erased - is learned patterns of perception, values, territorial boundaries among countries and and behaviors, shared by a group of people, among people with varying cultures. The that are dynamic and heterogeneous. notion of being a ‘stranger’ has been Multicultural revolutionized as the people whom we used - refers to a society that contains to treat asstrangers are now our several cultural or ethnic groups. co-workers, classmates or friends – albeit - people live alongside one another  but each cultural group does not High vs Low Context necessarily have engaging High Context: interactions with each other. - communication is mostly Cross-Cultural non-verbal and there are - deals with the comparison of well-defined social protocols. different cultures. - high context culture leaves - differences are understood and much of the message acknowledged, and can bring unspecified to be individual change, but not collective understood through context, information. nonverbal cues, and - In cross-cultural societies, one between-the-lines culture is often considered “the interpretation of what is norm” and all other cultures are actually said. compared or contrasted to the Low Context: dominant culture. - in a low context culture, the verbal messaging contains Intercultural Communication most of the information. - there is an admiration for Intercultural people that can speak up and - describes communities in which express themselves. there is a deep understanding and Sequential vs Synchronic respect for all cultures. Sequential: - Intercultural communication focuses - business people give full on the mutual exchange of ideas and attention to one agenda item cultural norms and the development after another. of deep relationships. - North America, English, - In an intercultural society, no one is German, Swedish, and Dutch left unchanged because everyone Synchronic: learns from one another and grows - The flow of time is viewed as together. a sort of circle, with the past, present, and future Cross-Cultural Communication Typologies interrelated. - the viewpoint influences how Individualism vs Collectivism organizations in those Individualism: cultures approach deadlines, - in an individual culture, the strategic thinking, individual is the most investments, developing important unit in society and talent from within, and the a person’s right to privacy concept of “long term prevails over group planning”. consideration. - South America, Southern Collectivism: Europe, and Asia - in a collective culture, the Affective vs Neutral: group interest takes Affective: precedence over the - in cultures with effect, people show individual, and people rely on their feelings plainly by laughing, their groups smiling, grimacing, scowling, and (family/work/religious, etc.) sometimes crying, shouting, or for all matters of support. walking out of the room.  - if our approach is highly emotional, perspectives. we are seeking a direct emotional - Adopting cultural relativism response “i feel the same way”. allows us to comprehend Neutral: other’s actions from their - members of neutral feelings do not cultural perspectives. telegraph their feelings but keep - Cultural rules govern the them carefully under control and distance that is perceived as subdued. appropriate between - In the course of normal activities, speakers, the loudness at neutral cultures are more careful to which a person should speak monitor the amount of emotion they during an interaction, display. amount of gestures, - if the approach is highly neutral, appropriate information to we want an indirect response “I share based on relationship. agree with your thoughts on this”. Developing Flexibility and Openness - What we practice in our Developing Intercultural Communicative culture may be neither the Competence only correct way nor the best way of doing things, and we Improving one’s Ability in Communicating in must be flexible in adapting a Multicultural Setting our communication as the Refrain from forming expectations situation requires. based solely on your culture - Our knowledge of cultural - knowing and accepting the dimensions and values will validity of cultural go a long way to help us differences adapt to new situations. - allowing yourself to be immersed in a multicultural Evaluating Messages and Images society and embracing of Different Text Types (4.1) diversity. Seek Commonalities We are constantly surrounded by materials Build mutual understanding with the containing words and images, found on both other person traditional media like print ads, newspapers, - As Morris (1994: 6) textbooks, and posters, as well as on new describes: ‘We may wear media platforms such as Facebook, Twitter, different hats, but we all Instagram and Youtube. show the same smile; we may In evaluating texts with words and images, speak different languages, here are some questions you can ask: but they are all rooted in the What is the message? same basic grammar; we What is the purpose of the message? may have different marriage How is the message conveyed by customs, but we all fall in the text and/or image? love’. Who is the target audience of the