19 Email 2008.3.3 1. Email 2. Email 3. 3.1. Subject line 3.2. Salutation 3.3. Opening line 3.4. Text 3.5. Closing line 3.6 Signature 4. 5. 6. 6.1. PPlan 6.2. WWrite 6.3. PProofread 6.4. SSend 1/20
1. Email Email Subject Request to Meet With the President of XYZ University Subject line Dear Mr. Yamada, Salutation My name is Jae Young KIM, and I am the Coordinator for International Relations at ABC University in Seoul,Korea. Opening line Our university president, Dr. Chin Hwa LEE, is planning a visit to Japan next month. He would like to request a meeting with the President of XYZ University, Dr. Suzuki, as they both are molecular biologists. Dr. Lee will be in Japan from October 14 to 24, and, as of right now, his schedule from October 15 to 17 is open. It is possible to request a meeting with Dr. Suzuki during that period? Text Thank you very much. I look forward to hearing from you. Closing line Best regards, Closing Salutation Jae Young KIM Jae Young KIM, Coordinator, International Relations ABC University, Seoul, South Korea Tel: +82 12 1234 5678 Fax: +82 12 1234 8900 http://www.abc.ac.kr Signature Subject line Salutation Opening line Text Closing line Signature, Closing Salutation FAX EmailHP 2/20
XYZ ABC Jae Young KIM Chin Hwa LEE LEE XYZ LEE 10 14 24 10 15 17 Jae Young KIM Jae Young KIM ABC Tel: +82 12 1234 5678 Fax: +82 12 1234 8900 http://www.abc.ac.kr 3/20
2. Email Email Email PWPS P W P S Plan Write Proofread Send P Purpose Is email the best way? Email Important points Email 3. W 1. Email Email Subject line Salutation Opening line Text Closing line Signature 4/20
3.1. Subject line Subject Inquiry Visa Inquiry Taro Yamada Meeting NINS Meeting October 24, 2007 Upcoming NINS Seminar October 1, 2007 Upcoming NINS Seminar October 1, 2007 Subject Upcoming NINS Seminar Attendance List Subject certificate Certificate Form NINS NINS I need your help Please Check This Draft Draft NINS Agreement Draft October 15, 2007 NINS 2007 10 15 Travel to japan Japan Travel to Japan John W. Smith November 2007 W 2007 11 Inquiry as to Inquiry as to Dependents dependents Dependent Visa Inquiry What s New draft draft What s New Draft April 27, 2007 What s New 2007 (April 24, 2007) 4 27 Subject 5/20
3.2. Salutation Salutation Salutation Salutation, Salutation Individuals general Dear Mr. Kim, Dear Ms. Kim, MrMs Kim Dear Jae Young Kim, Jae Young Kim Individuals researchers Dear Dr. Suzuki, Dr. ( Non specific persons Dear Sir/Madam, To Whom It May Concern, Dear Sir/Madam Multiple recipients Dear all, Dear Participants, Hello to all Participants, 6/20
3.3. Opening line Opening line Opening line Reply Thank you for your email message. Thank you for your email message and attachment of September 18, 2007. 2007 918 General Inquiry My name is Taro Yamada, and I am the International Liaison Specialist at. Stating the Situation Thank you for your email message concerning the upcoming visit of your Chin Hwa Lee university president, Dr. Chin Hwa Lee, Japan in October 2007. 2007 10 My name is Taro Yamada, International Liaison Specialist, and your inquiry of September 15, 2007 has been forwarded to me. 2007 915 General (Familiar) I hope you are having a good week. 7/20
3.4. Text Main points Details We informed Dr. Yamada of your request, and he will be pleased to meet with Dr. Lee, if possible, on October 15, 2007at 14:00 at the NINS head Lee office. Please let us know if this date and time is 2007 10 15 14 convenient for Dr. Lee. 2007 10 15 14 Lee Lee Main points Details We informed Dr. Suzuki of your request, however, 101518 he will be attending a conference from October 15 10 to 18.He indicates that he would be available on 15 18 10 19 October 19 or, alternatively, October 22 or 23. 10 2223 Would one of these dates be convenient for Dr. Lee s 19 2223 Lee schedule during his time in Japan? Lee 8/20
3.5. Closing line Closing line Closing line When you require a reply I (We) look forward to hearing from you. Closing line Iwe When you don t require a reply (answering an inquiry) I (We) hope that this answers your inquiry. I we Inviting further questions if necessary If you have any further questions, please do not hesitate to contact me by email or by phone. Closing line General thank you Thank you very much. Closing line When asking someone to do something I (We) hope that this does not cause any inconvenience for you. Thank you very much / Closing salutation Salutation3.2. Salutation Closing salutation Best regards, Yours sincerely, closing salutation Closing Salutation, // / 9/20
