Email assignment

video link  https://gizmodo.com/yes-this-is-exactly-why-writing-emails-is-so-horrible-1269255095

do on your ownon time

14 Email Errors to Avoid, and things to
remember when writing Emails for the Business
World
Most of us rely on e-mail as one of our primary communication tools. And
given the number of messages we send and receive, we do it with remarkable
success. (Some better than others!)

Like most of your writing, audience is a vital concern. You would not write an
email to your boss with the same tone, word choice, style, and content as you
would if you were writing an email to your best friend or a family member.

Creating an appropriate business email is essential if you expect to write well
and communicate with peers, employees, customers, suppliers, and others who
will read your emails.

But as with anything, the more e-mails we send, the more likely we are to screw
one up. And simple e-mail mistakes can be disastrous. They can cost us a
raise, promotion–even a job.

Your e-mail is as much a part of your professional image as the clothes you wear,
the postal letters you write (assuming you still do), the greeting on your voice
mail and the handshake you offer. If you want to impress on every front and build
positive business relationships, pay attention to your e-mail and steer clear of
these e-mail mistakes:

This is the perfect time to go through some of the worst e-mail mistakes
employees (and students) make and how to avoid them.

– Leaving Off Your Signature – WHY HAVE I LISTED THIS “LAST THING”
FIRST? Because for some odd reason, I get emails from students who never
include their name on the emails they send.
How exactly am I supposed to answer your question, give you extra credit, help
you with an assignment if I have no idea who you are???

Always close with your name, even if you include it at the top of the e-mail, also
consider adding contact information such as your phone, fax and street address. The
recipient may want to call you to talk further or send you documents that cannot be e-
mailed. Creating a formal signature block with all that data is the most professional
approach.

– Failing to include basic greetings. Simple pleasantries do the trick. Say “hi” at the
start of the message and “thanks” at the end. Be sure to use the recipient’s name. Be
polite yet brief with your courtesy.

– Composing the note too quickly. Don’t be careless; write every e-mail as if it will be
read at Saint Peter’s Square during the blessing of a new Pope. Be respectful with your
words and take pride in every communication.

– Poor Grammar and Style. Email is an informal mode of communication compared to
a printed letter, While a full “From,” “To” and “Date” as in printed letters is not
required; business email writing still need to follow conventional grammar and style.

– Neglecting Common Courtesies. The email takes care of the senders name, signature,
and date, allowing the users to skip these constants. Many users however tend to skip
common courtesies like “Hi,” “Thank you” and “Regards” as well. This is a fatal mistake
and sure to put off the reader of the email.

– Forgetting to Check for Spelling and Grammar
In the early days of e-mail, someone created the notion that this form of communication
did not have to be letter perfect. Wrong. It does. It is a representation of you. If you
don’t check to be sure e-mail is correct, people will question the caliber of other work
you do. Use proper capitalization and punctuation, and always check your spelling.
Remember that your spellchecker will catch misspelled words, but not misused ones. It
cannot tell whether you meant to say “from” or “form,” “for” or “fro”, “he” or “the.”

– Forgetting the attachment. If your e-mail includes an attachment, upload the file to
the e-mail before composing it. This eliminates the embarrassing mistake of forgetting
it before hitting “send,” and having to send another e-mail saying you forgot to attach
the document.

– Be sure you CHECK YOUR EMAIL OFTEN. What’s the point of having email – if
you never check or respond to email’s other have sent you? You are a businessperson,
right? Therefore, others will expect you to respond to their email requests. Here’s the
rule: all business emails should receive some sort of reply FROM YOU within 24
hours.

– E-mailing when you’re angry. Don’t do it. Ever. Recall buttons are far from a perfect
science, and sending a business e-mail tainted by emotion is often a catastrophic mistake.
It sounds cliche, but sleep on it. Save the message as a draft and see if you still want to
send it the next morning.

– Underestimating the importance of the subject line. The subject line is your
headline. Make it interesting, and you’ll increase the odds of getting the recipient’s
attention. Our inboxes are cluttered; you need to be creative and direct to help the
recipient cut through the noise. You should consistently use meaningful and descriptive
subject lines.

– Not putting an e-mail in context. Even if you were talking to someone an hour ago
about something, remind them in the e-mail why you’re writing. In this multi-tasking
world of ours, it’s easy for even the sharpest minds to forget what’s going on.

– Not Accounting for Tone. When you communicate with another person face to face,
93% of the message is non-verbal. E-mail has no body language. The reader cannot see
your face or hear your tone of voice so chose your words carefully and thoughtfully. Put
yourself in the other person’s place and think how your words may come across in
Cyberspace.

