ENGLISH FOR BUSINESS CORRESPONDENCE

E-MAIL

CREATED BY:

GROUP 4
KHAERUNNISAH. A 45221060
MEGARIA 45221062
MUH. ALAM NUARY 45221063
MUH. SYAIL 45221064
NURALISYAH OLIVIA 45221066

D4 BUSINESS ADMINISTRATION STUDY PROGRAM

BUSINESS ADMINISTRATION MAJOR

STATE POLYTECHNIC OF UJUNG PANDANG

2024
 ACKNOWLEDGEMENT

Firstly, we would like to express our gratitude to God Almighty, for His of

mercy and grace, so that we the author can complete the paper with the title: E-

Mail. Without His permission and grace, we would not have been able to

complete this paper properly and on time.

We are also would like to express our deepest gratitude to our lecturer

Mrs. Dra. Farida Amansyah, M.A. TESOL, our research supervisor, for his

invaluable guidance, encouragement, and insightful feedback throughout the

course of this study. His expertise and dedication have been instrumental in

shaping this paper.

This paper would also not have been completed without the efforts, hard

work and cooperation of our group members, Khaerunnisah A, Megaria, Muh.

Alam Nuary, Muh Syail and Nuralisyah Olivia.

Thank you to everyone who has contributed to this paper, directly or

indirectly. Your support and contributions have been greatly appreciated. The

author realizes that the writing of this paper is far from perfect. Therefore, the

author requests suggestions and constructive criticism for the sake of perfection of

this paper and hopefully the knowledge from this topic can be useful for all of us.
 APPROVAL PAGE

Group Member :

1. Khaerunnisah. A 452 21 060

2. Megaria 452 21 062

3. Muh. Alam Nuary 452 21 063

4. Muh. Syail 452 21 064

5. Nuralisyah Olivia 452 21 066

Class : 3C

Program : D4 Business Administration

Title : E-Mail

After being checked and observed this paper filled qualification to be presented.

Makassar, June 2024

English For Business Correspondence Lecturer

Dra. Farida Amansyah, M.A. TESOL

NIP: 19680710 199303 2 002
 TABLE OF CONTENT

ACKNOWLEDGEMENT.......................................................................................2
APPROVAL PAGE..................................................................................................3
TABLE OF CONTENT...........................................................................................4
ABSTRACT.............................................................................................................5
CHAPTER I INTRODUCTION..............................................................................6
1.1 Business in General...................................................................................6
1.2 Correspondence.........................................................................................7
1.3 E-Mail........................................................................................................9
CHAPTER II LITERATUR REVIEW..................................................................10
2.1 Definition.....................................................................................................10
2.2 Advantages and Disadvantages....................................................................11
2.3 Component of E-mail Messages..................................................................12
CHAPTER III DATA PRESENTATION AND ANALYSIS..................................15
3.1 Presentation of Data.....................................................................................15
3.2 Analysis of Data...........................................................................................18
CHAPTER IV CLOSING......................................................................................25
4.1 Conclusion...................................................................................................25
4.2 Suggestion....................................................................................................25
REFERENCES......................................................................................................27
 ABSTRACT

Because of its many advantages over other forms of communication,

electronic mail has experienced rapid growth in recent years and has become an

indispensable tool in the business world. For this reason, email etiquette rules

have also become an essential part of business communications. Just as etiquette

rules should be followed in other forms of business correspondence, email

etiquette rules should be followed in electronic correspondence.

As business students, there are some email etiquette practices you should

learn and adopt when corresponding electronically in the business world. Your

email correspondence needs to reflect positively on you as a professional.

Courtesy and professionalism need to be practiced in all business

communications and in email correspondence more than ever. Because email is

such a widely utilized form of communication, it is important to consider email

etiquette practices when constructing email messages on mobile devices, in order

to make good impressions, and when communicating during team

communication.

Although email communication has been growing exponentially in recent

years, communicating in person is still considered very important. Maintaining

goodwill is a critical aspect of a company's going concern. Goodwill can be

maintained via electronic correspondence and through in-person communication.

Striking the right balance between virtual and personal communication is the most

effective way to maximize the use of technology and yet sustain face time with
people. The importance of face-to-face communication must not be forgotten in

our faced-paced, technological world.

CHAPTER I

INTRODUCTION

1.1 Business in General

Business refers to the broad concept and activities of conducting

commercial, economic, or industrial ventures with the primary objective of

making a profit. The profit motive is the basic principle, as businesses aim

to generate revenues that exceed their expenses to achieve profitability.

