Learning Guide Module

Subject Code Eng 4 English 4

Module Code 6.0 Business Correspondence
Lesson Code 6.3 Writing an Effective Email
Time Limit 30 minutes

Components Tasks TAa ATAb

Target By the end of this learning guide module, the students should be able to:

1. organize information efficiently in the form of letters; 1

2. produce clear and concise career oriented/technical documents such as min.
memos, business letters, resumes;
3. identify the different parts of an email; and
4. use various styles in writing an email.

Hook
Imagine yourself engaged in business, working in a company, or
transacting for commercial purposes. One of your tasks is to prepare a well-
written email. 2
mins.
How is writing an email similar to or different from writing a letter?

Clearly, formal letters including email are essential in business

communication. Thus, you will learn how to write an effective email in this
module.

Ignite
Writing an Effective Email

With the advent of technology, email has become one of the dominant
forms of communication along with the other social media platforms. Email
stands for electronic mail.
13
1. Formal Email
mins.
⮚ This email is intended for your superiors or a person with whom you
are not familiar with such as a colleague, professor, manager, and
etc. It is necessary to observe formality in terms of tone and structure
in writing this kind of email. Here, you begin with a salutation as an
opening part of the email and you start introducing yourself to the
recipient.

English 4 |Page 1 of 10
2. Informal Email
⮚ This is usually intended for a person you know very well such as
friends and family. Unlike the formal email, this is casual in tone
and structure. You can make up your own rules in writing an
informal email as long as your message is clear and concise on the
part of the recipient.

English 4 |Page 2 of 10
Basic Parts of an Email

Every email has the potential to establish a strong relationship and boost
business transactions. In this section, we will explore the basic structure of a
good email. Here are the general components of an email:

1. Sender (From).
⮚ This the sender's email address where the email comes from.

2. Subject Line
⮚ This displays the topic of the message that the recipient immediately
sees in his/her inbox. A subject line must have clear captions to
entice the recipient to open the message. Thus, it is important to keep
an email subject line informative, catchy, and brief.

3. Salutation
⮚ This is similar to the salutation of a business letter that directly
addresses the person you are sending the email. It is proper to use a
recipient’s name together with his title in the greeting. However, you
can use a common salutation if you are referring to the entire group.
For a formal salutation, you are not supposed to use the recipient’s
first name or the informal greetings for example “Hi, Hey, or
Hello.”

Formal Informal
Dear Mr. Parido, Hey Mai!
Dear Hiring Managers, Hi!
Dear Engr. Cortez, Hello Joyce,

4. Body
⮚ It is the most important part of the email. It should have a clear,
concise, and specific purpose. It usually contains three paragraph
which are: the sender’s introduction, the sender’s detailed
information for composing the email, and the sender’s gratitude.
Remember the content of your message may vary according to your
purpose.

5. Email Attachment
⮚ This is a computer file sent within an email message. This includes
the separate files such as image, video, document, MP3, or zipped
file.

6. Closing
⮚ This is a word or phrase used to show thanks and respect to the
reader of the message in a professional manner. It includes the
sender’s closing remarks, digital signature (if any), full name,
company, position, and contact information. Always consider your
relationship with the recipient to employ appropriate closing
remarks. Proper closing would motivate the reader to action, identify
the sender for future reference, and leave the reader with a good
impression. Make sure you include a comma after a closing remark
and only the first letter of the first word will be capitalized.

English 4 |Page 3 of 10
 Professional Email Closings Informal Email Closings
Sincerely yours, See you
Regards, Talk soon,
Respectfully, Love,
With gratitude, Emoticons

Important Terms

1. To – refers to the main recipient(s) of the email.

2. Cc – stands for carbon copy, which allows the recipients to see other
recipients whom a copy of an email has been sent.
3. Bcc – stands for blind carbon copy, which prevents the recipients
from knowing other recipients of the email.
4. P.S. – stands for postscript, which is an additional remark other than
the message in the body of the letter.

Common Types of Email

1. Transactional Email
▪ This is an automated email that provides product or service-
centered information. It notifies the recipient about the password
change, payment status, orders and purchase, bills, account
security alert, etc.

(2020). Change Number. Shoppe. Retrieved from: https://mail.google.com/mail/u/1/

#search/shoppe+chang/FMfcgxwJWrXJlmPkMVBThPZPmhnMkQCN

2. Marketing Email
▪ This email promotes products or services while developing
relationships with potential clients. It directly informs the

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 recipient about the promos, subscriptions, promotional ads, and
other relevant announcements. To this date, it usually
encompasses email marketing via website, social media, blogs
and other media platforms

(2020). MidYear Sale. Philippine Airline. Retrieved from: https://mail.google.com/

mail/u/1/#search/extended+Mid+year/FMfcgxwJWrhNMtDJRGJHxvLhShFGBXfg

3. Apology Email
▪ This email is used to acknowledge a mistake or shortcoming,
express regret, and ask for forgiveness or patience.

(2020). Apology Email. PNB. Retrieved from: https://mail.google.com/mail/u/

u/1/#search/PNB+APOLOGY/QgrcJHsHpCgHMgfkHwXHRHzHLRgzFFXNZRl

4. Announcement Email
▪ This email is used to disseminate information or statements about
an upcoming event, meeting, new policy, or alteration in the
existing rules and regulations.

