MODES OF INFORMATION TRANSFER

Vocabulary related to Email

 Exercise 1, Page 16, Match symbol from a website address

 Exercise 2, page no 16
 1. https://kluniversityin-my.sharepoint.com/:u:/
r/personal/subhakararao_kluniversity_in/Documents/Audio%20BEC%20
Prelim%20Original/Track1-3.mp3?csf=1&web=1&e=PcJ4Yy
 Exercise 3, page 16
 https://kluniversityin-my.sharepoint.com/:u:/
r/personal/subhakararao_kluniversity_in/Documents/Audio%20BEC%20
Prelim%20Original/Track1-4.mp3?csf=1&web=1&e=KI6fSf
 Formal and Informal Phrases
 https://www.youtube.com/watch?v=UBqzBP62_TY
Play the video
Identify formal and informal phrases

Talkabout
Discuss
Buy
Think about
Enquire
E-MAIL
 E MAIL
TEMPLAT
E
 DOs and DON’Ts in Professional Emails
 DOs
 Have a professional email

ammulovely@gmail.com X
 anandt@gmail.com
Four Basic Points in Email
1. Subject line
2. Greeting
3. Email-text
4. Closing
 Subject Line
Poor Examples
Subject: Hello
Subject: Dear Garry
Good Examples

Subject:
Requesting a Meeting
Subject:

Cancelling My Order
Greetings
 Formal
 Not Familiar
 Dear Sir/Madam,
 Dear Professor/CEO/Director
 Dear Sales Team/Marketing Team

 To Whom It May Concern

Email Text
 Main Message
 All necessary details
 Remain Brief
 One or Two paragraphs (Each paragraph-3 to 4 sentences)
Closing
 Keep it Short and Simple
 Regards,
 Best Regards,
 Followed by Signature

Name
Fax/Phone no
Organization & Style
 Use Your Own Words
 Use Your Own Message
 Say Only what is Needed
 Don’t use more Adjectives and Adverbs
 Don’t use Passive Voice
 Be Precise
 Have a Clear Order
Words to Avoid
 Must
 Should
 Demand
 Require
 Necessity
 Punctuation Continued---
 Apostrophe  Exclamation Mark
Don’t use can’t and wouldn’t Only one time in mail
Use cannot and would not

 Comma  Semicolon

Use only when there is a pause while Series to join

reading
 Quotation Marks
 Emoticon Only for direct speech
Never use smileys
Capitalization
 Proper Nouns
 People & Titles
 Media Titles
Business Email Rules
 10 minutes only
 Use all the phrases given.
 No evaluation if less than 70 words
 Use 70 to 80 words
 Name of the sender and receiver should be given.
 Use the phrases in given sequence.
 Tense should not change.
 Use 7 minutes for writing and 3 minutes for proofreading.
 Write XYZ if no name is given to be written.
 AVOID USING ‘AND’ .USE SMALL SENTENCES.
 Sending emails

Opening phrases Closing Phrases

1. In reply to your letter ... . 1. Please contact me again if you need
any more information.
2. Thank you for your letter of
May 2. If I can be of any further
14th concerning … . assistance, please do contact me
again.
3. Thanks for your email ... .
3. Let me know if you need anything
4. Following our telephonic else.
conversation ... .
4. I look forward to hearing from you.
Reason for writing
 This letter/ email is to ... .
 I am writing to ... .
 I am pleased to ... .
 Could you please ... .
 Would you please ... .
 Please email me ... .
 Just a quick note to ... .
 I am sorry to inform
you ... .
 Unfortunately ... .
 I’m sorry about ... .
 I apologize for ... .
 Be Polite
 Close your message with "Regards," "Yours sincerely,
Incorrect Mail
Correct mail

 Dear Mr. Blankship ,

The invoice we received yesterday from your office was dated 25 February. The
date mentioned is incorrect .The original invoice is attached herewith which
bears the date as 28 February. Please correct the date and resend the invoice.
This will help us to send the funds promptly by the end of the day.
Let me know if you need anything else.
Regards,
Isabelle
Use the given hints and write an email
 Visited - restaurant-weekend-friend – from – Banglore -
reservation- wait-half –an-hour -bad – service- waiters – rude –
long time – food arrive – cold – bill – late – surprised – act
immediately – good reputation
Dear Sir/Madam
I am writing to complain about the unacceptable treatment that we
received when we visited your restaurant last weekend with one of
my friend from Bangalore. We had made reservation for the tables
still we had to wait for half an hour to be served. The incompetence
of the bad service needs a mention here as waiters were rude and
took long time to serve us.
Lastly when food arrived it was cold. To add to our woes the bill was
served late which surprised us with unnecessary charges.
I very much hope that in future you will take care of these mistakes
and act immediately so that restaurant’s good reputation does not go
at stake.
Warm Regards
XYZ
Reading- The Power of word of Mouse
ONLINE SHOPPING TIPS
 Watch the video
 https://youtu.be/cWcNQgPiqhc
 Discussion…
Thank you .BEST OF LUCK
Have a wonderful journey