Master English Email Writing | Carl Pullein | Skillshare

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

22 Lessons (1h 30m)
    • 1. 01 INTRODUCTION

      2:10
    • 2. 02 Meet Your Instructor

      4:13
    • 3. 03 How to get the most out of this course

      2:12
    • 4. 04 Part 1 What is great communication?

      4:57
    • 5. 05 When to use and when not to use email

      8:14
    • 6. 06 Dear v Hi

      5:43
    • 7. 07 Is your email smartphone friendly?

      4:14
    • 8. 08 Beginning Your Email

      4:14
    • 9. 09 Endng your email

      1:45
    • 10. 10 Email timing

      2:53
    • 11. 11 Structuring

      4:52
    • 12. 12 Layout

      2:38
    • 13. 13 Prepositions

      7:04
    • 14. 14 Using the right language

      6:19
    • 15. 15 Examples Request for information

      5:56
    • 16. 16 Examples Giving updates

      2:50
    • 17. 17 The Chase Email

      2:30
    • 18. 18 Creating Your Auto reply

      2:32
    • 19. 19 Part 6 Level up

      4:03
    • 20. 20 Editing Part 1

      3:52
    • 21. 21 Editing part 2

      4:03
    • 22. 22 Review and thank you

      3:04
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About This Class

It's time for a different approach.

In today’s busy, business world the way we communicate globally needs to be clear, concise and fast. To achieve that speed, clarity and conciseness requires a different approach to the way you write your emails and communicate with your international colleagues.

This course has been created to teach you how you can improve your skills at writing professional email and to show your professionalism and awareness of the skills involved in creating email in English. The course takes you through how to structure your emails so you get fast replies, it also shows you how to write in a friendly, warm style. 

This Email Mastery Course will change the way you write email forever. We have put over ten years experience into this course so that writing email will not only be easier, but it will make you look and sound much more professional.

We have spent many hours looking at the way native English speaking people write and have developed a way to teach how to write the many different types of email needed in a simple to understand package that will fill you with so much confidence you won't be able to wait to begin writing emails in English.

About Your Instructor

Carl Pullein in an international communications specialist with over ten years experience working with companies and organisations such as Hyundai / KIA, The OECD, TBWA, Roche, Bayer and Best Western Hotels. Carl was trained as a lawyer in the UK and brings his knowledge and know-how into a highly entertaining and educational skills course.

Meet Your Teacher

Teacher Profile Image

Carl Pullein

I help people to create successful lives.

Teacher

I was educated in the United Kingdom, graduating from Leeds Metropolitan University with a Bachelors degree in law. 

After finishing my legal studies I spent a brief time working in a law firm before moving to Korea to teach English to adults in 2002. 

During my time in Korea, I have developed and implemented BCM Language Institute's revolutionary business English Programme, First Class Business.  I have also designed and written numerous courses specifically for the Korean business professional as well as authoring the book "Story Presentation" which was published in Korea in 2011.

Today, I run my own communications company, Fandcorp English Solutions, specialising in international communication through presenting and writing... See full profile