Overcome Stereotype and Prejudice message? - Unfounded assumptions What is the effect of the message about outgroup members being conveyed in this manner to compared to our ingroup the receiver? hinder our ability to appreciate diverse Multimodality  is a fairly new concept in the general - Informative speaking will rely academic setting but can be a very heavily on data, persuasion powerful tool in light of digital and will employ emotional multicultural communication. appeals and data which A text or output is considered multimodal if requires different structure. it uses two or more if it uses two or more Messages intent to entertain communication modes to make meaning. will have a very unique focus. It shows different ways of knowledge - Awareness of purpose is representations and meaning-making and crucial in order that our investigates contributions of semiotic audience will know the resources (language, gestures, images) that purpose of the message and are co-deployed across various modalities be able to respond (visual, aural, somatic, etc.). appropriately. Multimodality highlights the significance of - A core message must have a interaction and integration in constructing a clear and simple focus. coherent text. Specificity A multimodal text can either be one of the - Refers to our choices of following: language and its usage. Paper (books, comis, brochures) - Language should be Digital (ppt, blogs, pages, socmed) concrete, so that our readers Live (performance or event or listeners can vividly Transmedia (combination of picture our ideas, translating platforms: comics, film, and video) words into memorable Infographics images. - uses words and images to - Avoiding abstractions is one communicate a clear way to avoid vague or message. confusing messages. The - is a powerful way to illustrate more specific we can be, the complex topics, making it more likely our audience will more appealing and effective comprehend and take action. for communication than a Structure dense written report. - Refers to how ideas should - Multimodal texts can be logically organized and influence attitudes, easy to follow. decisions, and behavior. - Every message should include an introduction, body Semiotics and conclusion. The study of signs and symbols and their - Introduction should use or interpretation. introduce the topic, core Evaluating the Effectiveness of Your idea, relate topic to the Message: (4 main qualities) audience, and preview main Simplicity ideas. - The purpose of the message - Conclusions should briefly will be either to inform, to summarize main ideas, persuade, or to entertain. re-state the core message, Knowing the purpose will and specify a call to action. guide us in the choice of information to include, and in Stickiness its organization. - Is how much an idea stays  around in our culture and language for most purposes of commands our attention. communication - It combines the idea of being International diplomacy, Business, memorable and staying near Science, Education, Entertainment the front of our mind. Over time, this widespread use of English - - Sticky messages win the war spoken side by side with local languages for our attention, by holding has given rise to local varieties of English our focus despite the with their own standards incursions of new messages. Indian English, West African English, Singapore English, and Filipino WORLD ENGLISHES (4.2) English One major issue with this localized A concept that refers to the different ways Englishes is that they are often not fully by which users from around the world intelligible to users of other varieties of communicate in English English Its central is that no single variety of Ex. a filipino ordering food in a English prevails as the standard restaurant in singapore for the first Although American and British English time would be confused when he is have historically dictated the norms of asked “having here or take away” in correct, good or proper English, varieties of contrary to the philippines’ “dine in English are equally valid or take out” Concept was introduced by Braj Kachru including the Three Concentric Circles of The Goal of National or Regional Identity Asian Englishes People use a regional variety of English with its specific grammar, structure and vocabulary to affirm their own national or ethnic identity “Senatoriable”, “congressman”, “chancing”, “bedspacer”, etc. High blood = tense or upset, Salvage = to kill or murder, Motel = hotel used for premarital and extramarital affairs, promdi = from the province, 5-6 = bombay/indian (money lender) The Goal of Intelligibility Users of a regional variety should ideally still be readily understood by users of Since English is subject to modifications by English everywhere else in the world to fully users in different cultures, it has become participate in the use of English as an unique in a sense by way of adoption international language Hence, there is a need to grapple with its Users of Filipino English have to intelligibility understand that they have to use Simply put, how do we understand the “bin” instead of “trash can” and “lift” English of other