AMIH BUSINESS EMAIL

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Slide 1: Slide
EngelsMBOStudiejaar 3

This lesson contains 46 slides, with interactive quizzes, text slides and 1 video.

Items in this lesson

Slide 1 - Slide

'Rules of engagement'


in sight = outside


Slide 2 - Slide

Program
- writing skills (business email)
- listening skills 
- reading skills

Slide 3 - Slide

WRITING SKILLS AIM
By the end of this lesson you
- know what KISS and AIDA means in writing business e-mails
- know what register (tone/style) to use in a business e-mail
- you know the basic sentence structure
- you know the basic structure of a business e-mail

Slide 4 - Slide

What do you know about a business e-mail?

Slide 5 - Mind map

Video
Watch this next video and make notes 
of the tips mentioned.

Slide 6 - Slide

Slide 7 - Video

What were the tips in the video?

Slide 8 - Mind map

KISS & AIDA: Tips for business e-mails
1: KISS
- Keep
- It
- Simple: be to the point, use one paragraph for each point
- & Sweet: be polite: use formal language

2: AIDA
- Attention: get the reader's attention
- Interest: create interest in your product
- Desire: make your reader desire your product
- Action: motivate the reader to take action






Slide 9 - Slide

KISS: about register
In business e- mails you should be polite and use formal language.


Can you spot the difference between informal and formal language use in e-mails on the next sheets?

Slide 10 - Slide

Which sentence is formal language?
A
Sorry, I can't make it to the meeting
B
Unfortunately I am unable to attend the meeting

Slide 11 - Quiz

Which sentence is formal language?
A
Please accept my apologies for...
B
I'm very sorry about...

Slide 12 - Quiz

Which sentence is formal language?
A
Please let us know your requirements
B
Please tell us what you need.

Slide 13 - Quiz

Which sentence is formal language?
A
I promise you...
B
I can assure you that...

Slide 14 - Quiz

Informal
Formal
a lot
to need
to contact
to answer
help
okay
to ask
to enquire
to require
assistance
convenient
numerous
to get in touch with
to reply

Slide 15 - Drag question

KISS: sentence structure
Do you remember the simple, basic sentence structure?

Our company had more than 800 stores in the UK in 2020

What is the sentence structure here?
Discuss this with your classmate.
Then answer the questions on the next four sheets.

Slide 16 - Slide

Wie
Doet
Wat
Waar
Wanneer

Slide 17 - Drag question

What is the correct word order? Rewrite the sentence:

to Spain / we / next month / our product / will send

Slide 18 - Open question

What is the correct word order? Rewrite the sentence:

from our online catalogue/ your order / I / on the 21st of June / confirm

Slide 19 - Open question

What is the correct word order? Rewrite the sentence:

would like / in our head office /a meeting / next week /in person / our manager / to organise

Slide 20 - Open question

Revision: Sentence structure

subject + verb object + place + time
wie doet wat waar wanneer

Our company had more than 800 stores in the UK in 2020

Slide 21 - Slide

Basic E-mail structure
What comes first, in the middle and last?

  1. Subject line
  2. Salutation
  3. Body
  4. Closing
  5. Signature

Slide 22 - Slide

1.Subject line
Business owners receive a lot of emails.
Tips:
  • Your subject line must stand out to grab their attention (remember AIDA!)
  • Keep it short.
  • Give specific information about the content of your message.

Slide 23 - Slide

2. Salutation
The first line of your e-mail acts as a greeting.
  • Greet respectfully and always use the name of the receiver of your e-mail:




  • If you really can't figure out who to address the e-mail to:




Dear Mr [last name]
Dear Mrs [last name] (married)
Dear Miss [last name] (not married)
Dear Ms [last name](you don't know if she's married or not)
Dear Sir
Dear Madam
Dear Sir or Madam
To whom it may concern (very formal)

Slide 24 - Slide

3. Body
This is where you share your message.
  • You may want to introduce yourself:


  • Opening sentence: you refer to the last contact with your client:


  • You answer the client's questions and create interest and desire (AIDA):
- I am writing with regard to your... / with reference to ... / concerning ...
- Thank you very much for ... your e-mail / enquiry of [date]
- In addition we would like to suggest...
- With our product you would be able to.....
- Our unique selling points are...
- I am the junior account manager of ...
- My name is .... and I am in charge of ...

Slide 25 - Slide

4. Closing
This is the last part of your email before your signature 
  • Use a polite closing sentence
  • Call to action
- I hope that this e-mail answers your questions.
- I look forward to your response / to hearing from you soon.
- If you have any questions, please feel free to call me directly at...
- If you require any further assistance / information, please do not hesitate to contact me on ...
- Please let us know if you are interested in our product ...
- Please let us know if you would like one of our representatives to visit you and ...