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Transcripts

1. 01 INTRODUCTION: hello and thank you for enrolling in our email mastery course, a course that we have created to help you to become masters at English email. Now we understand, because we've had a lot of teaching experience that writing email in the rial business world is very difficult on. Being able to write the right kind of email in the right situation is also a very difficult thing for non Native English speakers. To do on this course is designed to help you to be able to write the most effective on most efficient emails you possibly can so that you get the replies quickly. Andi, within hopefully 24 hours. But we also want to go that one step further. We want to show you how that how you can become very professional in the way that you write . But at the same time, we want to help you to build human relationships, to build the connections for your future, so that you can go ahead and develop your career at the same time. Now email is just one part of it. I know there are many other parts to becoming a very effective business person, but email is probably still the number one source of communication within the business world, particularly between countries, when you're using email and you wanted to communicate in a written form. So this causes designed to give you the skills to give you the know how to be able to really write effective English emails. So there's no misunderstandings on that. People know exactly where you are coming from on exactly what you want, so join us in this course. I'm sure you're going to enjoy it. It's very entertaining, but at the same time it's very educational, and that's what we want to make this course. So join us again now in the second lesson, when I take you through the teaching philosophy that we follow and have been following for over 15 years, so join me in the next lesson. 2. 02 Meet Your Instructor: Okay, this chapter off this part of the course is called Who is your instructor? Well, I have your instructor on. My name is Carl Pelline on. I've been running a company called FPs here in South Korea for over 15 years. I say we registered the company in 2009 but I've been teaching here in South Korea since 2000 and two. Andi, essentially, I've been teaching business English skills now, today and certainly since 2019. For the last nine years, I've been teaching senior business executives hearing career how to communicate more effectively in English on I've had many, many CEOs of top companies, general managers, off country branches here in Korea. Andi, I have learned a lot, and I have taught a lot on What I want to do now is to pass on those skills to yourself. Andi, I will do that in the most effective way I know. Possible. Based on over 15 years off teaching, my background is in law. I trained as a lawyer in the United Kingdom before coming out to Korea. Andre essentially what stopped me from being a lawyer was the fact that I really did not like working in an office environment. I felt like a prisoner on it really didn't suit my personality or even my character coming to career liberated me, introduced me into the world of teaching and education. I have loved the last 15 16 years off my life, and I love this amazing country called South Korea is just a fantastic place to live. Andi, I love teaching, and I love helping people on. That's one of the main reasons why I have put together this online course because I want to help you, the student, to become much more professional in the work that you do on. I don't want you to ever be stressed about English. I want you to be able to use English just like you use Microsoft Excel or Word or Google docks or Apple Pages or numbers. I wanted just to be second nature for you on knowing some of the skills and tricks about writing. Email is one way that you can do this. So what is our teaching philosophy? Our teaching philosophy is to give you what we call the real world English. This is not textbook English stuff. If you need more vocabulary, and you need more grammar than this is not the course for you. The basis of this course is that you have a basic understanding off grammar. You have a reasonable vocabulary in English, and you are already using English on a daily basis. If you're a beginner with English, then I'm afraid this course will probably be a bit too high level for you. So what I want you to understand now is this is taking through the skills on. It's kind of more on the advanced level side, but I have made sure that the vocabulary in this course is as easy to understand as possible. There's no long words. There's no technical words. It's just a really good course to get you going with English email. So come on in and let's get into the first lesson about communicating in English on I. Hopefully you're going to get a lot out of this course before we g o. What I would like to ask is if you have any comments or you have any questions at all, what I would like to ask is, please leave the comments in the comments. In the course I will answer the question as best I can as quickly as I can. I really want to help you to become great communicators on this is just the first step. We have other courses coming soon, which will be communicating at mastering presentations on many other things that were coming up in the net over the next few months. But I really want you to get the most out of this course because this is one area where most of you guys are going to have to use English on a day to day basis. Okay, let's move on and let's start learning about communication. 3. 03 How to get the most out of this course: Okay, Now, how do you learn with this course? Now, this course is gonna take you through the basics. It's going to give you the skills and the know how, as I mentioned on how to write effective email. But what I want you to do is after each lesson where I've given an example, I want you to be able to write out the same example but more related to your industry. Obviously, I have no idea what your industry is, so I cannot tailor make the examples support your specific industry. If you have any technical industry that you are in and you're not sure how to write anything, please email me directly. My email is below its car at Fund Corp Doctor. Come on, its a link in the output of note. I see there's a link on the screen, but I will make sure there's a contact email there. Please feel free to email me with your examples with your specific specific industry, because that way I can help you better. I am more than happy to guide you with your own specific email, so please feel free throughout this course to send me an email with your examples. If you got secret information that your company has, then just give me an example from a made up kind of example. And I'll be more than happy just to guide you to help you get your email. Right. So that's what I really want to do with this course. And I really want you to understand that I am here for you. I know I'm not here life because we're doing this through recording. But you can email me at any time on I will be more than happy to reply on. I can show you basically how this system works. So it will be a great way to give you some really time experience with this course. Just wanted to mention that because I think it's very important that you understand that even though I'm not sat next to your I'm not in the same room as you. I want you to understand that I am there for you, and you can email me at any time and I will be more than happy to guide you in whatever way I can. Okay, let's go into the first lesson. Good luck on. Remember, if you need any extra help, just send me an email. Thank you very much. Let's go into the course 4. 04 Part 1 What is great communication?: right. This first section off the course is toe. Basically answer the question. What is great communication? But the second part of this course is also going to explain to you about when you should be sending email and when you should not be sending email. So let's get into this on. Let's get started. Okay, before we get started into the detail off writing email in English, what we first need to do is tow. Understand what great communication is now. Great communication essentially comes up in round about five different parts. Now the first part is great. Communication is simple. Now what I mean by simple is that the words that you are using are not long, technical, scientific or what we describe in English is Latinate words I words that actually derived from the language off Latin. What you really need to do in order to create a great communication style, whether you're hating or whether you're speaking, is to use simple, plain English. Don't get caught up in thinking that big words and long sentences, uh, a sign of intelligence, because in English it is not great. Communication is using simple, plain English words the next part is great. Communication is clear on what that means is that you are very, very clear about what it is you want. It's not about giving lots of background detail on lots of you know, details about things, particularly in email, where today people are very busy. They don't have a lot of time to read long emails. If somebody wants more information, they will ask you for it. Keep your email messages. Keep your writing as clear as possible on that sort of links with using simple language. But keep it clear. Don't go into too much detail about the background and everything else that comes into it. The next one is focused now. What this means is is that each email that you write needs to be focused on the subject that you are writing about. You do not want to be going off on all sorts of different places and adding in background, it again goes back to the background information. You do not want to be adding in all that information, so you need to be focused in on what it is you want toe actually achieve on what you want. The recipient, the person you're sending the email tour actually do. The next part is great. Communication is reduced on. What we mean by this is it's short. So when you've written out your email you But you kept the word simple. You've kept it clear. You are focused on what it is that you want. What the next part means is you have reduced it down to the minimum amount of words you need to be able to get your message, your request or your update across to the person you're writing. Talk on the final parties. Your great communication is intuitive. What that means is, it's obvious what you want. You don't want the person that you're sending the email tour to be confused about what it is you want. So what it means is, is that it's when they read your email. It is obvious what you want them to do or what information you want them to know on. You need to keep that intuitive. I know that's actually a long word in, which is why I've highlighted the word on this slide. But really, what you it means, is it's obvious what you want. The person that you're writing tour to do so. Great communication can be summed up in these five words. It is simple. It is clear it is focused. It is reduced. I you don't have so many words in there. And it is obvious I intuitive what it is you want. The reader toe actually do so always keep that in mind. As we go through this course, keep in mind that whenever you're writing, even whenever you're speaking like doing a presentation, you need to keep your details. You need to keep what you're saying. Simple, clear, focused, reduced on intuitive. Okay, hopefully you've got that. Let's move on to the next lesson. 