– Thinking that No One Else Will Ever See Your Email. Once it has left your mailbox,
you have no idea where your e-mail will end up. Don’t use the Internet to send anything
that you couldn’t stand to see on a billboard on your way to work the next day. Use
other means to communicate personal or sensitive information. – I have used many
student emails in my lecture notes to show you what to do and what NOT to do.
These students never imagined their emails would be seen by you and used as an
example. You never know what will happen to your emails and who might view
them.

Metz

Management 3500

Email Assignment

Happy Halloween? Not so Fast

In response to the COVID-19 pandemic, Los Angeles County has “canceled”

Halloween this year. County officials have released guidelines for Halloween this

year that include restrictions on some of the holiday’s most basic traditions.

LA County Halloween restrictions:

– No door-to-door trick or treating.
– No “trunk or treating” either.
– No Halloween parties with non-household members.
– No carnivals, festivals, haunted houses, or live entertainment.

It is not clear what penalties will be imposed on individuals who violate these

rules, but officials have said fines will be issued and jail is an option, as well.

Other counties, including San Bernardino County, are considering similar

Halloween restrictions in an effort to limit the spread of the virus.

You are the owner of a small business that operates in a very popular outdoor mall

in San Bernardino. (Feel free to come up with a name for your business and a type

of business – if it helps you.) Every year, the mall and its businesses have held a

very popular and profitable Halloween Celebration and Trick or Treating event for

the local community.

As a business owner, you certainly need the customers and potential profit that the

Halloween Party and Trick or Treating event would generate. Like most

businesses, the pandemic has hurt your business – as you have had to lay-off

workers, cut operating hours, and reduce inventory. The Halloween celebration in

your mall would help all the businesses generate profit and reconnect with many

members of the community.

However, as a concerned member of the community, you also want to do

everything possible to help limit the spread of this pandemic.

Write an email to the San Bernardino County Covid-19 Task Force explaining

why the county should not cancel Halloween festivities as LA County has done.

Explain why the county should allow Halloween celebrations to continue this year.

You are required to give several well-reasoned examples and ideas to support your

position. Each of your ideas must be detailed and clearly communicate your

position to the reader. Remember, you can write as much as you want – but your

ideas must have depth and detail and clearly explain your position.

I will expect your ideas to be based on sound business concepts and logical

arguments as a member of this community. You should avoid political

opinions, personal complaints, and other unconvincing commentary. “Hey,

it’s a free country” – stuff like this is NOT going to help you!

Your email must be professional LOOKING and well-written, with few grammar,

punctuation, or usage errors. Your email must follow the email guidelines we have

covered.

Be sure to add the class section number in the subject line

-along with any other information you deem necessary.

Your email must be sent to the following email address

or it will not be graded: profmetz53@gmail.com

Communicating through Email – TIME TO DO BETTER!

Fix those EASY email mistakes.

Write your emails like your job (or GRADE) depends on it!

Creating an effective, business appropriate email is not difficult, but it does take
time and effort. For a number of reasons, students, employees, and business
professionals sometimes struggle to create effective emails.

WHY? What causes seemingly intelligent people to write so poorly when creating
an email – a written form of communication that could be seen by thousands of
readers?

After years of reading, writing, and analyzing emails, my experience has shown
me that writers struggle to create effective emails for the following reasons:

1. They write too quickly. In a hurry? Wait to write and send that email! Take your time.
Go slowly. Be sure what you write is EXACTLY what you mean.

2. They fail to proofread their email before hitting send. What you write is sometimes
NOT what you type! Re-read your email, then read it again, and read it again!!!

3. They think email is just an informal communication and do not see it as important.
Not important? Then WHY are you writing in the first place? Every email you send
must be important, informative, or interesting. Therefore, every email deserves your
complete attention.

4. They think email is just a form of texting. – Email is NOT a text. UR Crzy if u think
email b the same as text – Here’s an idea – improve your texting style as well as your
emails. This way BOTH will be effective and well-written.

5. They do not know the proper way to format an email. EVERY business document
HAS TO LOOK GOOD! – Do not write UGLY emails. The correct email LOOK will
make your emails effective and impressive. The other lecture slides cover the LOOK
of email!

6. They use their cell phone to send and answer email. Many businesspeople (and
students) use cell phones to receive and respond to emails. This is fine. HOWEVER, it
DOES NOT excuse poor writing. If you cannot write effective emails on your phone,
do not do it! Wait and send your email another time.

7. They don’t think anyone else will ever see their email. Once you send an email –
that email legally belongs to the recipient. That person can do whatever they want with
the email you wrote – so be careful! The bad emails I used are proof – you never know
what the reader will do with your email once they receive it.

8. They do not think proper grammar, spelling, and punctuation are noticed by
others. WRONG, WRONG, WRONG!!! Your readers will notice, your professors will
notice, and every potential employer will notice. Always strive for perfect grammar,
spelling, punctuation, and other writing concepts.