Slide 26 - Slide

5. Sign-off
  •  End your e-mail politely: 




  • Add your signature: identify yourself by name, title and any other relevant information:




-Kind regards
-Best regards
-Yours sincerely
-Yours faithfully
Joan Jones
Junior Accountant
ABC Company

Slide 27 - Slide

Final tips:
- Capital letters:
 
- Interpunction: 

- No abbreviations:

- No informal contractions:

- No emoticons:

- Check your spelling!

Start a sentence with a capital letter (hoofdletter).

Spell out words like "appointment" instead of writing "appt".
Leave out the smiley faces and LOLs.
Leave out informal short forms like "wanna" (want to), "here's" (here is), "we'll" (we will) and "Y" (you).
End a sentence with " ." or with "?" and use commas.

Slide 28 - Slide

Answer the questions on the next slides

Slide 29 - Slide

Write a subject line for this e-mail:
Subject:.....................................

Dear Mr Smith,
We have to change our meeting on July 17 to 11 am instead of 10 am.
We sincerely apologize for this inconvenience.
Kind regards,
Mrs Finch

Slide 30 - Open question

Write a subject line for this email:

Subject:.....................................
Dear Ms Johnson,
I am writing to confirm your order of 100 laptops, order no 12345.
If you have any further questions don't hesitate to contact us.
Yours sincerely,
Peter Trump

Slide 31 - Open question

Which answer is an appropriate way to greet in a business e-mail?
A
Hi there Harry
B
Hello again Mr Potter
C
Morning Harry
D
Dear Mr Potter

Slide 32 - Quiz

Which answer is an appropriate way to end a business e-mail?
A
Bye for now
B
Kind regards
C
Cheerio
D
See you soon

Slide 33 - Quiz

What is incorrect in the sentence below?

we'll send the products asap

Slide 34 - Open question

What is the correct word order? Rewrite the sentence:
to Japan / will be shipped / on June 24 / the goods

Slide 35 - Open question

What is the correct word order? Rewrite the sentence:
free service / we / one day a year / plan to offer

Slide 36 - Open question

What is the correct word order? Rewrite the sentence:
in London / launched / the new drug / Pharmatec / in 2020

Slide 37 - Open question

What is the correct word order? Rewrite the sentence:
will improve / our company / immediately / the packaging

Slide 38 - Open question

What is the correct word order? Rewrite the sentence:
from 8.30 am until 18.00 pm / you / our manager / can contact

Slide 39 - Open question

What is the correct word order? Rewrite the sentence:
as soon as possible / will send / the boxes / we

Slide 40 - Open question

What is the correct word order? Rewrite the sentence:
good profits / our company / last year / made / in Europe

Slide 41 - Open question

What is the correct order of the different elements of the e-mail on the next sheet?
Check your ansers with your classmate before submitting your answer

Slide 42 - Slide

With reference to your last phonecall regarding the current situation with the NIMBA project, as manager of the project, I can confirm that the project is going well. 
 Confirmation of situation NIMBA Project.
Rest assured that this issue is being looked into and I am confident that it will be resolved by the end of the week. I hope that this answers your questions.
We have not encountered any problems with the hardware but there are still some minor issues with the software.
Dear Mrs Williams,
Yours sincerely,
 Sue Davids, Project Manager
If you require any further information, please do not hesitate to contact me on my mobile, 0697099438.
1
2
3
4
5
6
7

Slide 43 - Drag question

Answer e-mail in correct order
1 Confirmation of situation NIMBA Project.

 
2 Dear Mrs Williams,

3 With reference to your last phonecall regarding the current situation with the NIMBA Project, as manager of the project, I can confirm that the project is going well.
4 We have not encountered any problems with the hardware but there are still some minor issues with the software system.
5 Rest assured that this issue is being looked into and I am confident that it will be resolved by the end of the week. I hope that this answers your questions.
6 If you require any further information, please do not hesitate to contact me on my mobile, 0697099438.

7 Yours sincerely,
    Sue Davids, Project Manager


Slide 44 - Slide

Revision Aims
By the end of this lesson you
  
- know what KISS and AIDA means in business e-mails
- know what what register (tone/style) to use in a business e-mail
- you know the basic sentence structure
- you know the structure of a business e-mail

Slide 45 - Slide

Have we reached the aims of the lesson?
😒🙁😐🙂😃

Slide 46 - Poll