Activities in business include various activities related to the creation,

production, exchange, and consumption of goods and services.

Business also involves several key principles and functions. Supply

and demand dynamics play an important role, with businesses striving to

meet market demand by offering products or services that customers want.

Various functions within a business contribute to its overall operations and

success. These functions include operations management, marketing,

finance, human resources, and strategic planning. Operations management

involves overseeing the production process, supply chain management,

and ensuring efficient delivery of goods or services. Marketing involves

understanding customer needs, product development, pricing strategies,

and promoting offerings to target markets. Finance deals with managing

financial resources, budgeting, investment decisions, and financial

analysis. Human resources deal with recruiting, training, managing, and

 developing the workforce. Strategic planning involves setting long-term

goals, formulating business strategies, and making decisions to achieve

competitive advantage and organizational goals.

Business also has wider implications beyond the individual

organization. It contributes to economic growth, job creation, and wealth

creation in society. In addition, business also plays an important role in

shaping the overall economic landscape, driving innovation, and

encouraging competition.

1.2 Correspondence

Correspondence is an activity that refers to the exchange of written

or digital communications between individuals or entities. Correspondence

activities also involve sending letters, emails, memos, faxes, or other

forms of written communication with the purpose of conveying

information, ideas, requests, or conducting business.

Correspondence plays an important role in maintaining

relationships, facilitating transactions, resolving issues, or documenting

communications. It allows individuals and organizations to convey

information in a written format, which can serve as a record or reference

for future use.

In personal correspondence, individuals may exchange letters or

emails with friends, family members, or acquaintances to keep in touch,

share updates, or express thoughts and emotions, is informal and intimate,

reflecting the personal relationship between the parties involved.

 Professional correspondence refers to communication in a business

or professional context. It includes the exchange of emails, letters, or other

written communications between coworkers, bosses, subordinates, clients,

or business partners. It often follows certain conventions and formats to

ensure clarity, professionalism, and effectiveness in conveying information

or conducting business transactions.

In institutional correspondence, organizations, government bodies,

or institutions communicate with other individuals or entities. This type of

correspondence may involve official letters, notices, agreements, or other

forms of written communication. It can have legal implications and often

requires adherence to certain protocols and standards.

"Correspondence in Business English is written communication

that occurs in a professional environment using the English language.

Correspondence includes various types of business letters, emails, memos

and other written documents used to convey information, make requests or

conduct business transactions". ME Guffey, D Loewy. (2015)

According to A. Ashley. (2012) "Correspondence in Business

English refers to written communication that occurs in the context of

business activities, focusing on the exchange of letters, emails or other

written documents of a formal and professional nature. It emphasizes the

use of appropriate language, format, and tone to convey messages

effectively in a business environment".

 In business English correspondence, it is imperative to use

appropriate language, maintain a professional tone, follow proper format

and structure, and ensure clarity and conciseness. Understanding the

conventions and cultural norms associated with business communication

in English is essential for effective correspondence in a professional

environment.

1.3 E-Mail

Email in English business correspondence is an important form of

written communication in the business world. It is used to facilitate the

exchange of information, communication with business partners,

coordination of tasks, problem solving, and follow-up of business

activities.

“Email in business English correspondence is a form of written

communication that uses email technology in a business context. It

involves the use of formal and professional language to send messages,

exchange information, coordinate tasks, or various other business

activities”. Bowker, L., & Pearson, J (2002).

Email in English business correspondence plays an important role in

facilitating effective and efficient business communication. It allows for

the rapid exchange of information, efficient coordination of tasks, and

building good relationships between individuals and organizations in an

increasingly connected business environment. A good understanding of the

use of email in English business correspondence is essential for effective

 and efficient business communication. By using email appropriately,

individuals and organizations can speed up information exchange,

facilitate cooperation, and build good business relationships.

CHAPTER II

LITERATUR REVIEW

2.1 Definition

“E-Mail is a method of exchanging digital messages from an author to one

or more recipients. E-Mail (Electronic Mail) also is a communication facility

in working internet to send electronic mail to reach out to the whole world.

Compared with the regular mail, e-mail has the advantages of being more

secure and does not distinguish between distance and time.” (Amansyah &

Akhmad, 2023:126).

According to Herring’s typology, email is an example of asynchronous

communication with one-way message transmission: Neither must the

communication partners be logged in simultaneously, nor can they see how the

other person is typing the message.

