UNIT 2- Writing Skills_Study Material.docx.pdf

GENERAL ENGLISH 2010152181 LECTURE COMPANION SEMESTER: I PREPARED BY: Mahesh Prajapati...

GENERAL ENGLISH 2010152181 LECTURE COMPANION SEMESTER: I PREPARED BY: Mahesh Prajapati and Preeti Ostwal UNIT 2: Writing Skills SECTION 1: SOCIAL MEDIA (A) EMAIL Introduction Email, also known as electronic mail, is a method of exchanging messages over the internet. It is a ubiquitous and widely used communication medium that has become an essential part of daily life in both personal and professional settings. Email allows users to send and receive messages, files, and other multimedia content to and from other users, regardless of their geographical location. Email has become an essential tool for communication in both personal and professional settings. As diploma college students, it is crucial to understand the proper etiquette and techniques for writing effective emails. This unit will cover the key points to consider when writing emails, including subject lines, greetings, body, tone, closing, and proofreading. By mastering the art of email writing, students can improve their communication skills and enhance their professional prospects. How Email Works To send an email, a user composes a new message in their email client, enters the recipient's email address in the "To" field, adds a subject line, writes the body of the message, and attaches any relevant files. The email is then sent to the recipient's email server, which stores and forwards the message to the recipient's mailbox. Emails can also include features such as cc (carbon copy) and bcc (blind carbon copy) to send copies of the message to multiple recipients, and reply, reply all, and forward options to manage the conversation. Advantages of Email Email has several advantages that make it a popular communication medium: Page | 1  GENERAL ENGLISH 2010152181 LECTURE COMPANION SEMESTER: I PREPARED BY: Mahesh Prajapati and Preeti Ostwal 1. Cost-Effectiveness: Email is a free or low-cost method of communication, especially when compared to traditional postal mail. 2. Flexibility: Email allows users to send and receive messages at any time and from any location with an internet connection. 3. Speed and Simplicity: Email is quick and easy to compose, and messages can be exchanged quickly with minimal lag time. 4. Mass Delivery: Email makes it easy to send one message to large groups of people. 5. Message Filtering: Email enables users to filter and categorize their messages, preventing unwanted emails from cluttering their inbox. 6. Message Storage and Retrieval: Email exchanges can be saved and searched for easy retrieval. Types of Emails Emails can be categorized into several types based on their purpose and content: 1. Personal Emails: These are emails sent between individuals for personal or social purposes. 2. Professional Emails: These are emails sent for business or professional purposes, such as job applications, project updates, or customer inquiries. 3. Promotional Emails: These are emails sent by companies to promote their products or services. 4. Transactional Emails: These are emails sent to facilitate a specific transaction, such as order confirmations or password reset notifications. 5. Newsletters: These are emails sent to subscribers to keep them informed about news, updates, or promotions. Key Points to Consider 1. Subject Line - Craft a clear and concise subject line: Ensure the subject line accurately reflects the content of your email. Use keywords relevant to the topic to make it easier for the recipient to find the email in their inbox. - Avoid generic subject lines: Using subject lines like "Hello" or "Hi" can make your email appear impersonal or unimportant. - Keep it short and informative: Aim for a subject line that is no more than 50 characters long. This ensures that the entire subject line is visible in most email clients. Page | 2  GENERAL ENGLISH 2010152181 LECTURE COMPANION SEMESTER: I PREPARED BY: Mahesh Prajapati and Preeti Ostwal - Use title case: Capitalize the first letter of each word in the subject line, except for articles (a, an, the), prepositions (in, on, at, etc.), and conjunctions (and, or, but, etc.). - Avoid using all capital letters: Using all capital letters can come across as shouting and may be perceived as unprofessional. 2. Greeting - Use an appropriate greeting: Choose a greeting based on the recipient's level of formality (e.g., "Dear," "Hi," "Hello"). - Avoid overly formal or overly casual greetings: Use a greeting that is professional yet friendly. - Use the recipient's name: Personalize the greeting by using the recipient's name (e.g., "Dear John," "Hi Sarah,"). - Avoid using nicknames or first names: Unless you have a close relationship with the recipient, it is best to use their full name or title in the greeting. 3. Body - Write clear and concise paragraphs: Use simple and straightforward language to convey your message. Avoid using overly complex language or jargon. - Avoid using jargon or abbreviations: Ensure the recipient understands the content of your email. If you must use technical terms or abbreviations, provide a brief explanation. - Use bullet points or numbered lists: Break up long lists of information to make it easier to read. This also helps to organize your thoughts and make your email more scannable. - Use active voice: Use active voice instead of passive voice to make your writing more engaging and easier to read. For example, "I will complete the project by Friday" is more direct than "The project will be completed by Friday." - Keep paragraphs short: Aim for no more than 3-4 sentences per paragraph. This makes your email easier to read and digest. - Use proper spelling and grammar: Proofread your email carefully to ensure there are no spelling or grammatical errors. Errors can make you appear unprofessional and can distract from your message. 