Unit II Title Communication for Various Purposes

Title of the Lesson E-mail Writing

Duration 3 hrs9
Introduction
The Advent of technology has introduced us a new form of business communication
that is email communication. In fact, one study in the United States showed that 98 percent
of employees consider email as extremely important (Gerson, 2009). Emails are necessary in
different institutions, however, it seems in demand in interpersonal dealings. I We send
e-mails to our friends and relatives locally and abroad; and teachers and classmates.
Undoubtedly, e-mail has revolutionized the way people communicate.
Similar to letters, and memos, emails serve many purposes. Emails tend to show order,
to transfer official papers, to write down essential papers, and material, to confirm requests,
to explain procedures, to make recommendations, to inquire, and to submit feasibility and
status report
Objectives/Competencies:
As the lesson ends, the students are expected to :
● State and define electronic mail.
● Evaluate the advantages and disadvantages of doing e-mail in the
workplace.
● Enumerate the tips for writing e-mail effectively.
● Differentiate letter, memo, and email as part of business correspondence
in the workplace.
● Write email effectively as covid-19 occurs, on-line communication is a
must
Pretest
Warm-up activity​:
Write on a Venn Diagram the differences and similarities between “EMAIL’ AND “
LETTERS” .
How are Emails and letters similar and How are they different?
Sample responses:

Similar: individuals utilize it to interconnect

Persons compose it

Emails be directed to known or unknown persons

They can be formal or informal

Differences:

It uses technology. Individuals compose it on desktop, laptop, or cellphone.

Sending and receiving it fast on the net.

Cancel easily if there are errors.

Individuals compose it on A4 material.

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Mails run through the post office and need hallmark

Mails have slow delivery.

Lesson Proper/ Course Methodology

ANALYSIS:
Email appears the best way to deliver information through technology. The moment you have a gmail
or yahoo account, the person can send and receive emails through the internet. This module you are
going to explore how writing emails and writing letters are similar, as well as different.

Writing Good Emalils.

Instructions: Read the sample email and letter. Differentiate email writing from letter writing as to
parts. Underline the similarities and encircle the differences as to parts.

Sample letter

Block 1 Lot 16

Mahogany Circle

Carmen Homes ( Heading )

San Pedro, Laguna

August 6, 2020

Dear Baby, ( Greeting)

How are you? How do you feel in a quarantine situation? ( body /message)

What are your lockdown activities at home? Write back soon.

From, (closing )

Lyn (Signature )

Sample email

From: ​lynjulao12@gmail.com
To: ​babygreg@gmail.com
Sent: Thursday, August 6, 2020 at 3:34 p.m.
Subject: playdate

Hey baby,

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How are you? Can you play basketball challenge on facebook? What time is your
available free period? Can we have it on Saturday?

From,
Lyn

Directions:
Virgie has sent an email to her brother, Noel about his work at Riyadh. Saudi Arabia. In
Writing, she committed at least seven (7) mistakes in her presentation below. Label the
mistakes committed. Encircle the mistakes committed.

From: ​virgie@gmail.com
To: ​noel@gmail.com
Sent: March 30, 2020 at 5:21 p.m.
Subject: hi!

I like your new job in Riyadh Saudi Arabia. Your safe but its hazardous job. How’r you
during the pandemic. Hope your doing well as a civil engineer in your new site. Were
you not included in the unemploy. Hope not .

Me

Activity:
Please check the boxes once you have proofread the corrected email. Use common
sense.
It is always a good idea to proofread an email before you send it. Double check for the
following:

◻ A clear and specific subject

◻ A greeting, closing and signature
◻ Proper capitalization
◻ Correct spelling

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 WRITING GOOD EMAILS

Choose the letter of the correct answer. Fill in the blanks with the letter of the
correct answer.

