2. Why Written
Communication?
Creates a permanent record
Allows you to store information for future
reference or use
Easily distributed
One of the now a days fastest methods to
communicate.
Writing is one of the oldest known forms of
communication.
2
3. Questions a writer should
ask?
What is my purpose?
How do I make my point clear?
How do I create a logical flow?
How do I say what I mean?
How can I make my message brief?
How can I create a visual effect?
3
4. The Writing Process
Planning
Brainstorming
Selecting points & making an
outline
Editing & Rewriting
Final Draft
4
5. Types of Writing
E-mails
Letters
Reports
Academic documents (Articles,
Essays)
Research (scientific) manuscripts
5
6. What is an E-Mail ?
What is an E-Mail ?
Text-based mail sent via computer from one
person to another
Curious fact!!
E-mail was just for scientists and
researchers, but soon businesses and
communications saw its potential. By the
1990s, email had become a crucial tool for
human communication, with millions of
people around the world using it daily.
6
7. How to Make an Effective
How to Make an Effective
E-mail
E-mail
Selecting Your Audience Correctly
Make the heading(subject) meaningful
Keep each message short and clear.
Start each message by stating its purpose/context
8. Few common e-mail habits
Few common e-mail habits
that cause Problems
that cause Problems
Changing the topic without changing the
subject.
Including multiple subjects
Displaying addresses of recipients who are
strangers to each other
Replying vs. forwarding
8
10. 10
1. Subject
1. Subject
Precise headline for the message
Makes easier to handle of the E-MAIL
Avoid sending e-mail with No subject
11. Informal subject lines
Informal subject lines
Subject Date&Time
Hi 9:17 am
questions 10:11 am
Meeting 12:44 pm
One more thing........... 3:02 pm
Some thoughts 4:21pm
12. Formal subject lines
Formal subject lines
Subject Date Time
Congratulations! 9:17 am
Help: I cant find the draft 10:11 am
Reminder: peer-review articles 12:44 pm
Questions about Sociology project 3:02 pm
13. 3. Message Text
3. Message Text
Keep the message focused and readable
Keep it short
Clarity
Use paragraphs
Avoid fancy writing
Write with clear objectives with Capitalization
and correct spelling
13
14. Sample situations starting with a
QUESTION
Simon,
Can you send me a list of the students included in the resume-
writing workshop by tomorrow?
We may have forgotten to include all of the students who
might benefit from this workshop. I will send her that
information tomorrow after I get the list from you.
Thanks,
Jerry
15. Before Sending
Improper spelling, grammar and punctuation give a bad
impression, and can sometimes even change the meaning
of the text.
Read the email through the eyes of the recipient before
you send it.
16. E-mails samples
Subject: Request for Meeting on Project Update
Dear Mr. Gomez
I hope this email finds you well. I am writing to request a meeting to discuss the progress
of our current project. Could you please let me know your availability for next week?
Additionally, I would appreciate any documents or updates you would like me to review
before our discussion.
Thank you for your time and consideration. I look forward to your response.
Best regards,
John Jimenez
16
17. Informal E-mail
Subject: Catching Up Soon?
Hey Diego,
Hope you're doing well! Its been a while since we last caught up. Are you free this week for a
quick chat or coffee? Let me know when youre available!
Looking forward to seeing you soon.
Best,
Julio
17
18. Scholarship application E-
mail (formal)
Subject: Application for [scholarship Title] [Your Name]
Dear [institutions principal Name],
I hope you are doing well. I am writing to express my interest in
the [scholarshipTitle] position at [institution Name]. Please find my
resume and cover letter attached for your review.
With [X] years of experience in [your field], I believe my skills in
[mention key skills] make me a strong candidate for this role.
Thank you for your time and consideration. I look forward to your
response.
Best regards,
18
19. Follow up E- mail
Subject: Follow-Up on [Previous Email Topic]
Dear UdeA coordinator
I hope you are doing well. I wanted to follow up on my previous email regarding
[mention topic, e.g., a job application, meeting request, or inquiry]. I understand
you may be busy, but I would appreciate any updates when you have the chance.
Please let me know if you need any further information from my side. I look forward
to your response.
Best regards,
[Your Name]
19
20. Apology E-mail
Subject: Apologies for [Issue]
Dear [Recipient's Name],
I sincerely apologize for [the issue, e.g., missing the meeting, delayed response,
misunderstanding]. It was not my intention, and I regret any inconvenience this may have
caused.
I appreciate your understanding and will ensure that this does not happen again. Please let me
know how I can make up for the inconvenience.
Thank you for your patience.
Best regards,
[Your Name]
20
21. Thank you e-mail
Subject: Thank You for Your Time
Dear [Recipient's Name],
I appreciate you taking the time to meet with me today. It was a pleasure
discussing [mention the topic]. I found our conversation very insightful and
enjoyed learning more about [company/project/role].
Thank you again for your time and valuable insights. I look forward to staying in
touch.
Best regards,
[Your Name]
21
![Scholarship application E-
mail (formal)
Subject: Application for [scholarship Title] [Your Name]
Dear [institutions principal Name],
I hope you are doing well. I am writing to express my interest in
the [scholarshipTitle] position at [institution Name]. Please find my
resume and cover letter attached for your review.
With [X] years of experience in [your field], I believe my skills in
[mention key skills] make me a strong candidate for this role.
Thank you for your time and consideration. I look forward to your
response.
Best regards,
18](https://image.slidesharecdn.com/emailppt-250316005004-25e8e43b/85/Emailpresentationpowerpointforchildren-ppt-18-320.jpg)
![Follow up E- mail
Subject: Follow-Up on [Previous Email Topic]
Dear UdeA coordinator
I hope you are doing well. I wanted to follow up on my previous email regarding
[mention topic, e.g., a job application, meeting request, or inquiry]. I understand
you may be busy, but I would appreciate any updates when you have the chance.
Please let me know if you need any further information from my side. I look forward
to your response.
Best regards,
[Your Name]
19](https://image.slidesharecdn.com/emailppt-250316005004-25e8e43b/85/Emailpresentationpowerpointforchildren-ppt-19-320.jpg)
![Apology E-mail
Subject: Apologies for [Issue]
Dear [Recipient's Name],
I sincerely apologize for [the issue, e.g., missing the meeting, delayed response,
misunderstanding]. It was not my intention, and I regret any inconvenience this may have
caused.
I appreciate your understanding and will ensure that this does not happen again. Please let me
know how I can make up for the inconvenience.
Thank you for your patience.
Best regards,
[Your Name]
20](https://image.slidesharecdn.com/emailppt-250316005004-25e8e43b/85/Emailpresentationpowerpointforchildren-ppt-20-320.jpg)
![Thank you e-mail
Subject: Thank You for Your Time
Dear [Recipient's Name],
I appreciate you taking the time to meet with me today. It was a pleasure
discussing [mention the topic]. I found our conversation very insightful and
enjoyed learning more about [company/project/role].
Thank you again for your time and valuable insights. I look forward to staying in
touch.
Best regards,
[Your Name]
21](https://image.slidesharecdn.com/emailppt-250316005004-25e8e43b/85/Emailpresentationpowerpointforchildren-ppt-21-320.jpg)