people instead of “elevator” when in a English has become the most widely used  country using British English other sites started mushrooming and people began getting hooked to these new media Some media platforms have been so popular that the number of users rise at such an exponential rate Tiktok become a craze in 2020 due to COVID-19 when people are at home and have nothing to do Launched in 2016 and had half a billion users by 2018 and at mid-2020 with over 800m active users within that time span Not all social media platforms last In 2008, Hi5, MySpace and Friendster were close competitors to Facebook but by 2012, the three had virtually disappeared shown by very poor performance of market shares Social media platforms that survived did by their continuous evolution and response to the needs and interests of its users Twitter doesn’t allow the uploading of videos or images but due to the high demand and stiff competition, the feature was allowed in 2011 The exponential rise in the use of social media can be attributed to the emergence of technologies that enable modern communication (fast, convenient, interactive comms) like computers, laptops, and smartphones Rise of social media is a unique manifestation of how quickly and drastically RISE OF NEW MEDIA AND TECHNOLOGY AIDS patterns of social behaviors change IN COMMUNICATION Statistics Social Media Use Social media has undoubtedly altered how the world operates. The rapid and vast adoption of new media platforms have changed the way people relate and communicate with each other in the social, economic, and political arenas. There are minor social media platforms available since the 90s Started with MySpace in 2004 then  Do not turn to social media as a way to harass, deman, or bully someone else. Sitting in front of a computer does not give you license to embarrass, intimidate, or spread harmful rumors about others Regardless of your privacy settings, keep in mind that anything can possibly be seen by anyone at any time, even by that person that you did not want to see it Whether you’re concerned with maintaining good friendships or future job prospects, be responsible in what you post and how it could affect your reputation. Many employers now check up on job candidates’ social media accounts for evidence of bad behavior New Media Refers to the highly interactive digital technology Very easily processed, stored, transformed. retrieved , hyper-linked, searched for and accessed Generally classified as: Blogs Social media Online newspaper Virtual reality Computer games Responsible Use of Social Media Socmed has grown in popularity over the Language is new media is sometimes referred to a year, with hundreds of options for sharing Computer-Mediated Communication (CMC), your thoughts, photos, and video and for thought it can be called any of the following: interacting with friends and family Netspeak The more it grows, the more we discover Computer-mediated discourse about the do’s and don’ts of social media, Digital discourse the same applies to all socmed Electronic discourse playgrounds, regardless of which site is E-communication your favorite Digitally mediated communication You may not agree with everything Keyboard-to-screen communication or everyone you encounter on social media network, but treat each The internet is the largest area of language person with dignity and respect development we have seen in our lifetimes. Only (golden rule of treating others how you want two things are certain: it is not going to go away to be treated) and it is going to get larger. Hence, we must be prepared for its inevitable expansion (Crystal, 2011) Topic development Digital discourse illuminates social and cultural Back-channels processes, which is under the domain of Repairs sociocultural linguistics Spontaneous Usually unplanned, unstructured and sometimes impulsive This also gave rise to Net Neologisms through Lexical Creativity like b4n and f2f Types of CMC can be described as: Trolls, meme, hashtag, and meh These can be described as mediatized Vernacular stylization and popular representation It uses language that is common to people regardless of age social class, gender, or Dialogical race Carries expectation of continuous exchange. This is why most media platforms have a “reply” or “comment” option while some have a “leave a comment” button to ensure continuous interaction The English Language in the New Media is Brief (Brevity) Multimodal Refers to the layering of different digital media We all know that words are only ever part of Misspelling and Respellings like cu, 2nyt, the picture. All texts, all communicative 2mrw, abt, y? increase insecurities in events, are always achieved by means of spelling, but also tolerance towards multiple semiotic resources, even typographical “errors”, which are text-based new media like instant- and reinterpreted as outcomes of speedy text text-messaging production rather than indices of lacking Putanginang shoppee link tsaka ads hayup competence. Interpersonal Relationship-focused rather than subject-oriented Can be explained by the number of GCs a person has, and the number of individuals and