9. They write when they are upset or distracted. Never send emails when you are not
calm. Your mind-set will always impact your writing!

10. They are LAZY!!! They use abbreviations, slang, cliches, texting language, and
make other poor writing choices. Probably the worst ASSUMPTION of all! If you
make EASY email writing errors, your reader might assume you are simply LAZY!
How else can I explain Management 3500 students who write emails where they
forget to capitalize their own NAME? use “I” correctly twice, then use “ i ” ?
Misspell words like: and, were, mine, yesterday, class, assignment, over, week,
waste, me, went, tried, few. These are a few of the email writing errors I have
received since the seamiester started!

You probably do not make all of these errors in your emails, but
I bet you have made some of these errors. STOP making these
mistakes! Writing clear, professional business emails is
mandatory. There is no excuse for writing poor emails.
__________________________________________________________________

OK – so you want a very brief Email Lesson? Fine – follow these basic rules
and your emails will be effective.

A GOOD EMAIL SHOULD…

If you want to make writing errors when you send emails to your friends or family
(and you are confident they will not judge your poor writing, then go for it).

However, if you want the reader to be impressed by you, your writing, and your
email, you should:

1. Always include a greeting (Dear Professor Metz, or Dear Apple INC,)

2. Always tell the reader what you want (make a point – remember?)

3. Always double and triple check the writing for errors (WRITE WELL!)

4. Always include an informative subject line (this is extremely important)

5. Always be clear and specific (Do not use vague words, slang, or abbreviations)

6. Always be polite and respectful (even when you don’t want to be)

7. Always put some written information in the body of the email (NEVER EVER
send a blank email with an attachment)

8. Always include your name at the conclusion of your email (Thank you, YOUR
NAME)

9. Be concise but not too blunt or brief (leaving out key information is counter-
productive)

10. Show what a good writer you are! Every email is a reflection of your writing
skills.

Writing
Effective and
Professional

LOOKING
Business

Emails

• Why is it so hard? It is NOT – NO More Excuses
• Time and Effort
• Take Your Time! & Put some Effort into IT!
• An EMAIL is NOT a TEXT message!

dude ur gonna hafta du betr

Who taught you to…
• Walk – then run?
• Ride a bike?
• Tie your shoes?
• Brush your teeth?
• Write your name?
• Drive a car?
• Shake hands?
• Shave?

• Chances are you can answer each of these questions. Mom and dad, older brother or sister,
friends, maybe others. The point is we learn various life skills with the help of others.

So, who
taught YOU
how to write
an EMAIL?

• Think about it. How did you learn to create an email?
What were you taught?

• Did you learn the proper FORMAT or LOOK of an email?
• Did you learn what every email must contain to be

effective?
• Did you learn how important proper GRAMMAR is in

email? This includes perfect spelling, word choice,
punctuation, and sentence structure.

• Did you learn the importance emails have in your
communication process?

• Hard to answer? Did anyone actually “teach” you how to
write an email? If not, how did you learn? On the streets?
On the internet? Or, maybe you just “wing it” and hope
for the best.

Time to learn how to create a
proper email.

• After reviewing these slides, you will know
exactly how to create an effective email – for
business, for school, for LIFE!

Follow these
“Writing Rules”
for Creating an

Effective
Business Email

EVERY TIME!

• Use an informative subject line – be as clear and specific as possible

• Always begin with a pleasant/appropriate greeting

• Have something to say – tell the reader what you want, EARLY & CLEARLY
– be direct, get to the point – listing this info in the Subject Line is not
enough – your message must be in the email, too!

• Use correct EMAIL FORMAT (business format)/MAKE IT LOOK GOOD!
– single space, double space between sections/ use bold, bullets, lists,
headings, and white space when appropriate (longer emails) – Make It LOOK
Good!

• Be brief – but add necessary detail and depth – NO missing information

• Include a brief concluding idea – a sentence or two is effective

• Add (type) your NAME – Always include your name!

• Strive for PERFECT or near-perfect grammar and punctuation!
• How hard is writing an EFFECTIVE BUSINESS EMAIL? NOT

HARD AT ALL!
• So, if you do not create an effective business email – especially now

that we have gone over EVERYTHING you need to know – you will be
seen as unprofessional, or uneducated, or lazy.

Look at all
the Writing

Errors

So many mistakes, I had to say something!

Be careful what you write, and the WAY you
write it!

No Time +No Effort = No Good

I asked a group of Management 306 students to send me an email and apply for a
“fictional” Management 306 Assistant job. I told them to send me a detailed, well-
written EMAIL which would highlight their qualifications for the job. I told them
to write an email that does everything an effective business document MUST do:
HAVE SOMETHING TO SAY, WRITE IT WELL, AND MAKE IT LOOK GOOD!