English 4 |Page 5 of 10
(2020).Updated Letterheads Email. PSHS-CLC. Retrieved from: https://mail.google.
com/mail/u/0/?tab=wm&ogbl#search/aldous+bueno/FMfcgxwJWrhNpxLnSLKgp
RKxnlSrPTlb

5. Invitation Email
▪ This email is used to send out invitations to potential attendees
in various occasions such as meetings, parties, get-together and
the like. It contains the essential details about the event, exact
time and date, duration, location, and platform.

(2020). Invitation Email. DICT. Retrieved from: https://mail.google.com/mail/u/1/

#search/joshua/FMfcgxwJWrgFfBRjlpxMksPBcFDVBMJJ

6. Request Email
▪ This email is used to ask a favor, information, permission,
service, or any relevant matter that requires a polite and humble
request.

English 4 |Page 6 of 10
 Think about it!

You are planning to initiate a donation campaign in your campus to

acquire personal protective equipment (PPE) and other medical essentials
for the medical frontliners during the COVID-19 pandemic.

Write an email addressed to the GPTA President in your batch to seek

further assistance.

Email Etiquette

The following are eight email etiquette rules that you should follow when
composing or responding to emails in a professional capacity:
1. Keep your subject line direct and concise in not more than 40-50
characters.
2. Introduce yourself politely and use formal language.
3. Make your message precise, clear, and complete.
4. Be prompt in responding to your email.
5. Be careful with confidential information.
6. Check the email address of the recipients.
7. Attach the correct files (if any).
8. Review your email before sending it.

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 Note: In some occasions, you can use professionally designed templates that can
add extra impact especially to your business email. You can include appropriate
graphics to make your email interesting. See the sample below.

(2020).Webinar. Young Southeast Asian Leaders Initiative. Retrieved from:

https://mail.google.com/mail/u/1/#search/young+southeast/FMfcgxwJXBxCtrcJ

Navigate
Learning Task

A. Identify what is being asked in the following statements. Write your

answer on the space provided before each number. (10 points)
________________1. It is used to acknowledge a mistake or shortcoming,
express regret, and ask for forgiveness or patience.
________________2. It allows the recipients to see other recipients who
received a copy of the same email. 12
________________3. It includes any separate files as part of the email. mins.
________________4. It sends out invitations to potential attendees for various
occasions such as meetings, parties, gatherings, etc.
________________5. It is used for your immediate superiors and observes
formality and structure.
________________6. It is used to ask favors, information, or permission.
________________7. It informs the recipient about the promos,
subscriptions, promotional ads, and other relevant
announcements of a company.
________________8. It displays the topic of the message that the
recipient immediately sees in his/her inbox;
________________9. It refers to additional remarks other than the message in
the body of the letter.
________________10. It prevents the recipients from knowing the other
recipients of the email.

English 4 |Page 8 of 10
 B. Imagine you are a school leader. You are tasked to organize an urgent
meeting tomorrow at 1:00 PM together with all your officers from your
school club. Write an email informing them about the date, time and venue
of the meeting. Also indicate the agenda of the meeting. (20 points)
Note: Use your Gmail account to send your invitation email to your teacher.

The rubric for evaluation is as follows:

16 – 20 points. The email clearly states the purpose to support the main idea.
Tone is appropriate for the intended audience with correct business letter format.
Information is presented in a very orderly manner and free from grammatical
and typographical errors.

8 – 15 points. The email states the purpose to support some facts and ideas. Tone
is generally appropriate for intended audience with few noticeable errors in the
business letter format. Information is presented in an orderly manner with more
than two mistakes in punctuation or grammar.

1-7 points. The purpose of the email is unclear with less explanations to support
the main idea. Tone is too informal for the intended audience. Ideas are presented
loosely and ineffectively with frequent grammatical and spelling errors.

Knot
Summary:

▪ Email is a method of exchanging messages by electronic means from

one computer user to one or more recipients.

▪ The basic structure of a good email includes: Sender (From), Recipient

(To), Subject line, Salutation, Body and Closing.

▪ Emails have become one of the prominent ways by which individuals

communicate both in personal and professional settings. Thus, it is 2
important to follow email etiquette rules when composing or mins.
responding to emails.

References

Egipto, J.J.L. (2011). Writing Business Letters. Manila: Rex Book Store, Inc.

Clark, L. R., Zimmer, K. & Tinervia, J. (8th ed.). (2001). Business English and
Communication. U.S.A.: McGraw-Hill.

Forster, P. & Kahan, R. (2020, May 27). Indeed Career Guide. Retrieved
from: https://www.indeed.com/career-advice/finding-a-job/how-to-write-
an-application-letter-for-a-job

Madrunio, M. R. & Martin, I. P. (2018). Purposive Communication: Using

English in Multilingual Contexts. Quezon City: C & E Publishing, Inc.

(April 2020). How to Write an Effective Email. Vibal Publishing House.

English 4 |Page 9 of 10
 Retrieved from https://courseware.vsmart.ph/v2/course- player/32/section/

a
suggested time allocation set by the teacher
b
actual time spent by the student (for information purposes only)

Prepared by: Jared P. Manalastas Reviewed: Brian Villanueva

Position: SST-II Position: SST-II
Campus: PSHS-CLC Campus: PSHS-Main Campus

English 4 |Page 10 of 10