_____1. It can entice people to open the message as well as set expectation
about what is enclosed.
a. Subject line b. To: line c. From: line d. salutation
_____2. It refers to a quick greeting to acknowledge the reader before diving into
your main message or request.
a.Salutation b. Opener c. Quotation d. passage
_____3. It is where you write a friendly sign-off
a. Body b. greeting c. closing d. signature
_____4. It is where you write sender email id
a. Bcc: b. cc: c. To: d. From
_____5. It refers to the title of the reason of writing email.
b. Subject b.To: c. From: d. body

ABSTRACTION:
Email​writing is the easiest and cheapest way of communication. It is used in formal,
semi-formal as well as in informal way of expression or writing.
Informal emails use interpersonal language. Formal emails use standard language.
Informal email – an email written for friends, family members, or relatives. Use of polite,
friendly and casual words along with proper greetings and closings are some of the
rules of the informal email.
Example: Suppose you have to write an email to your friend inviting him or her to your
birthday party.

Semi-formal = an email written for any teammates or colleagues. You can use friendly
language but have to maintain the limit and the decency, the length, proper greetings,
closing and clarity are some of the rules of the semi-formal emails.
Example: writing a letter to inform your classmates regarding intra-college quiz
competition.
Formal emails – an email written for business communication or professional use.
Example: resignation letter
Jodi Harris ( 2020) stated that during this pandemic people recognized the importance
of email writing. He stressed that it seems like every company under the sun is creating
email content about measures have taken to protect the safety and well -being of their
customers, employees and communities.
Consequently numerous persons, industries, and humanities were affected. Emails
were used to give instructions like: inform staff about skeletal force, work from home
policy, on line transaction or paperless communication.. Use zoom, google meet, and

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other gsuite application, but information was received through emails. Without emails
communication on staff won’t be realized about meeting on zoom, google meet, or
webinar schedules.
Advantages of E-Mail
1.It reaches the target reader fast.
2.It confirms an acceptance or rejection
3. It is less costly than letters and memos.
4. It can easily reach the farthest parts of the globe.
5. It is environment-friendly.
6. It is easier to document.
Disadvantages of E-Mail
1.It is prone to hacking and technical glitches.
2.It can cause information overload.
3. It can be used to transmit computer virus.

Tips for writing an E-mail

1.Make the subject line informative or descriptive of the memo content.

Avoid vague subject lines such as follow-up, additional information and request.
2. Keep the subject line simple and short.
3. Use same subject line in answering an email.
4. The “TO” line should contain the names of the primary readers. Secondary readers
must be placed in the cc line. Primary readers are those who are directly involved in the
message of the e-mail.
5. Ensure the correctness of the e-mail address of the recipients.
6. Make the file name of the attached document meaningful. .Instead of using “letter”,
“use”, “request letter barrot”
7. Never use “all caps” in the main text. This is unacceptable.
8. State your purpose in the first sentence of the memo.
9. If the message is sensitive, compose it, first using the word processor.
1o. Avoid emoticons and informal jargons like LOL and BRB in formal memos.

Presentation of Models

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Formal email:

The meeting is scheduled for September 14, 2020 at 9:30 a.m. All students must
attend. Your project updates are needed.

Informal email:

Required meeting = September 14, 2020, 9:30 a.m. Updates needed.

See you there:

Activity:
Differentiate the three business correspondences from one another by completing the
following table:
Letter Memo Email
Destination
Format
Tone
Delivery Time
Length
Security

CONCLUSION:

You may not have much experiences in writing formal emails, but if you need to write
one it is necessary to make it correct when you know how to email, you will find it easy
to do it always. .

A formal email is quite different from an informal one. There is a proper structure,
formatting, and tone that you should use for a formal email.

Now that we have explained to you what emails are, you are now ready to write,
format and send your own email. Good Luck!