5. 05 When to use and when not to use email: okay in this next lesson, what we're going to look at is, why do we use email when you should use email on when you should not use email on This is a kind of a simple lesson, but a lot of people do get mistaken about when and how they should use email. So let's go into this to start with. Why do we use email? Well, it sent to the first reason is to involve multiple people so instead off having to make many different telephone calls or to send out several different letters, as we used to do in the old days. Today, with email, weaken, send, eat. We can just send an email to multiple people so it is to be able to involve multiple people is one way to be able to use email. The next one is to create a formal record of what it is you are saying. So a lot of companies have these rules where you have to keep your electronic communications for a number of years or even a number of months dependable on the laws off the country that you are in. But it does create a formal record of what it is you are writing about or saying. And also it also allows you to move across many different time zones. Now I am based over in Asia, in Korea, on DWI are nine hours ahead off GMT, which is Greenwich mean time on. That means that if I am writing an email at, say, 9 a.m. in the morning, then in over in Europe it is going to be midnight and obviously not many people are working . If we're also involving Canada and the United States, then they can be like between. I think it's about 15 to 17 hours behind Asia. So it does allow us to be able to communicate, communicate across many different time zones on this convey be really, really useful when we want to get information out to our colleagues in offices around the world. Okay, so when should we use email? So the 1st 1 is when anything is not time sensitive. That is the time to be able to use email. Now, what I mean by time sensitive is you have a deadline off some sort. Now, if something is urgent, then you either need to use the telephone and call the person, or you need to use some form of instant messaging system. We only use email for what's called not time sensitive information requests or whatever is that you want to send. So keep that one in mind when you are writing email. If it's time sensitive, you really do not want to be sending an email because again, as we go back to like the different time zones, for example, then obviously people could are not gonna be responding to your email in the speed or at the speed that you want them to do. Another good use of email is when you're communicating to a group of people, particularly if they're in many different time zones, or even if they're in the same times. Owners you. But it does allow you to send just one message to a number off people on communicating within a group. Now, do be careful with this, because one of the biggest criticisms off see seeing or BC seeing people within an email is that a lot of stuff that you're sending or people do send is not relevant to all the people ? One tip I would give you just for professional email rather than just related toe English email. His only include people in your group that the email is relevant for Don't Wait. Don't waste other people's time by sending them emails that they really are not gonna be useful for them. Obviously, another one, as I mentioned before, is when you need or require a formal record off something. Now this is very useful if you're chasing something up or you're waiting from somebody else just to keep yourself from getting into serious trouble later, it's always worth while sending the email, because then you have a time stamped formal record of when you asked for something to come and as we mentioned before, you use email when you need to communicate across multiple site time zones. Really simple, this one, because then you're not waste waking people up a three o'clock in the morning with a telephone call. Being aware of the people you're sending email tour is a very, very important part off e mailing on Finally, when you want to share documents. Obviously, the easiest way to share a document these days is to send an email. It was a large file, put it into something like Google documents or Apple's iCloud or Microsoft one Note, Whatever. If it's a large document, if it's just a simple word file or PDF file that you're sending to your colleagues Great way to use email. Now The next part of this is when should you not use email? Off course again is a little bit like on the opposites of this. But when it is time sensitive or urgent, don't use email, pick up the phone or send an instant message. This is really just logical because most people don't treat email as urgent. Now some of your colleagues maybe using email as an urgent tool. But it's not advisable simply because not everybody does street email as urgent. I certainly don't if somebody sends me an email, I do believe that it's actually urgent. If something is urgent, they usually send me a new instant message or they will telephone me. Don't use email to discuss personal matters. Email is not as secure as people would like it to be. Your personal details congest sent out all over the place. If you're not careful, certainly do not include anybody else's personal details, either or discuss personal matters or sensitive issues. It's just not what we use. Email. Four. Be very careful about including that sort of information. Discussing Sense Table Controversial issues again is another thing. You should not use email for in written form, particularly if English is not your native language. It is very easy to say something that could be misunderstood, or it could be taken out of context on. You are going to get yourselves into a lot of trouble, and people are going to find your views on. Certain issues are not compatible with the company's values. So be very, very careful about discussing sensitive or controversial issues again, that's something that you should use the telephone for, because then, if there is any misunderstanding, you can correct it immediately with email. You don't have that opportunity on the final one when you should never use email voice to discuss or talk about emotional subjects. Because once again, just like discussing sensitive or controversial issues, these things are very dangerous. Sort of them because again things can be misunderstood within email, tone is not conveyed across email again emotional subjects. You should pick up the phone, or you should have a face to face conversation with the person you're writing took on. Essentially, that's all you need to remember when you should use email on when you should not use email . The biggest one for me is time sensitivity because most of the people I work with do not treat email as a time sensitive medium to convey your communication. And if you think something's urgent, the person you're emailing is probably not thinking it's urgent, and you are going to be waiting a very long time for a response that you really need within the next hour or two. Okay, hopefully that's cleared up when you should use email on when you should not use email. Let's move on into the next lesson. 6. 06 Dear v Hi: Okay, well done for completing part one off this course. We're now going to move into part two off this course on Part two is titled The Basics Off email on. Basically, what we're going to do is to take you through the structure of writing a very, very good email. So let's get started with the second part. I'll take you into the first lesson. Okay, So when do we use dear? And when do we use high in an email? So this is when we're starting email on this is one where a lot of people get a lot of get very confused about which one to use dear versus high. Now, if you come from a country whose language is a formal language or has formal and informal language, this come particularly get a lot of cause, a lot of stress about which one to use. Whereas English, we have to remember, is not necessarily a formal language. We don't have any here article structures within our language. So it doesn't matter if I meet. If I meet the prime Minister of the United Kingdom, for example, I can call say hi, Mrs May No problem at all. I don't have to say any other. We don't have to specifically use things like Hello, Mrs May or anything like that. I don't have any formality to have to use when I'm meeting people while the same comes into email to a certain extent. But there is a basic rule that we can use when to use dear, which is the more formal greeting on High, which is a slightly less formal greeting. So let's just give you that one straightaway. We use dear when writing to someone we do not know very well or writing to them for the first time. This is a really good rule to basically work from, so we use dear when writing to someone we don't know very well, or we are writing to somebody for the first time, and we don't really know how to address them. We use high with our colleagues or people. We do know very well now. It doesn't matter whether they are the director or the chairman of the company. If we're writing to them on a regular basis and they are using the word high when they're responding to you, then that is giving you permission toe actually do the same when you respond to them. So basic rule is we use dear when writing to someone we don't know very well or were writing to somebody For the first time, we use high with our colleagues and people we know Well, So how does this look? Well, if we look at this dear Mr Smith or High or dear John Now those are the only variations you can have. Now, I've seen other variations, like, Hi, Mr Smith, which doesn't work simply because Mr Smith is very formal in English. So if you are using Mr Smith than it would be Dear Mr Smith. Hello, John Smith or hello, John is completely wrong and is not correct in any way. When using email, we don't use hello as a greeting in English, particularly in email we use Hello is a spoken word, so we don't need to use it. We never use it in written form of English. So let's see this in practice. If we have a look at this particular email Dear Mr Smith, I am sorry. I cannot attend the meeting on Thursday the second of July, I shall be away on holiday on that day. What we have here is full formal English. Dear Mr Smith, Formal greeting on. I am sorry. I cannot using the full word cannot attend the meeting on Thursday, Second of July. I shall be away on holiday on that day. So when the I see the words I am, which is the full form of that word, I am sorry. I cannot attend the meeting. This gives some form off formality to the email. Let's have a look at another example here on in this case we're using. Dear John. Now, John, when we use dear John, that is again a little bit less formal than what we would use. Um, in normal, day to day written English. So, dear John, I am sorry. I cannot attend the meeting on Thursday. 