GCs a person engages simultaneously Characterized by the following Ideological Turn-taking  New media is inherently ideological, Communication especially in terms of their political-economies of access and control Modern technology did not only usher in new forms of language used in new media, but also paved the way on how communication takes place and how messages are presented. Part of communication planning is deciding on the platform in which the message will be presented. In some cases, the use of technology will do wonders for your presentation Multimedia presentations often always require the use of technology and these, when used properly, can do wonders for your presentation. They are visually-oriented and allow multimodality and the use of such features as text, graphics, photos, audio, animations and video There are a wide array of presentation software and tools to choose from, some of which are free and Communication Planning very-user friendly, that is, you do not need training Involves defining the types of information to be able to utilize the software and maximize its you will deliver, who are the intended features recipients of that information, format for communicating it, and the timing of its Regardless of the software or technological tool release and distribution that you use, there are a few factors that you need Key goal is to make sure that everybody to bear in mind in using technology to gets the right message at the right time communication Serves various purposes 1. To inform 2. To persuade 3. To prevent misunderstanding 4. To present a point of view or reduce barriers Steps in Communication Planning 1. Research and analyze current situation 2. Establish goals and objectives (short and long term) EMAIL 3. Identify the target audience (what they It is the preferred communication channel know, what influences them, in the business environment communication impediments, etc.) Serves many purpose 4. Conceptualize on key messages To give directives 5. Strategize on communication styles and Transmit documents platforms Record important data and 6. Evaluate and anticipate information Confirm request Submit feasibility and status report Communication Strategies in Tech-based Make an inquiry  Advantage and Disadvantages of Email For important emails, it is always best to find out the name of the person to address Improves the chances of your email reaching the correct individual, Tips for Writing an Email being opened, and receiving a Keep the subject line simple and short response Subject line doesn’t necessarily require Some people like to use the expression “To proper sentences; instead, should consist of whom it may concern” but this expression is a few keywords that summarizes your email really no more useful than having no Avoid vague subject lines like follow-up, salutation additional info, and request Alternatively, you can write Make the subj line specific something more specific like “Dear Sales Manager”, and “Dear Hiring Do not change the subject line when you Manager” reply to an email The “To” line should contain the names of the primary reader as they are directly Salutation involved in the message of the email while BE CAREFUL WITH GENDER TITLES secondary readers must be place in CC ❖ Establishing someone’s gender based on Be accurate in typing the email addresses their first name can be challenging of the recipients ❖ For instance, Italian names like Andrea, Make the name of the attached filename Mattia, and Nicola while Russian names Ilya, meaningful Nikita, and Forma, and Finnish names Esa, BCC and When to use BCC? Pekka, Mika, and Jukka are commonly male names BCC or blind carbon copy, sends an email to ❖ The Japanese names Eriko, Yasuko, Aiko, someone without anybody else seeing their Sachiko, Michiko, and Kanako might appear name as male names to those in Western cultures; Transparency is crucial and sending an however, they are actually female names. email secretly including someone else is dishonest Such actions significantly affect your Body of the Email credibility and reputation It is important to remember that an email needs to be concise The first sentence, also known as opening sentence, can be a greeting if the situation allows it However, for most formal emails, it is best to get straight to the point Depending on the subject, you should have  a maximum of 4 parags and each parag Closing should contain a single point It is important to provide questions in order Like the salutation, the closing of a formal to prompt a response email can be the same as the closing to a letter. However, unlike the salutation, there are more options for a closing. Thank you Best regards Sincerely Yours The closing is then followed by your full name. It is also beneficial to add your job position (if applicable) and phone number under your name in the 4th paragraph. Keep the message brief and straightforward Never use all caps to the main text If the sender sets a formal tone, you should always respond in a formal manner and refrain from attempting to direct the conversation towards a more informal style. Eliminate grammatical and typographical errors