4. Tone - Maintain a professional tone: Avoid using slang, acronyms, or overly casual language. Use a tone that is respectful and appropriate for the situation. Page | 3  GENERAL ENGLISH 2010152181 LECTURE COMPANION SEMESTER: I PREPARED BY: Mahesh Prajapati and Preeti Ostwal - Be respectful and polite: Use a tone that is courteous and considerate. Avoid using sarcasm or making assumptions about the recipient's knowledge or abilities. - Tailor your tone to the recipient: Adjust your tone based on your relationship with the recipient and the purpose of the email. For example, you may use a more casual tone when emailing a close colleague, but a more formal tone when emailing a client or superior. 5. Closing - Use an appropriate closing: Choose a closing that is professional yet friendly (e.g., "Best regards," "Sincerely," "Thank you"). - Avoid overly formal or overly casual closings: Use a closing that is consistent with the tone of the email. - Include your full name: Sign off with your full name, especially if you are emailing someone you don't know well or if the email is for professional purposes. - Consider including your contact information: If appropriate, include your phone number, email address, or other relevant contact information in your closing. 6. Proofreading - Always proofread your email: Ensure there are no spelling or grammatical errors. Check for clarity and coherence to verify that the email is easy to understand and flows smoothly. - Read your email out loud: Reading your email out loud can help you catch errors or awkward phrasing that you may have missed when reading silently. - Use spell check: Most email clients have built-in spell check functionality. Use this feature to catch any spelling errors before sending your email. - Have someone else read your email: If possible, ask a friend or colleague to read your email before sending it. They may catch errors or suggest improvements that you overlooked. Best Practices for Writing Effective Emails To write effective emails, it is essential to follow best practices such as: 1. Clear Subject Line: Use a clear and concise subject line that accurately reflects the content of the email. 2. Personalized Greeting: Start the email with a personalized greeting that addresses the recipient by name. 3. Clear and Concise Body: Write a clear and concise body that gets straight to the point and avoids unnecessary details. Page | 4  GENERAL ENGLISH 2010152181 LECTURE COMPANION SEMESTER: I PREPARED BY: Mahesh Prajapati and Preeti Ostwal 4. Proper Formatting: Use proper formatting, including headings, bullet points, and white space, to make the email easy to read. 5. Professional Sign-Off: End the email with a professional sign-off that includes your name, title, and contact information. 6. Proofreading: Always proofread the email for spelling, grammar, and punctuation errors before sending it. Additional Tips 1. Use a clear and concise writing style: Avoid using overly complex language or jargon. Use simple and straightforward language to convey your message. 2. Use active voice: Use active voice instead of passive voice to make your writing more engaging and easier to read. 3. Use transitions: Use transitional phrases and words to connect your ideas and make your writing flow smoothly. Examples include "in addition," "furthermore," "for example," and "in conclusion." 4. Use visual aids: Use images, charts, and graphs to break up the text and make your writing more engaging. However, only use visual aids if they are relevant and add value to your message. 5. Use a consistent format: Use a consistent format throughout your email to make it easier to read. This includes using the same font, font size, and spacing throughout. 6. Keep emails concise: Aim to keep your emails as concise as possible. If your email is longer than a few paragraphs, consider breaking it up into multiple emails or attaching a document with more detailed information. 7. Be mindful of your audience: Consider the recipient's level of knowledge, position, and communication preferences when writing your email. Adjust your tone and content accordingly. 8. Respond promptly: If someone emails you, aim to respond within 24-48 hours, even if it's just to acknowledge receipt of the email and let them know when you'll be able to provide a more detailed response. 9. Use the "reply all" function judiciously: Only use "reply all" if all recipients need to see your response. Avoid using "reply all" if your response is only relevant to the original sender. 10. Be careful with humor and sarcasm: Humor and sarcasm can be easily misinterpreted in email. Avoid using them unless you know the recipient well and are confident they will understand your intent. Sample Email: Page | 5  GENERAL ENGLISH 2010152181 LECTURE COMPANION SEMESTER: I PREPARED BY: Mahesh Prajapati and Preeti Ostwal 1. Write an email to a professor or instructor requesting feedback on a project or assignment. From: [Your Name] To: Professor Smith