2nd July. I'll be away and hardly on that day again. We using dear. So there's a little bit more formality in the writing. Now let's change this to another example. Hi, John. I'm sorry. I can't attend the meeting on Thursday. Second of July. I'll be away on holiday on that day. Now, this is a lot less formal than the previous two emails because we're using High John. This just makes it feel like it's a colleague. Somebody I work with every day on I don't have any kind of formality with this particular person, so I can just say hi, John. I'm sorry. So he's a good friend, is a colleague. I can't. So we're using the shortened form of those words. Attend the meeting on Thursday. Second of July just works very, very well. You can see that here when I do. I do this. I'm sorry I can't attend the meeting on 2nd July. I'll be away on holiday on that particular day. Just a quick one before we end this lesson. Never use hey or hello when starting an email. It's not the correct form for when writing to somebody in English. Okay, hopefully that's cleared that little issue up. Now it's just time for us to join me in the next lesson. 7. 07 Is your email smartphone friendly?: Okay, so the question I have for you now is Is your email smart? Bone friendly? Now? The reason I asked that question is simply because most people these days are reading their email from their mobile device. Now there are many people I know who still check and read their email from a desktop or a laptop computer. But in general, I think the last statistic eyesore was 70% off. People are reading email from that mobile device. Well, when you keep that in mind, you need to be a lot smarter with the way that you write. Your first paragraph off your email on when I want to do is to give you an example off Winston Churchill Now so instant. Churchill was one of the best writers off the 20th century. He was a Nobel Prize winner for the literate literary award for one of the books that he wrote, I can't remember which one it was. I want to give you an example of an email that Winston shit or letter sorry that Winston Churchill actually wrote. I think this was written in about 1954 or somewhere around that on the mail. The letter writes Dear Mr Mayor, thank you for your letter off November the fifth. I am very sorry. I am unable to fix a date to come to Worcester in the near future, going to uncertainty off the political situation. I am constantly bearing him it in mind, however, and will write to you again should an opportunity occur. Your sincerely, Winston s Churchill. Now, this actual letter is a brilliant email letter or we would have to do to send an email is change one thing because all emails are date stamped. We don't actually need toe. Add the date that an email was sent. So to change this into a smartphone friendly email or we would need to change his letter off November the Fifth Toe email. So, dear Mr Mayor, thank you for your email. I am very sorry. I am unable to do this. So what, we will ask The question is, is this email? Is this now e mail friendly or smartphone friendly? Well, let's have a look. If you look at the how this would come up in a notification center, then looking at this, we get Winston Churchill so we get told who it is from on. Dear Mr Mayor, thank you for your email. I am very sorry. I am unable to fix a date. Don't don't. Now, if you look at that from your smartphone notification center, you would immediately know that Winston Churchill is unable to set a date for whatever it is you are asking for. So this particular email or letter is what I would describe as being very smartphone friendly. So what this means for you is that when you write in email, make sure that whatever it is you are asking for is in the 1st 1 or two lines off your email. This means that when the person receiving your email checks their email, they can see immediately what they need to do. This way, you're going to get a lot faster responses than if you had put what it is you want or what it is you want to say toward the bottom off your email. One other thing that you probably need to get on. I should say that Churchill was an email genius, even though he wasn't alive when email was invented. He died in 1963. I think somewhere around there anyway, What you do need to keep in mind off now is in the future What you probably need to be thinking of easier emails, smartwatch friendly. If this is a technology that's going to grow over the next few years on, that means we're gonna have to get even smarter about how we write our emails. First line. But for now, you don't need to worry about the smartwatch that is coming in the future. Probably. Okay, let's get moving on to the next lesson. 8. 08 Beginning Your Email: Okay, in this lesson, what I'm going to do is to show you how you should be starting your e mails. Now, obviously, all email is going to be different. This is just a general guideline off how to start your email and also to give you a few pointers about what you do not need to actually put into the start of your email. If you keep in mind back in the lesson that we talked about making your email smartphone friendly, you need to start very clearly asking or saying what it is you actually want or are doing. But let's just go to a very basic standard email. So here we have one, and I actually see this kind of email quite offered on it is actually a mistake. So let's just read through the email. It's dear Mr Smith. My name is Jeon Park and I worked for son in Korea. As a senior sales administrator. I am writing to ask you, dr dot, dot, dot on. Then we've got the signature regards. Jihan Park, senior sales administrator, son in Korea Limited. Now the problem with this email he's actually in this first paragraph, my name is John Park. And I work for Sun on career as a senior sales administrator. The problem here is Well, you're actually saying this down at the bottom. I can see at the bottom in your signature what you actually do. I don't need you to tell me twice what it is that you do. So, in this particular example, you would start your email with something like I am writing toe. Ask you now, When I was at school, I was always told Never start your email with I am writing simply because I know you are writing It is a letter, but sometimes it can be very difficult to think. Well, okay, how do I start the email? So in this particular case, you can start on email with I am writing toe ask you up, up, up, up, up Whatever it is you want to ask Now keep in mind when you are writing this. So if I give you this example Dear Mr Smith, I'm writing to ask you regards GM Park Senior Sales administrator. So you can see I don't need in this particular example to to tell Mr Smith twice what it is that I do. And something you should keep in mind that the first paragraph off any email should always contain what you want. And in the future episode and the future lesson, I'm going to go through the what? Why? Structure for email. But for now, just keep in mind that whenever you write an email, the first paragraph should always begin with what you want. Never begin an email explaining who you are simply because your signature should tell them who you are. So moving on to the next power. If you look at this, there is one exception here on Sometimes you may be asked by your boss to contact a person in another office on. In that case, you can actually say who you are. So, dear Mr Smith single shim at the career office asked me to contact you about the new sales at men S O P Manual s O p. By the way, stones for standards or procedure manual. Could you send me a copy of the manual for our team? So, in this particular issue, what we've got here is U G Home Park. Do not know Mr Smith on just writing to him randomly might make him wonder. Who are you? So in this case, assuming that Mr Smith does know who single Shim is, then you can sort of start your email with single shame at the career office. Asked me to contact you about the new sales admin S O P. Manual. Could you send me a copy of the manual for RT on? That essentially is basically how you would set that up. So keep in mind you do not need toe. Ever explain who you are in the first paragraph of any email? We know who you are because your signature at the bottom of the email tells me who you are . Okay, let's move on to the next lesson. 9. 09 Endng your email: okay to nicely round off this beginning and ending section off this course, let's look at some ideas for ending your email. Now, one of the best advice I can give you here is Don't try and be smart and come up with anything clever. You just need again if we go back to what great communications all about just keep things nice and simple. A few of the ones that I like, his things like warmest regards and then your name. You could use things like just regards. Another one might be best wishes, which is my favorite at the moment. But I tend to go through different ones every now and again. You another one, which is best on then your name on many thanks is another one that you could dio or just simply Thanks. So there wasn't just six of my favorite ones that I've seen. I would stick to one of these that are the best ones to use their simple. They're easy to write, Andi. They're not overly complicated and just making things just look rather silly. So, really, what I would like to say with your ending of emails is just keep it nice and simple. Just like warmest regards. And then your name regards your name West wishes and your name best? Many Thanks. And thanks. These are just the best endings for your email. I've done a lot of research into this, and I've had a look at some of the other ones, and they're just really way too complicated. So just keep it nice and simple. Use a simple ending. One of these six is fine. And you will have a fantastic email. So what we've done in the last two lessons is we've looked at how you should start your email. We've looked at high versus dear. We've now looked at the ending. We are ready to move in to the next section. 10. 10 Email timing: Okay, so now we finished part two off this course on. Hopefully Now you have a clear understanding off how to write the beginning of your email, Basically, how to set up the middle of your email on how to end your email. As you can see, there are numerous ways of doing this on as I mentioned in the course, it's very important for you to pick one that you really like and you really feel comfortable with right now we're going to start taking you to the next level in part three . So let's get moving on. If you've got your drinks ready, I hope you've got your cup of coffee ready on. You're ready to go, cause we're gonna move in straight into part three. Okay. Now, before we get started in the taking it to the next level off your email mastery program, what I really need to do is just quickly explain to you about timing one of the biggest myths about email and a lot of people working in an office, particularly junior stuff. I get really stressed about when they should be replying to email. They feel they have to reply to email immediately Now, as I mentioned before about when you shouldn't shouldn't use email. Email is not to be used for time sensitive issues, so a good guideline to follow is you have essentially 24 hours to reply to any email now. One piece advice I should give you is if you find that it's going to take you longer than 24 hours to respond to an email, then I strongly recommend that you send a quick email explaining you're going to need a little bit more time now. This is not just professional, but it is also just good common courtesy. So keep in mind that when you're responding to your email when you receive email, relax a little bit. Understand you've got 24 hours to respond. If the person requires an email faster than that, then by all means make a decision about whether you want to respond within that time. But you don't have to rush your responses on which case you'll end up making a lot of mistakes and probably write something that the other person doesn't understand. So you get a female coming back, saying, Could you explain yourself? Well, then you have to send another on. It's just creating more work for yourself. So step back. Relax on. Understand you have 24 hours to respond. Toe any email When you get into that practice, everyone understands where you're coming from and you'll find your life is so much easier. Okay, let's get moving into the structuring and layout lessons coming up next. 11. 