​APPLICATION:

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EMAIL LESSONS FOR PRACTICE EXERCISES

1. Kevin Louie Reyes owns a company which distributes JCL and Frabelle products.
He always receives emails from different managers, wholesalers, sellers. He also gets
emails from different customers for the order and purchases of the products, other
sellers also ask him for the supply of the products.
Task:
As his mail box is flooded with so many mails, suggest how Kevin louie Reyes
organizes his mails on the google drive. Write an email as customers of Kevin Louie
Reyes asking for order and purchases of Frabelle products. Please indicate details of
your order and purchases.

For Example:

Dear Kevin Louie,

Please send us 100 boxes of different Frabelle products divide it in kinds to our store
immediately. As we have started getting orders in our community. The people need it
as soon as possible.

2. Read the following email. Identify errors in spelling. Provide a subject line.

Subject:

Dear Dianne, Raymond, Christian, Kiko, Kyle, Mariz, Rojo, Rico, Nathan, Aj

As I am turning 18 next week, I am planning to throw a poolside party in our house after
the new normal approves it. I ask you to attend my birthday party on 26​th​ of August,
from 5.00 pm to 10 pm. We will have water games on the swimming pool, ball games on
water .My friends also organize a videoke challenge. Dinnar will be served at 9:00 pm
and my parents have arranged for all of you to be droped back at your houses.

Bye
Gerlyn

Activity: Following is a list of words and phrases used in emails. Categorize them as
formal and informal words /phrases. Fill in the blanks with the correct answer.

_____1. Hi!
______2. Best regards

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______3. Give us your business address
_____ 4. Send me your business email id
______5. Give my regards to your mother
______6. Hugs and kisses to your baby brother
______7. What’s your plan for summer?
______8. Let us go for a movie.

Activity:

The subject lines below are usually used in emails. Check the ones you think are
probable emails? Cross out the spam. Write Check (/) if it is emails, (X) if it is spam.

_____Citibank reward cards will be given to you

_____Wait for the reward
_____You have 2 million gift certificate from a bank
_____You won in lotto.
_____Annual day dance practice plan
_____Share your Bank password
_____Cheap deals for you

Activity:
Email or phone used the following phrases below . Categorize which can be used only
in email (E) only on phone ( P) or in both (B). Fill in the blanks with (E), (P) or ( B).

____1. I cannot connect you to the phone.

____2. “Please hold, I will transfer the line.”
____3. “Waiting eagerly to meet you”
____4. “ How was your vacation?”
____5. “You sound choppy”
____6. “Please open the attachment for details.”
Activity: Circle the key words that do not belong to an email application interface.

Compose Sent mail Attachment

Send Forward Addition

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Compile Delete
Inbox Onward
Launch Erase

Practice Exercises:

A. Write an email to your teacher stating the reasons for your absences. Pretend
that your teacher answers your email. Write an email in an answer to your email
of execuses.

B. Write an informal email like a friendly letter to your friends abroad or someone far
from you. Change your email to a formal one to communicate with some
professional friends abroad.

Reflection/Learning Insights

REFLECTION:

Share your experiences first time you do an email. In one paragraph, what did
you learn, how did you feel and what you promise to do when you made an email.

Post-test
Evaluation:
Write ​T​on the blank if the statement is true and ​F​if it is False.
___1. A salutation can be found in all of the three business correspondence.
___2. A letterhead is a part of the memo that indicates the name of the company.
___3. The date should be written in plain numbers.
___4. Among the three business correspondences, the most costly is the email.
___5. You can reply to an e-mail if you are a receiver via bcc.
___6. Truly yours is a formal complimentary close.
___7. A transmittal memo introduces a document to the reader.
___8. The subject line must be reflective of the content of the memo.
___9. The closing statement for your compliance is applicable to informative memos.
___10. The full block format uses paragraph indentation.

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___11. It is appropriate to use the passive voice if you do not know the doer of the
action.
___12. A memo follows an inverted structure.
___13. A semicolon is used at the end of the complimentary close.
___14. The sender must sign beside the “ To “ line
___15. Add two spaces for the signature block.

