Executive Emails

Session 4

ExecutiveEmails

Best practice emails and working in multicultural teams

• How would you define an executive email?
• What distinguishes it from other forms of bussines comunication?
• Have you faced any challenge when writing executive emails?

Useful vocabulary

Just using the images, try and guess what the word is...

Greeting

Annoying

Acronym

Spelling

Sign off

Useful vocabulary

Sort out

To be thrilled

Supplier

To give up

Traps

Link

Let's learn some accronyms

Reading Strategies

1. Skim and Scan: quickly skim through the email to get a general idea of the content. 2. Identify the purpose of the email. 3. Highlight key points: underline key points, important details, and any action items mentioned. 4. Analyze tone: analyze the tone of the email ( formal, informal, friendly, professional) 5. Make inferences: based on the information provided on the email. 6. Respond Appropiately: discuss how to respond to the email, considering the tone, purpose and audience of the message.

Email

Dear Sir / Madam.I am writing to enquire about the summer courses you offer on your web page. The information on the website is very helpful , but I would really appreciate it if you could give me specific information about courses for adults. I am a 27-year-old Spanish woman and I have been studying English for five years . I am interested in taking a conversation course during the summer. However, I would not like to be in a group with teenagers, as I had an unpleasant experience studying with teenagers in the past. Therefore, could you please confirm that you offer courses aimed at adults only and inform me of what I should do in order to enrol in one? I would also be very grateful if you coud confirm that I can be placed with a family that will not be hosting any other students from my country. Could you please reply in the next few days, so I can make further travel arragements ? Thanking very much in advance. Yours faithfully. Angela Garcia.

What specific information is Angela requesting about the summer courses? Why does Angela prefer not to be in a group with teenagers , and what does she request regarding her accomodation with a family?

Writing strategy

Once you have your ideas clear start drafting your text.

An effective writing strategy could include the following steps

Before starting to write, make sure you clearly understand the purpose of your writing. What message do you want to convey? Who is your audience?

Review your text for possible grammatical, spelling style errors.

It's important to consider who will be reading your text, this will hep you tailor your writing style and tone to be more effective.

Make any necessary corrections to your text and look for ways to improve it. You can add examples, remove redundancies, or reorganize paragraphs.

Before you begin writing , it's helpful to outline or draft the main ideas you want to include in your writing. This will help to mantain a logical flow.

aUnderstand the purpose: before starting to write, make sure you clearly understand the purpose of your writing. What message do you want to convey? Who is yur audience?

Instructions for writing an executive email:

Have in mind the following instructions to write your email:

Imagine you are a marketing executive for a tech company that is launching a new product, such as a smartphone. Request a meeting to discuss the launching of the product .

1. Begin with a formal greeting.
2. Introduce the purpose of your email.
3. Mention any helpful information.
4. Express your specific interest and needs.
5. Ask for additional information politely.
6. End with a request for a response and a thank you in advance.
7. Finish with a formal closing: "Yours sincerely", or "Best regards", followed by your name.

Checklist

1.

Does the email start with a proper and professional greeting?

Is the reason for the email clearly stated in the introduction?

2.

Is a meeting requested to discuss the product in detail or the launch of it?

3.

Is gratitude and courtesy shown at the end of the mail ?

4.

Is the signature included with the name and position of the sender?

5.

Is the email clear, direct, and free of grammatical or spelling errors?

6.

Is the tone of the email professional and suitable for the intended audience?

7.

Feedback

How did you feel in today's class? How was the experience of writing an executive email?

Complaints and apologies

Thank you !!!

In our next class.....