According to Sandrina Wijaya (2009:123) ‘Electronic mail or more

familiarly called e-mail is the latest type of correspondence that utilizes the

latest technological developments’. According to Mico Pardosi (2001: 18) ‘E-

mail (electronic Mail) is correspondence on the internet’.

From various opinions it can be concluded that electronic mail (e-mail) is

a correspondence activity that does not use post as a delivery medium, but

uses the internet network as a delivery medium, so everyone who wants to

 carry out correspondence activities with e-mail must have a computer or

laptop or use a mobile phone and especially there must be internet facilities.

2.2 Advantages and Disadvantages

Conventional email has long been an important medium for business

communication, although in many cases, it is being replaced by other tools

that provide better support for instant communication and real-time

collaboration. Here are the advantages and disadvantages of email over other

communication tools.

Advantages

Email's principal competitor is the telephone, and there are many reasons

why email is a more effective communication tool than the telephone.

According to Lesikar, Flatley, and Rentz (2008), the advantages of email

include:

 Email eliminates "telephone tag."

 Email saves busy people time.

 Email can speed up decision making.

 Email is cost effective.

 Email provides written records.

Disadvantages

Although email provides many advantages, there are disadvantages as well:

 Email is not as private as it may seem (Hughes, Stolley, & Driscoll, 2007).

 Email does not communicate the sender's emotion and tone.

  Email may be ignored or deleted by the recipient (Lesikar, Flatley, &

Rentz, 2008).

Although email has its disadvantages, the explosive growth of email

continues and is expected to continue for some time (Lesikar, Flatley, &

Rentz, 2008).

2.3 Component of E-mail Messages

1. Header

The message headers contain information concerning the sender

and recipients. The exact content of mail headers can vary depending

on the email system that generated the message. Generally, headers

contain the following information:

 Subject. The subject line is critical in summarizing the message

clearly and concisely. It should capture the essence of the email

without being overly vague or generic. Avoiding meaningless

one-word headings such as "Help" or "Urgent" ensures that the

recipient immediately understands the email's purpose. For

example, instead of writing "Meeting," a more effective subject

line would be "Meeting Request: Project Review on June 5th."

This specificity helps the recipient prioritize and respond

appropriately.

 Sender (From). This is the senders Internet email address. It is

usually presumed to be the same as the reply to address, unless a

different one is provided.

 Date and time received (On). The time the messages was
 received.

 Reply-to. This is the Internet email address that will become the

recipient of your reply if you click the Reply button.

 Recipient (To:). First/last name of email recipient, as configured

by the sender.

 Recipient email address. The Internet mail address of the

recipient, or where the message was actually sent.

2. Opening

In business correspondence, the opening should frontload the main

idea immediately. This direct approach saves time and ensures that the

recipient quickly grasps the email's purpose. For instance, starting with

"I am writing to confirm our meeting schedule for the upcoming

project review" is more effective than providing extensive background

information. Avoiding unnecessary review of background details keeps

the email focused and concise, aligning with business communication

norms.

3. Body

The body of the email should organize information and

explanations logically. Covering just one topic per email prevents

confusion and keeps the message clear. Utilizing numbered and

bulleted lists can help break down complex information and make it

more digestible. For example:

Project deadlines are as follows:

1. Initial draft: June 1st

 2. Team submissions: May 25th

3. Status meeting: May 28th

Adding headings for visual impact can further enhance readability

and ensure that key points are easily identifiable.

4. Closing Options

Closing an email in business correspondence involves ending with

action information, dates, and deadlines to clarify the next steps.

Summarizing the message in the closing ensures that the recipient

understands the email's purpose and what is expected of them.

Providing a closing thought that is professional and specific, rather

than relying on overused expressions, adds a personal touch. For

instance:

"Please confirm your availability for the meeting on June 5th by

the end of this week. Thank you for your prompt attention to this

matter.

Best regards,

Jane Doe"

This approach not only reiterates important points, but also leaves

a positive impression. Don't forget to add signature who the message is

from and additional contact information.

5. Attachments

Attachments are optional and include ay separate files that may be

part of the message.

 CHAPTER III
DATA PRESENTATION AND ANALYSIS

3.1 Presentation of Data

Example 1:
Example 2:
Example 3:
3.2 Analysis of Data

After looking at the sample data of e-mail messages, the following is an

analysis of the data based on the application of the message to the 7C

principles (clear, complete, courteous, concise, correct, coherent and

concrete):

Example 1:

1. Clear

This email is clear in conveying its purpose, which is to ask about the

payment status of an overdue invoice.