Final Requirement

Write an email to one of the leaders in your community inquiring about the programs
they have for the youth at this time of pandemic. Observe the principles in writing and
sending emails. Then, print your email and the response to it on a short bond paper.
Other Parts
SUGGESTED READINGS AND WEBSITES

Business.tutsplus.com/articles/ how-to-write-a-formal-emails-cms. 29793.

Templates/ab.com/professional-email.examples/
www.examples.com.business.>professional​email

30+Professional Email Examples and Format Templates. Retrieved: August 13,2020

from: google.com/search?q-2sample+model+for+doing+emailsrtzICICH2L.

How to Write an Email in English.Retrieved: August 13,2020 from:

grammarly.com/blog.email-writing.tips/email/utm _source = google/utm_media=cpc.utm.

GLOSSARY:

Subject Line = it can entice people to open the message as well as set expectations
about what’s enclosed.

Opener = quick greeting to acknowledge the reader before diving into your main
message or request.

Body = meat of your message

Closing = writing a friendly sign-off

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Letterhead = is a part of the memo that indicates the name of the company.

Transmittal memo = introduces a document to the reader.

From: Sender’s email id

To: Recipient’s email id

CC: Other individuals receiving the same mail with visible ids.

Bcc: Other individuals receiving the same mail with invisible ids.

Subject: Title of the reason of writing mail.

Main body: the main content of the email. The 1.) introduction 2.) Matter in detail 3.)
Conclusion

Closing: Ending statement

Attachments: Attached Files with e-mails.

Signature line: sender’s name, signature, and other detail of contact.

ANSWER KEY:

Warm-up Activity:

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Similarities of emails and letters:

Peope use them to communicate.

Peope write them.
They can be sent to people you know or you don’t know
They can be formal or informal

Differences between emails and letters

Emails can be deleted.

Emails use technology.
Individuals compose it on desktop,laptop,or cellphone
Sending and receiving it fast on the internet.
People write letters on paper.
Letters go through the postal system and require a stamp letter
Letters take longer to receive.

Writing Good Emails

Block 1 Lot 16
Mahogany Circle
Carmen Homes
San Pedro,Laguna

Dear Baby,

How are you? How do you feel in a quarantine situation? What are your lockdown
activities at home? Write back soon.

From,

Lyn

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WRITING GOOD EMAILS:
Fill in the blanks
1.a
2.b
3.a
Activity: Filling up the grid.
Letter Memo Email
Google,connect,internet
Destination Post office Inter-office
Letter To: To:
Format Format From; From:
Subject: Subject:
Format Format:
Format
Formal Formal Formal
Tone Informal Informal Informal
Semi-Formal Semi-Formal

Delivery Time Long Immediate Fast

Hacked, deleted
Security secured Secured

Categorize words and phrases used in emails as to formal or informal words.

1. informal
2 informal
3. formal
4. formal
5. informal
6. informal
7. formal
8. informal

Identify the subject lines as to spam or emails.

1. X
2. /
3. X

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4. X
5. /
6. X
7. X

Fill in the blanks with (E), (P) or (B)

(E) for email, (P) for phone,(B) for both.
1.(P) 2.(P) 3. (B) 4.(B) 5. (P) 6. ( E)

Circle the key words that do not belong to an email

Application interface.

Compose sent mail Attachment

Send Forward
Delete

Inbox

Evaluation:
TRUE OR FALSE:
1. True 6. True 11. True
2. True 7. True 12. True
3. False 8. True 13. False
4. False 9. True 14. False
5. True 10. False 15. False

References:

Buenaventura, Benedicta R. et.al.(2020). Purposive Communication. St. Andrew

Publishing House. Plaridel, Bulacan

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Madrunio, Marilu Ranosa, and Martin, Isabel Pefiano. (2018) . Purposive
Communication: Using English in Multilingual Context. C & E Publishing,Inc. 839 EDSA,
South Triangle, Quezon City.
Prepared by: Ms. Marilyn J. Reyes, CAL English Dept.

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