I expected an email that had depth, detail, several well-chosen examples, and
effective use of the writing TOOLS we have discussed.

The following slides did not accomplish this – so their EMAILED JOB
APPICATION ENDED UP IN THE TRASH!
TAKE A LOOK…

Your emails should
be brief, but
detailed. You
cannot leave out
important
information.
Notice the writer
uses vague ideas
that have NO
detail and NO
examples.
Would you use a
6-sentence email
to apply for a job?
I hope not!

Depth & Detail =
Examples &
Information =
Emails Require
Both
This email has
very little of
both. This does
not make me
want to
interview or hire
the applicant!

No Time, No
Effort – No
Depth, No
Detail
NO CHANCE!

Make Your Email LOOK GOOD – Do You Want to Read this?

An Excellent
Business
Email!
Here is a
person I would
interview –
why? Because
the email is so
effective!

Emails are BRIEF – Your TONE is Crucial
• Creating an effective tone in business EMAILS is important. Because your email is brief and might be sent to readers “outside”

your organization, your tone is crucial.
• Sending emails to others within your organization also requires professional tone – but can be a bit more informal.
• And, sending personal emails – applying for a job, seeking help from a professor, asking a stranger for information, or asking

a friend for a favor all require effective TONE!!!

• Many business emails can deal with “touchy” issues: hiring/firing, complaints/praise, bad news, personal subjects, financial
concerns.
• Therefore, try to create a tone that is both professional and appropriate.
• You can use sympathy, empathy, emotional appeals, regret, excitement, eagerness, disappointment, confidence, force (to a

degree – anger).
• However, if your tone goes too far, it can be seen as unprofessional.

• For example, you might be eager or excited about a potential job; however, if your tone becomes too eager, it can sound like
you are begging, which points to a lack of confidence

• But, if your tone is too confident, it might sound cocky, which is also negative

Don’t Be
Tone Deaf

• Although I do not have much experience, I am hard-working and dedicated. My
skills match some of the requirements posted. If you believe I am qualified, please
let me know. (WEAK)

• I am so excited to apply for this job. It is the dream of a lifetime to work for ACME
INC. I will do anything you want. I am always available to interview. Please call me
anytime. (Too EAGER)

• I know I am the most qualified person you will meet. You and your company will
benefit immediately by hiring me. I can make your company money by using my
excellent people skills and first-rate education. If you are looking for a winner, I am
the person you should hire. (COCKY)

• As you surely know, many kids die every day in the streets of America. If you can
find it in your heart to contribute to our cause, many of the deaths might be
prevented.(EMOTIONAL but effective?)

• Due to budget issues, your job has been eliminated. Please turn in your keys to the
human-resources director no later than the end of business on Friday. (COLD)

• Regretfully, the company has had to make some targeted budget cuts. These cuts
have lead to the elimination of many positions within the company. Sadly, your
position is one of those that has been reassigned to another department. I am afraid to
inform you that your employment will end March 31, 2015. (SYMPATHETIC)

• You, your store, and your company suck! How you stay in business is a miracle. The
employees are rude and stupid. The merchandise is garbage and the selection is
pathetic. I want all of my money back for the terrible experience I had last week,
and I will never shop at your store ever again.(HOSTILE & IMPRACTICAL)

Let’s Practice our TONE!
Let’s Try saying the word – really

• Surprise
• Weakness
• Anger
• Disgust
• Happy
• Excited
• Bored
• Interested

• Sad
• Serenity
• Hope
• Insecure
• Scared
• Shame
• Gratitude
• Cheerful

• Confidence
• Enthusiasm
• Euphoria
• Satisfaction
• Pride
• Awe
• Nervous
• LOVE

ONCE AGAIN…Follow these “Writing Rules” for Creating an Effective Business
Email

EVERY TIME!

• Use an informative subject line – be as clear and specific as possible
• Always begin with a pleasant/appropriate greeting
• Have something to say – tell the reader what you want, EARLY & CLEARLY – be direct, get to the

point – listing this info in the Subject Line is not enough – your message must be in the email, too!
• Use correct EMAIL FORMAT (business format)/MAKE IT LOOK GOOD! – single space, double

space between sections/ use bold, bullets, lists, headings, and white space when appropriate (longer
emails) – Make It LOOK Good!

• Be brief – but add necessary detail and depth – NO missing information
• Include a brief concluding idea – a sentence or two is effective
• Add (type) your NAME – Always include your name!
• Strive for PERFECT or near-perfect grammar and punctuation!

• How hard is writing an EFFECTIVE BUSINESS EMAIL? NOT HARD AT ALL!
• So, if you do not create an effective business email – especially now that we have gone over

EVERYTHING you need to know – you will be seen as unprofessional, or uneducated, or lazy.