11 Structuring: okay, before we get started with this, Listen, I should warn you that this lesson is going to be long on detailed. Well, not that long, but there is a lot of information in this on. I really think you should be flagging this particular lesson because it's full off. Really good information. Okay, before we get started, one of things that you really need to start off with when you're beginning an email is toe . Always begin with the other person in mind. Now, some of the things that you should really be asking yourself is, how busy are they now? Most people I meet on a day to day basis are always telling me that they are very, very busy. So you don't want to be sending them long boring emails because that too busy to read them and you're gonna be waiting a very long time to get a response. Another question you should be asking yourself is what do they already know about the topic Now? This is crucial because it will help you to determine how much background information you need to give them. The goal really is to give them a little background as they as necessary. So if they already are very aware of this topic, then don't go into too much detail about the background. You don't need toe on. Another question, of course, is how well do you know them? These things are very, very important now. Another consideration that you should have for yourself is be considerate off others and they will be considerate over you. And it's something I learned a long time ago. Another thing that I learned a long time ago is that your urgent is not necessarily their urgent. So what we have to do is structure on email so that you can answer. They can be decide what it is they want or need to do to reply to your email. So we have a basic structure to follow. What do you want to the first paragraph must include your what? What is it that you want them to do? What is the purpose of this email? What is it that this the person you're writing toe is expected to do? What do you expect them to do? The next paragraph is the Why Why do you want it? Why do you need them to answer this question. Why do you need to give them the update? But the most important thing that you do is you start off with the what? And then you move on to the why. So what is it that you want? Why do you want it? So let's have a look at an example of this. Let's imagine that, Stephan, that you're writing to a Stephanie who is the personal assistant off the chairman of your company called Mr Schwann. So here we have the email that you've written. So it's high. Stephanie, could you let me know when Mr Schwann will be arriving in Berlin next week? We would like to arrange a car to collect him from the airport. So what we have here is we have the what? Could you let me know where Mr Swan will be arriving in Berlin next week? Now, going back to the lesson that we did is your email smartphone friendly? This is perfect for a smartphone. When Stephanie Opus sees this email on her smartphone, she will see in the notification your question. Could you let me know where Mr Swan will be arriving in Berlin next week on that is really , really important. The next part of this email gives the why we would like to arrange a car to collect him from the airport. Now the beauty of this email is its friendly. It's polite on it is to the point. But the thing that you have to keep in mind is that Stephanie, like all personal assistance, is a very, very busy person. You need to make it as easy as possible for Stephanie to be able to get to your question as quickly as possible. On that is why it's so important on again. If you look at what we did in the beginning of this course, you can see that this email is simple. It's clear it's focused, its reduced. Andi, it is very intuitive. Okay, hopefully that has given you a pointers about what and why. They're really, really important. And I strongly recommend that you come back to this lesson as many times as you need toe in order to really understand the concept of what Andi why? Okay, let's move on to the next lesson on layout so that your email looks professional 12. 12 Layout: Okay, so now let's look at the layout off your email and why it is really important toe, actually follow a few simple guidelines for writing email. The first thing that I find a lot of people don't do is put spaces between the paragraphs. Now, what I mean by this is it needs to be a line space or if you like hitting the return key or enter key twice before you move onto the next paragraph. Now, each paragraph should be you. A new paragraph should be used for each point that you are making. Now, the reason for this is you need to make it again very, very easy for the recipient idea reader to be able to read your email and to be able to find the points that are really important to them. So let me show you an example. Here, I've got one here. So we've got Dear Stephan. Thank you for getting back to me. Here is the latest info on the project. So again we've gone. We're using the politeness here by saying thank you on. Then we've got to the what? What is this? Email about this email is about the latest information on the project. And then what we're going to do here is used numbered paragraphs again. The reason for using numbered paragraphs is so that it is again very, very easy for Stephan Toe actually be able to see which point. And then when he replies to you, he can then point out which number he is referring toe. So then it also helps you see what Stephanie is trying to say. So in this case, we got thank you for getting back to me. Here is the latest information or info on the project you're on is currently putting the finishing touches to the designs. He expects them to be finalized by the end off next week. Sarah will finish the first draft off the copyrighting by tomorrow on. We'll send it to us for approval. Three. John is away next week, so we will need to get him up to date when he returns. And number four The sales teams are being trained next week and will be ready to talk to our customers by the end off the week. Then all you would need to do is add your signature. You can say best wishes your name or whatever you want to do. But this email really helps Stephan to see what is happening easily, quickly on it is incredibly professional. Okay, let's move on to the next lesson. 13. 13 Prepositions: Okay, so now we're really motoring. We've really getting through this course you now done. Parts 12 and three were about to move into part. For now, what I want to say about Part four is part for is entitled Grammar and Propositions. Now the reason for this is because in spoken communication, it's OK to make a few mistakes. As a native English speaker, I'm not really that well trained, that being a to pick up people's mistakes. But when you're writing, I'm afraid I see the mistakes they like great big, flashing red lights when I see the mistakes on the most common mistakes, some grammatical errors that people make quite often but more, more interestingly, is I find people get the propositions mixed up the and these are the things that I really want to be able to help you with. So this section of the course is to take you through some of the common errors on how to fix them in both the grammar on the propositions. So it's not boring. I promise you. These are just that common errors. I'm not going to go into too much detail about them. It's up to you. That's the ones that you use. But these are the common errors that I found throughout my time teaching on. I just want to make sure that you are fully aware off which ones to watch out for so that you're not making the same mistakes. Okay, so let's get into it. Gets get moving too. You see, I just made a mistake then and you probably didn't notice. Okay, let's get into it. They're gonna move in now to part for right Before we go any further, I need to deal with something called Propositions. Okay, I know most people hate grammar. In fact, even I, as a native English speaker, hate grammar. But propositions, particularly when dealing in business and with email, is very important. I'm going to go through a few common examples. I'll give you some of the basic rules that are involved with propositions. I hope that you do have some basic idea of water. Proposition is on. Let's go in and have a look and see how these work. So let's give you some examples to start with. A very simple one. Here is the meeting is on Monday at 11 a.m. so the day of the week is on on the time is at . Let's give another example. The p of a meeting is in August, so the month is usually in. So the p of a meeting is in August and then this year, or it could be next year. But this year, another one to look at is our sales results in 2000 and 11 were the best we ever achieved. So again, we're looking here at the past events, so we would use the word in. So in 2008 I went to school, for example. Another one here is our products. Patent will come off in 2000 and 18. So again, if you see that we're looking at in as being a year one. So let's have a look at this in the example. The meeting is at the Grand Hyatt Hotel in Tokyo on Tuesday, so the day or the sort of the place would be in in most cases. So if I give you another example, actually before we go because this is just one of my favorite events off the year Ultra Korea Music Festival was held at the Olympic Stadium because there is only one Olympic stadium here in Seoul in Seoul last weekend. So ultra career was held at the Olympic Stadium in Seoul last weekend. So let's have a look at this, I wonder. Do a quick test. Obviously, this is not really a realtor test, but let's see how you can do so. Which proposition do we use for the days of the week on weekends Can guess. Okay, hopefully you got the word on. So on Monday, on Tuesday on the weekend, Actually, you can use at the weekend, but it's probably safer just to use the word on months and years. Which ones? That which proposition do we use for months? On end years. Hopefully you got the right answer. That is correct. It is in okay time. If