Highlight: “I am contacting you about the invoice (#101098765) I sent

to you on 10 October 2022. The invoice is currently overdue for

payment.”

2. Complete

This email provides the complete information needed to follow up on

payment issues, including invoice number, delivery date, and reply

request.

Highlight: “Please advise me when we can expect to receive

payment?”

3. Concise

This email is short and to the point, with no irrelevant information.

Highlight: “The invoice is currently overdue for payment.”

4. Correct
 The email is free of grammatical or spelling errors, and uses proper

formal language.

Highlight: “Please advise me when we can expect to receive

payment?”

5. Courteous

This email uses polite and professional language, and closes with a

kind remark.

Highlight: “I await your reply. Sincerely, Erna Dwiyana.”

6. Coherent

The email flows logically and is well-organized from start to finish.

We can see the email has:

- Introduction: "I am contacting you about the invoice

(#101098765)..."

- Problem Statement: "The invoice is currently overdue for

payment."

- Request for Action: "Please advise me when we can expect to

receive payment?"

- Alternative Solution: "If you are experiencing problems with the

payment process, please get in touch with me immediately."

- Closing: "I await your reply."

7. Concrete

This email mentions the invoice number and delivery date, providing

concrete information that can be easily tracked by the recipient.

 Highlight: “I sent to you on 10 October 2022. The invoice is currently

overdue for payment.”

Conclusion

This email could be slightly improved by adding more information

regarding the specific steps expected from the recipient, but in general

it fulfils all the 7C principles.

Example 2:

1. Clear

The email starts with a clear introduction of the sender and the purpose

of the email. This helps the recipient immediately understand who is

contacting them and why.

Highlight:

"I’m Rio, Brand Manager of PT Makanan Food. I have been following

PT Minuman Sehat for a long time on various social media."

“I would like to propose collaboration of menus that include our best

food and drink products”

“I also enjoy the products from your brand, especially the herbal

beverages.”

2. Complete

The provided information is complete, with a self-introduction,

purpose of the email, and an offer of collaboration.

 Highlight: “Hi Rizki, I'm Rio, Brand Manager of PT Makanan Food I

have been following PT Minuman Sehat for a long time on various

social media.”

3. Concise:

The writing of the email is concise enough, it almost has no redundant

information but some sentences in the email are longer than necessary

and could be shortened to make the email more direct and to the point.

Highlight: "I have been following PT Minuman Sehat for a long time

on various social media." could be shortened to "I have followed PT

Minuman Sehat on social media."

4. Correct

The information and language used are correct. The email’s spelling

and grammar are mostly correct, although there is grammatical error.

Highlight:

Sentence: "I’m Rio, Brand Manager of PT Makanan Food."

It should be "I’m Rio, the Brand Manager of PT Makanan Food."

Sentence: "Look forward to hearing from you."

It should be "I look forward to hearing from you."

5. Courteous

This email has polite and respectful tone, appreciating Rizki's product

and inviting collaboration with a positive tone.

Highlight:

"I also enjoy the products from your brand, especially the herbal

beverages. It has a fresh taste unlike other herbal drinks.”

 “I also believe that our collaboration will have an impact on increasing

brand awareness and sales.”

6. Coherent

The email structure is coherent and logical. It starts with an

introduction, followed by a compliment, the purpose of the email, and

an offer of further discussion. The clear structure helps the recipient

understand the email in a logical sequence.

7. Concrete

The e-email is specific and giving detailed information with

mentioning the specific product preferred and the proposed time of

discussion.

Highlight: "Would you like to have a further discussion via phone call

on Tuesday (25 July) at 16.00?"

Specific information about the company’s offerings makes the email

concrete and credible.

Conclusion: The email effectively applies the principles of being

clear, complete, courteous, coherent, and concrete. However, it can be

improved to be more concise and to ensure all details are correct.

Example 3:

1. Clear
 The purpose of the email is clear, submitting job applications for

marketing and sales officer positions.

Highlight: “I would like to apply for direct marketing and sales officer

position in your company.”