3.6 Signature 6 FAX Email HP 4. P Subject line S 10/20
5. PWPS 1. PPlan Do I have a purpose for sending this email? What are the important points? (What do I want to say?) Is email the best way to communicate this message? Email 2. WWrite Subject line Salutation Opening line Text Closing line Signature FAX Email HP 3. PProofread Is the subject line clear? Subject line Is the email easy to read? Are the dates and names correct? Are there any spelling errors? 4. SSend 11/20
6. PWPS Yes replyok No replyok Subject Request to Meet With the President of XYZ XYZ University Dear Mr. Yamada, My name is Jae Young KIM, and I am the Coordinator for International Relations at ABC University in Seoul, Korea. Our university president, Dr. Chin Hwa LEE, is planning a visit to Japan next month. He would like to request a meeting with the President of XYZ University, Dr. Suzuki, as they both are molecular biologists. Dr. Lee will be in Japan from October 14 to 24, and, as of right now, his schedule from October 15 to 17 is open. It is possible to request a meeting with Dr. Suzuki during that period? Thank you very much. I look forward to hearing from you. Best regards, Jae Young KIM Jae Young KIM, Coordinator, International Relations ABC University, Seoul, South Korea Tel: +82 12 1234 5678 Fax: +82 12 1234 8900 http://www.abc.ac.kr ABC Jae Young KIM Chin Hwa LEE LEE XYZ LEE 10 14 24 10 15 17 Jae Young KIM Jae Young KIM ABC Tel: +82 12 1234 5678 Fax: +82 12 1234 8900 http://www.abc.ac.kr 12/20
6.1. PPlan Yes replyok No replyok Purpose Important points Is email the best way? Email Kim 10 15 14 Email Email OK Kim 10 1824 Email Email OK 13/20
6.2. WWrite Subject Your Request to Meet With the President of XYZ University Dear Jae Young Kim, Salutation Subject Thank you for your email message concerning the upcoming visit of your university president, Dr. Chin Hwa Lee, to Japan in October 2007. Opening line We informed Dr. Suzuki of your request, and he will be pleased to meet with Dr. Lee, if possible, on October 15, 2007 at 14:00 at the XYZ University head office. Please let us know if this date and time is convenient for Dr. Lee. Text Closing line We look forward to hearing from you. Best regards, Closing Salutation Taro Yamada Taro Yamada (Mr.) International Strategy Headquarters, XYZ University Tel: +81 3 5425 1234 Fax: +81 3 5425 9876 Email: t.yamada@xyz.ac.jp XYZ Jae Young Kim Signature 2007 10 Chin Hwa Lee 2007 10 15 14 XYZ Lee 14/20
No reply: OK Subject Your Request to Meet With the President of XYZ University Dear Jae Young Kim, Thank you for your email message concerning the upcoming visit of your university president, Dr. Chin Hwa Lee, to Japan in October 2007. We informed Dr. Suzuki of your request, however, he will be attending a conference from October 15 to 18. He indicated that he would be available on October 19 or, alternatively, October 22 or 23. Would one of these dates be convenient for Dr. Lee s schedule during his time in Japan? Text We look forward to hearing from you. Best regards, Taro Yamada Taro Yamada (Mr.) International Strategy Headquarters, XYZ University Tel: +81 3 5425 1234 Fax: +81 3 5425 9876 Email: t.yamada@xyz.ac.jp XYZ Jae Young Kim 2007 10 Chin Hwa Lee 2007 10 15 18 10 19 10 22 23 Lee 15/20
6.3. PProofread Subject line OK OK Subject Dear Jae Young Kim, Your Request to Meet With the President of XYZ University Thank you for your email message concerning the upcoming visit of your university president, Dr. Chin Hwa Lee, to Japan in October 2007. We informed Dr. Suzuki of your request, and he will be pleased to meet with Dr. Lee, if possible, on October 15, 2007 at 14:00 at the XYZ University head office. Please let us know if this date and time is convenient for Dr. Lee. We look forward to hearing from you. Best regards, Taro Yamada Taro Yamada (Mr.) International Strategy Headquarters, XYZ University Tel: +81 3 5425 1234 Fax: +81 3 5425 9876 Email: t.yamada@xyz.ac.jp 6.4. SSend 16/20
17/20
18/20
19/20
20/20 2008 3 3