we're talking about 10 o'clock or 11 o'clock or two o'clock or three o'clock, which proposition do we use for time? Okay, hopefully I heard you all say at and what about place now? Place? Be careful because this one can cause a bit of confusion. But which proposition or propositions? Uh do we use for place? Okay, hopefully you've got in or apt. Now the reason I say that is because if you bloom. But the previous example off Ultra Music Festival was held at the Olympic Stadium in Seoul . So place can be at if it's a physical place where there's only one we would usually use at . At the Grand Hyatt Hotel, for example, however you could use in the Grand Hyatt Hotel. But at is the more common one. We were talking about city's or country's. Then we would use EEN, so there's just a few guidelines for you for those ones. Now let's move on to transport because transport can also be a problem. So I've got here bus or train, taxi or car on airport. So for a bus or train, which proposition do we use? Hopefully you got the word on. How about a taxi or a car? Yep. Hopefully you use the word in on finally. What about an airplane? Okay, that one does cause a lot of confusion, But the truth, the answer to that one is you are either on an airplane or in an airplane. Both actually works. You could actually to be fair, we could use the same for bus. I mean, the bus or I'm in the train, but it's more common that we use the word on airplane, on the other hand, is a little bit more generalized, and I find that people used to use on or in both the correct and it works perfectly well. Okay, hopefully that's the grammar section over. Hopefully didn't bore you on. That is propositions. But remember, with propositions, it's very important to actually get them correct because it can cause a lot of confusion on it. Does always look wrong when you have the wrong proposition. Okay, let's move on to the next lesson. 14. 14 Using the right language: okay in this final part off grammar and language. You see, I don't really want to dwell on the grammar and language because, to be honest, most people find that boring. And, you know, the best tip for improving your grammar and vocabulary is just to read in English or take this online course, for example, okay, in this part that I just want to in this lesson, I want to give you the right language to use, because in English there's actually two types of English. The first type is what we call technical. On the second type is what we call human English. Now technical English is used for medical reports, feces, engineering plans, standards of procedure and legal documents. It's not a very nice form of English is certainly not what we would describe as being particularly friendly English. It is just not Ah, very good way off communicating. However, if you were to write a medical report or thesis or engineering plans, we strip out all the humanity in the language on keep it very cold and very unfriendly. But it does serve its purpose. The next one we have is what we call human language on just to give you an example, I should. Before we move on, I should just give you an example of this if you were to actually use technical English in your seat and signs all over the place. But here's an example. Off in the event of a fire, please leave by the nearest exit. You know, it's not very friendly. It's very cold, is very direct, if you like. Okay, so let's have a look at the second type of English, which is what we call human English. On. This is all communication between human beings spoken, Andi written. So again, I'll give you the example off. If there is a fire, please leave calmly by the nearest exit. The reason we're using the word calmly is that's the human emotion. Com is a human emotion, So now we're using a little bit of human language, which really does help when you want to be friendly. And that's the thing with English. Be polite and friendly and always use human English. When you are writing an email, big words make you sound unfriendly, Andi cold now. There are, of course, some exceptions to this, but to be perfectly honest. These are really when you're writing legalese or when you are trying to chase something up , that's very important. You might decide to use what I call the technical English because it sounds more formal and it is more direct. So let's just have a look at the two examples of this using the same thing. So I've got an email here, dear missing. I wish to inform you that we have arranged for you to partake in a software developers conference in Chicago on Tuesday, the 15th of July 2015. Please confirm your attendance by the end of the week. Now missing when she receives this is got not gonna have a very nice feeling about you. The reason being is because of these horrible phrases that we use, like deer missing very formal. I wish to inform you is a very cold way of saying I would like to tell you partake would be take party. But it's just a very latinate word that we shouldn't really be using an email on. Then blues confirm your attendance is a very where very formal way off, saying please let me know. So these are not very friendly at all. A better way to right? This email is Hi, Anya. I have organized for you to join the oncology conference in Chicago on July the 15th. Could you let me know if you will be able to go? This is much, much nicer. Anya or missing. He's gonna have a much warmer, friendlier feeling about you when she actually does her when she receives this email. Now, in 2018 we really should not be using technical English in communicating with others. It's cold. It's unfriendly. Aunt, To be honest with you, it doesn't really help you in achieving your business goals. So there's another thing, though, before we move on. And maybe I should have made this into a separate lesson. But I really should cover this with you Now is what we call management Speak. Now here's an example of management speak. I don't have the bandwidth for it with everything that's on my plate. But ping me anyway because at the end of the day, it's on my radar, and I don't want to be thrown under the bus because I didn't circle back around on this no brainer. This is just full off. Horrible, Horrible, um, management speak things. Words like bandwidth on my plate. Ping me at the end of the day, which is not really management speak is just very boring is overused on my radar thrown under the bus circle back and no brainer. Please, guys don't use this. This is management. Speak. It is horrible on it really isn't gonna help you pick up very many friends. If you are trying to build strong personal relationships with the people you are communicating with management speak the problem where it is. Most people do not know what it means, Which is why I didn't go through each of those to explain to you what it means. It demonstrates your lack of understanding because it means you cannot express yourself in clear, precise, plain English on it is intensely annoying to most people. I personally hate it. I've never met anyone who says they like it. So please, guys never, ever use management. Speak. Okay, let's move on to the next lesson. 15. 15 Examples Request for information: Okay, So there you go. I kept my promise. That was not boring, was it? Well, hopefully you didn't find it too boring. Okay, now we're going to move into part five. Part five is all about giving you some examples. So what I've done in this section is I put together a few very, very common examples that I see on a regular basis fruit my students on also, basically a lot of the emails that I'm using on a daily basis in my professional life as a productivity coach, which is kind of my second business. So what I want to do now is I'm gonna show you some examples about how to write how to respond on how to get the information that you want again. I should point out that these are just general examples on if you have anything more specific, particularly anything that you're having difficulty with yourself. Please just send me that email. Don't worry about your mistakes. I'm not gonna be. I'm not gonna be marking it is an exam. I just want to be able to help you with the content of your email so that you have a much easier time when you're writing email in English. So come on in. Let's get into part for I think it's powerful. No, it's not this part five that's getting to Part five. It's all about examples, and hopefully this will start putting it all together so that you can see how it fits into the big part off communicating well in English. Okay, so now that we've had a look at some of the basics structuring the layout and various other things to do with writing email in English, what I want to do now is to take you through some examples off how an email exchange would develop in a very professional, very mastered way, if you like. So let's go into this. We're gonna look at the 1st 1 we're going to look at is a request for information. So here we have an example is Hi, Fred, could you please let me have a copy off the AP marketing plan for Spartacus? We are ready to roll out the new plan in August and want to get things started now. Thanks. In advance, Kenna. So what we've got here is a very, very simple email asking for a piece of information. The AP marketing plan. As you can see, Hannah here has started right out of the very beginning. In the first paragraph. The what? What does she want? Let me have a copy of the AP marketing plan for Spartacus on. Then she gives you the why we're ready to roll out the new plan in August. So we've got a really, really well structured email here requesting for information. But what I want to show you is that this is here that could you let me have a copy off the pan for Spartacus? That could You actually makes this polite if you just said send me a copy of the AP marketing plan for scope. Spartacus. It's not actually very polite, and it's a little bit too direct. So to soften a little bit for Fred, we just put could you instead of send me? So could you let me have a copy off the AP marketing plan for Spartacus? Andi, thanks. In advance is a great way just to end the email. You don't need to send anything advanced or anything complex. Just thanks. In advance is just a nice way to end the email. In this case, Fred's going to reply to Hannah. Hi, Hannah. Here's the Spartacus marketing plan for 2018. Any problems? Let me know. And good luck. Really, really simple. So when Hannah opens this up on her mobile device, her phone, she can see immediately that she now has the file from Fred, which is a really nice, great, simple way off sending the email. None of them would reply. Thanks, Fred. Have a great week. China. Now the reason for this is actually twofold. The first reason for this is that Fred needs to know that you have received the information now 95% 95% of it. Freddie's gonna know in his head that he sent you the file, but there's still not 5% little bit annoying Fred saying Did you receive it? So I always say that always send a quick thanks. Thanks, Fred. Have a great week. Hannah is very polite, very friendly, and it's not a big deal. Fred doesn't even have to open the email he can. He now knows you have received the file. Andi, He's also received the thanks which leads me on to the next thing, which I have noticed that really professional people always send a thank you on. This is usually the people at the top of the organization. My experience is the senior directors, the presidents of companies, that chairman, the CEO and I actually have an example here who was sent to me by one of my own students, communication students here in Korea. Andi. I sent him some files that for him to pre read before our meeting on the email I got back from was. Thanks car. See you on Wednesday morning. Have a great day. Best regards. Brilliant email. It confirms that he's received the documentation. Is also confirming the meeting that we had on Wednesday morning a brilliant way to end an email exchange. And I strongly recommend that you get into the habit right now off always thanking people when they send you specific documents. Now, just one word of advice here you don't need to send thank you's for regular updates, emails, things like newsletters, project updates, things like that. You don't necessarily to say thank you for those, but you do need to think if somebody has sent you a fail that is actually unique for yourself. Just keep that one in mind. But it's always going to make you sound a lot more professional on. You're going to come across as being a friendly, warm person, which, if you remember, when we go back to the beginning of this course, that is actually the goal of writing email. Okay, hopefully you've got that. Let's move on to the next example. 