2. Complete

This e-mail isn’t complete. Because there is no closing and notify the

attachment. Even if the information about qualifications is complete

enough, an email is incomplete without a closing. Closing should

include follow-up expectations and a polite closing. The e-mail also

should inform the recipient that there is a file attachment explaining

further personal data

For example:

“I would appreciate the opportunity to discuss how my background,

skills, and certifications would benefit your company. Thank you for

considering my application. I look forward to hearing from you soon.

You can find my curriculum vitae in this email attachment”

3. Concise

Information is conveyed quite briefly. However, some parts could be

simplified to eliminate redundancy.

Original: " I would like to apply for direct marketing and sales officer

position in your company."

Simplified: “I would like to apply for the marketing and sales officer

position.”

4. Correct
 The e-mail indicates that there are some minor errors, such as lack of

capitalization in some words and vagueness in some phrases.

Highlight: “dear Hrd Manager PT. PCcomputer’ (should be ‘Dear

HRD Manager, PT. PCcomputer’).”

5. Courteous

The e-mail has polite and respectful tone, it shows respect for the

company.

Highlight: “I am sure it would be an excellent career opportunity to

join in and work for this respective company.’

The use of words like "dear" and "please" demonstrates politeness in

conveying the purpose.

6. Coherent

The e-mail has logical structure, it starts with an introduction, reasons

for applying, and ends with qualifications.

Highlight: “I know that pccomputer Corp is one of the biggest retail

product distributors in Indonesia, and I am sure it would be an

excellent career opportunity to join in and work for this respective

company.”

7. Concrete

Specific and concrete details regarding qualifications and abilities.

Highlight: ‘I have my own vehicle, driving license A and C. Also, I

have good communication skills and speak English fluently both oral

and written.’
 Conclusion

The application email above has applied some of the 7C principles, but

needs some improvements for completeness, correctness, and

conciseness. Adding a proper closing, correcting minor errors, and

simplifying redundant phrases will enhance the overall quality and

professionalism of the email.

CHAPTER IV
CLOSING
4.1 Conclusion

E-mail is a communication tool used until now because of its accessibility

and ability to be very flexible in the eyes of business activities, and has a very

important role in communication both in the internal field (within a

company/business) and externally (clients, customers, partners). In addition to

communication media, e-mail can also be used in a fairly broad field, namely

sending and receiving information, coordinating in a project, scheduling

activities both in meetings or other activities and sharing documents. And with

the high number of other communication media, e-mail is still considered one

of the most formal communication media used to formulate and distribute

complex information.
4.2 Suggestion

To ensure your emails are effective and adhere to the 7C Principles,

consider the following strategies:

1. Be Clear and Direct: Write subject lines and messages that clearly convey

the purpose of your email. Avoid ambiguity and ensure your main points

are immediately understandable.

2. Keep It Concise: Strive to be brief and to the point. Avoid unnecessary

words or lengthy explanations. Short paragraphs and bullet points can help

make your email more readable.

3. Provide Relevant Details: Include all necessary and pertinent information

to support your message. This helps the recipient understand the context

and respond appropriately.

4. Ensure Accuracy: Double-check your email for grammatical errors,

correct information, and the right recipients. This maintains

professionalism and prevents misunderstandings.

5. Maintain Coherence: Structure your email logically, with a clear flow

from one point to the next. Ensure your thoughts are well-organized and

the email stays focused on the main topic.

6. Be Complete: Make sure your email contains all the information the

recipient needs, including answers to potential questions. Attach relevant

documents or provide links if necessary.

7. Be Courteous: Use polite and respectful language throughout your email.

Proper salutations, closings, and expressions of gratitude help maintain a

professional and positive tone.

 REFERENCES

Amansyah, & Akhmad. (2023). Handout English for Business Correspondence.

Agnew, D. S., & Hill, K. (2009, October). Email etiquette recommendation for

today's business student. In Allied Academies International Conference:

Proceedings of The Academy of Organizational Culture, Communications &

Conflict (AOCCC) (Vol. 14, No. 2, pp. 1-5).

Dürscheid, C., Frehner, C., Herring, S. C., Stein, D., & Virtanen, T. (2013). Email

communication. Handbooks of Pragmatics [HOPS], (9), 35-54.

Bovée, C. L., & Thill, J. V. (2018). Business Communication Today (14th Edition)

Guffey, M. E., & Loewy, D. (2019). Essentials of Business

Communication (11th Edition)

Rachmasari, R. (2013). Penanganan Surat Elektronik (E-mail) di Perkantoran

(Program Studi Sekretari, Fakultas Ekonomi Universitas Negeri Yogyakarta).