16. 16 Examples Giving updates: Okay. In this lesson, what I want to do is to quickly show you how to send an update. Email. This is the email you would send if you are having to update a manager, a CEO, chairman of your company, whoever or even just some of your own staff members to let you know what is happening on a specific project. So let's go into this. This is what I've got for this one is. So here's the example I've got is high. Jenny. Here's the update for our Spartacus rollout Number one sales team are now fully trained and have been provided with the latest market research data. Number two marketing materials are now being translated and should be with us by the end of the week. PM's and SMMEs are booked on the conference in Singapore in July and they and will be attending. So product managers and on sales managers are booked on. That's the PM, so Well, we want to do is look at this. Why am I using numbers for this update now? The main reason I use numbers as well I would recommend using numbers is firstly, it makes it so much easier for Jenny to read this email so she can see each point now. One of the mistakes a lot of my students have made in the past is they tried to write the update as a full paragraph. Now there's two reasons why this is not a good idea. First of all, details can get lost inside a paragraph on the 2nd 1 It is really hard English to actually make a paragraph flow nicely. In that way. This is just a knee male. What you're doing is actually just updating Jenny on what needs to happen next or what is happening. So what you don't need to be doing is writing this out as a paragraph writing out as points . Now there is another reason why you would write it out with numbers on. That is simply because if Jenny needs to question you about any item in here, all she needs to do is to write the number that she's referring to us. So Jenny could cite, Sort of like, Hi, I just have a question about your number two on then. Are the new marketing materials going to be translated into Chinese, for example? But it's really really easy for Jenny Toe actually pull out the questions on DSO. What I would always say. Lists can be written in note form. Now what I mean by this is they do not have to be grammatically correct. It's just a list. It's just updating people don't need. You don't need to get stressed about the grammar on the structure. You just need to write it out in a list note form. Okay, I've got a really good little tip for you coming up in the next lesson about how to get somebody to reply to your emails who are ignoring you, so let's get into the next lesson. 17. 17 The Chase Email: okay. One of the biggest problems a lot of my students have come at me in the past is to say that How do I get somebody to reply to an email that I am waiting for now? There are a lot of things you can do here. You could actually send a remainder to say that. Oh, could you please let me know what's happening with this? I sent you an email on Monday, and this has now become very urgent. There's quite a few things that you can do. But over the years I found a really, really good email template that you can use, which I will provide you with a study sheet for this so that you can just copy and paste it and use it if you need it. This is just a really good way off getting people to respond to your email. So basically, all you need to do is to write out the following. And as I say this is gonna be in your study sheets, he can use it if you wish. I am so sorry for forwarding that below. However, our email servers have been experiencing some difficulties. Now, all fixed on various emails center of the last few days have not bean getting through as I haven't heard anything from you. I guess that my email of Tuesday fell foul of the gremlins. Please find again below. Here's hoping it works this time looking forward to hearing from you. Now this is a very indirect way off nudging or pushing somebody to reply to an email. It also means they don't actually have to apologize to you for not receiving the email, so you're not causing any embarrassment to anybody. Now I wonder if there's any of you guys out there wondering what the word gremlins means. This actually comes from the movie Gremlins, directed by Steven Spielberg. I can't remember exactly when the movie came out. I think it was probably the 19 nineties. It could even have been the 19 eighties, and that's where the word gremlins come from. It basically means that something is wrong with something hurting the system. So anyway, this is just a really good way off pushing somebody to send you an email, particularly if you're sending to a person who is more superior, more senior than you are on. Do you need to remind them that this is just a really good little email that you can send out to try and get the response that you're waiting for. I wouldn't recommend using this all the time because they would very quickly fight figure it out. But if something is very urgent, then I do recommend that you start looking at ways of not blaming them, but or but just nudging them to be able to respond to your email. Okay, let's move on to the next lesson. 18. 18 Creating Your Auto reply: Okay. What I want to do is to give you a very, very good auto reply and just a word of warning about auto reply in this lesson. But let's look at the best auto reply that you can create first. Now again, I'm gonna put you a in the study sheet to rate to this actual lesson. There will be a copy off this so you can just copy and paste it and use it as your own personal auto reply or you need to do is change the dates and your email on the email address that you use. So what, we're all you need to write for a auto reply is thank you for your email. I will be away from the office on the 25th of June 2015 if you wish. Returning on the 30th of June 2015. OK, I've got the dates a little bit out suspect there, but you you just change the dates hasn't when you need it. In my absence, if you require an urgent response, please email. Whoever on this needs to be a colleague of yours in the same department or call on then the number that they need to call now. There's a couple of things that you do need to be aware off with this. The first thing is, and this is really important is be very, very careful about putting your personal information into an auto reply. This is one way that hackers can get into your personal information now. The reason being is is that you have no control. Who receives your email? Auto reply. Any email that comes into your inbox while you're away is going to be is going to receive a reply as your auto reply. So I've always been very, very cautious about putting mobile telephone numbers in there, or your personal email address or any other contact information. You need to be ableto hand this off to one of your colleagues and just get away from the office. Only. Put telephone numbers landline telephone numbers into the coal number. Make sure it goes to your office on just given email address of one of your colleagues so they can contact you to be their most English people Speaking people. They know that an auto reply email is not urgent, and so they would probably have your telephone number anyway, if they were a Nim Porton client or your boss, so you don't need to panic about that. But just be very careful about putting personal information into an auto reply. It's never a good idea. So in the study sheet related to this class, you'll find a copy off that auto reply. You just need to change it for your own person specific purposes. Okay, hopefully you've got, but let's move on to the next lesson. 19. 19 Part 6 Level up: right now again, we've getting through most of the course. Hopefully, you've already learned a lot and hopefully be now to put some of these principles into practice so that you are now being more effective with your email writing. What I want to do in this section now is to give you another section for leveling up. What I want to do is to take you up to another level so that you are now becoming much more human in your communication, much more professional in your communication, on much making it much easier for yourself. This is leveling up. So we're gonna be looking a little bit editing because some of the best writers of email are incredibly good editing their emails. And I want to give you some editing tips in this section as well, so that you can really should sharpen up your email so that you're getting those replies that you're desperate for as quickly as is humanly possible. Okay, so let's get into section six. Let's get you moving. Okay, let's get started. Okay. So what I want to do now is to take you up to the next level on one of the biggest things that I found is most people. When they communicate in English, they they think in their native language. Now some languages, it works. Okay, I French Spanish, she telling They generally work okay with English, but some of more Asian languages have a hierarchical structure, so it means that you change the way you speak to a senior person. Then you would say to a a similar level colleague or a junior, but in English, we don't actually have that concept. So you need to be thinking that all people you communicate at the same level, whether it's the chairman of your company or whether it's the freshman, the freshmen who just started in the company last week, you communicate in a friendly, polite manner, always with all people. We don't change our language just because of the people we are communicating with. Communicating in English is actually much more than words. It's really about the nuance and the friendliness on it's a very, very important in English to remain friendly at all times. Andi, that can sometimes be hard because you often met. You may often see what you think are professional quality emails that are being sent by lawyers or diplomats or government papers on the thing is that's a specific language that they're using, which is completely neutral. It's not friendly, it's more instructions, and that's deliberate. You do not want to be writing in that way to your colleagues or to your clients. You need to keep it friendly and you need to keep it human, which goes back to the lesson we did on human language. Make sure that the language you're using is friendly and warm. I'm one of the things that before we move on, is more does not mean better educated in English. And what I mean by this is more words or bigger words does not prove that you are better educated than somebody else. Clear, simple language is what always works. Usually, if you're using long words long sentences, it's telling the person that you're writing to that. You don't actually understand what you're writing, so it needs to be. If you want to write in an intelligent way, then you need to be clear. You need to be concise, a short on. It needs to be direct in the sense that you're not putting in a lot of filler words or filler sentences or too much unnecessary background. OK, in the next lesson. What I'm going to do is take you through some editing tips before so that you know which words that you can pull out on which words that you should leave in. Okay, let's move on, then, to the lesson on editing. 20. 20 Editing Part 1: okay, Before we start this lesson, I would like to give you a, um a quote from George Orwell, a very famous author on he said when he was talking about his writing is if it is possible to cut out a word Sorry. If it is possible to get the word out, always cut it out. And I can assure you that Winston Churchill always had the same policy on Met Andi Hemingway. Also had the same policy. Don't use excess additional words Now there's three words that I always find are redundant on Actually have been overused a lot these way. So the words that you would need to look for are that very and really or any other modifying words like very and really, these words do not. You can usually always cut out, so let's just give you an example. The plan that we have started is expected to finish in September. You can actually move the word that out. The plan we have started is expected to finish in September. Now, I've actually seen that in this particular example, you can also move out half So what we also have here now is the plan we started is expected to finish in September. Small change, but has a much bigger effect on what you are writing because now it's telling you that you're the reader, that your writing is concise and very professional. Let's give another example. This is also one that I see a lot in email these days. This is very urgent now. The problem here is that very urgent is very subjective, because very urgent to you. It's not actually very urgent to the person you're writing. Tool on. Secondly, very urgent is we're very much overused these days. If you remove the very, then we get this is urgent. Full stop, a three letter sentence. So I three words sentence that has a lot more power than actually saying this is very urgent. Another example I can give you is we are really excited about your visit next week. Now, again, really excited is another one that I've seen a lot of people using, and it has become overused these days. So again you can just remove the really we are excited about your visit next week. Has Justus much power as really excited, particularly in writing in spoken English? It's a little bit different because it could all have an effect on how you are saying the word. So we are really excited about your visit. Next week does have a lot more power, but in written form that doesn't come across because it's just words on a screen. One final thing on this one, I need to point out, is the phrase well noted. I see this a lot on generally it is written by non Native English speakers on. Because of that, it actually labels you as a non native English speaker, and it actually doesn't make sense. All you need to do is use a simple actually, here is just used a simple thanks for letting me know about that's all you need. It's clear that tells the person they you've understood what it is that you were trying to say or what they were trying to say to you not use well noted, Just do not use it. So to sum up, really, what you need to be focusing on is that your e mails are simple. They are clear, they're focused, they're reduced by you, reducing unnecessary words on they are intuitive so that the intuitive in the sense that the person you're writing to immediately knows what it is you want to say. OK, that's it for now, join us in the next lesson. 21. 21 Editing part 2: okay, Before we finish editing, I want to give you a really good example off a mistake I see a lot off when people are writing email. What they are doing is they're sending out way too much information. Now we have to remember that we're now living in 2018 on email is used a lot. I'm sure many of you watching this and taking this course probably get more than 50 to 100 emails a day. So what we were looking for is short emails that are direct and to the point. But as I've said throughout, this course also kept friendly. So let's give an example of this is in one piece of advice I always give to my students. That actually makes you better read. Writing email on that is to stop telling me stuff I already know. So let me give you an example of this. Let's just imagine that you're writing to your regional director in the Asia Pacific region called Maureen. Now what we could do is right. As you know, we're holding a symposium later this month on the latest super medicine indications many top Indian career Indian key opinion leaders will be attending, so we want to make this a very special event. As I mentioned to you in our last teleconference, Dr Park off Assam Medical Center will be attending and she will want to talk to our M SL's That's medical sales liaison about the latest research on breast cancer. Would you be able to send us the latest on label research on this, as I told you last week in India were unable to distribute off label research because of local regulations. Okay, so what we've got here is we've got a small problem and I'll give you this. You gotta understand that Maureen is a very busy executive. Working from the Singapore office is the regional director. So not only is she taking care of India, but she's taking care of Japan, Korea, China and many, many other countries in the region. So she's getting probably 200 emails a day, so we need to help Maureen. So let's move into this. So as you've got here, as you know, if you ever start on email or ever start a sentence or paragraph with the word as you know , then that means that you can get rid off what's going to follow? Because Maureen already knows if she needs more information, she will ask you for it. So you don't need to worry too much about what follows as I mentioned to you Is another center another work? Few words again means that whatever follows isn't actually necessary. So you can get rid of that particular sent paragraph is Well, this is looking good already. As you can see, now we got would you be able to send? So this is now the main point off the email in the third paragraph. So this is why this email is not a good example. And then we have this phrase, as I told you last week, immediately. Maureen knows, because you've already told us so we can get rid off that. So essentially, what we need to write or we can write to Maureen is really quite simple. Hi, Maureen. Would you be able to send us the latest on label research on super medicine? Breast cancer? Indication We would like to distribute this to the key opinion leaders at a symposium later this month. Maureen knows all the details already. So really you can take a five paragraph email and reduce it down to just three lines or one paragraph because Maureen's got all the details. If she needs any more information, I can promise you she'll either pick up the phone and call you or she'll send you a quick question back via email. Either way, the whole thing is speeded up. A Maureen knows exactly what she wants, what you want, and then you can actually just send. She will send it to you. It's quick, it's easy and you're helping her. And more importantly, you're helping yourself. Okay, let's move into the final part off this course. 22. 22 Review and thank you: okay, so well done. You just completed the final part off the course. Now we're going to just do a quick review of what you've learned. So the key points of this course is that you need to make your communication as human as you possibly can. You need to avoid those technical words because the technical words bring you across is being a cold human being on That's not helping you to build the all important business relationships that you need to build if you want to build a successful career in the industry that you are in. So the whole point of this course is to make its It's sort of like give you a human voice when you're writing so that you sound like you really care on that You sound friendly and you come across as a person that the person receiving your email really wants to get to know that is the goal. But at the same time, hopefully you've now learned the importance off the what? Why method? So what do you want? Why do you want it? The simple structure of writing an email. What do you want? Why do you want it very, very important if you want to get quick replies to the emails that you are sending, hopefully you've also learned about editing on being out to remove the words and phrases that are just not important on always. Keep in mind when you're writing that your urgent is not necessarily urgent to the person you're writing talk, so there's all sorts of little things that you can do but what I really want you to do now , he said. Go away and just practice writing some e mails if you like. I'm giving you some homework now. What I want you to do is I want you to write me an email asking me for the final tip because I have a final tip for you. But I'm not gonna give it to you in this course. If you want the final tip, you have to write me an email. Send it to car At Fund Corp dot com. The email addresses below is also in the Shona in the course notes, so you can send me that email if you want the final tip, you have to send me an email and I will reply to you and send you the final tip, but that's really where I want to stop that. That's the review of this course. I just want to say thank you very much for taking this course. And always remember that email is just a part of your job. It is not your job. Email in English needs to be easy and comfortable so that you're not stressing about it. And you're not worrying about it. Thank you very much for taking this course on. I just wish you all the best of luck on. Please don't forget to join us in our other courses that we're doing on presenting on social English and many, many other parts of this section because we're here to help. And we really want you to become great communicators in English once again, thank you very much. And I wish you all the very best of luck.