1、Project OneWritings for Internal Communications,Task 6 E-mail,Capability Goal,After the lesson students can write E-mails for some occasions, for example, you send an E-mail to ask for a purchase agreement.,Knowledge Goal,After the lesson students can be familiar with the basic words, useful express

2、ions and correct format and elements of an E-mail.,Leading case,【Case Background】 E-mail when your message is brief, informal, timely, and urgent and sent to a number of people. For example, you received the fax of the essay; you are very pleased and send an E-mail back.,Leading case,【Practical Task

3、】 If you were the receiver, have you ever known what the elements in such an E-mail are? Can you imagine what other occasions the E-mail can be used? Can you write an E-mail within 20 minutes？The E-mail should not be less than 50 words.,Task analysis,How to Write E-mails Admitting you doesnt have an

4、 E-mail address these days is almost like admitting you still listen to eight-track tapes. E-mail is an important working step. An employees E-mail is a company asset and can be reviewed at any time by the employer.,Task analysis,STEP ONE Use a subject line, a word or brief phrase to tell your reade

5、r right away what the E-mail is about. Most E-mail servers have their own format, but all will have some sort of space for this purpose. STEP TWO Start with “Hi” or “Hello”, or the persons name followed by a comma or dash. The “Dear” convention of letters is generally too formal for E-mail.,Task ana

6、lysis,STEP THREE State your message succinctly; dont send high-impact news; dont write anything you dont want the world to know. E-mail is far from private and it is easily forwarded or misrouted. It was never meant for confidential messages. STEP FOUR Dont send an urgent message by E-mail unless yo

7、u know the person is expecting it or you call to say its coming. Theres no guarantee it will be read immediately. Some people check their E-mail frequently and in many offices users are notified when E-mail comes in, but other people may not read an E-mail for days.,Task analysis,STEP FIVE Dont writ

8、e angry E-mails, its too easy to fire out first thoughts and regret them afterwards. STEP SIX Dont use all capital letters unless you want the recipient to understand that you are YELLLING. STEP SEVEN If appropriate, tell what action you expect: a telephone call, an E-mail response, attendance at a

9、meeting. When the E-mail is simply for their information, indicate this.,Task analysis,STEP EIGHT Close with a courtesy, if you wish, or with just your name. Formal closings, for example, “Sincerely”, “Truly yours”, arent necessary. STEP NINE In some cases, include your full name, title, telephone n

10、umber and E-mail address. This identifies you quickly and is useful if the E-mail is forwarded to a third party who needs to contact you.,Sample E-mail 1,From: To: the white Date: Tue., 18th Aug. 1998 10:20:00 Subject: ATTN: Doyle I received the fax of the essay. It was above and beyond the call of

11、duty, and yes, I still needed it. I owe you one. Best, Hugh.,Sample E-mail 2,From ： Mail to: *.*.* Subject: My P-mail address, etc. Dear Mr. Doe : Thank you for your email. As you requested , I am pleased to inform you of my P-mail , fax and phone numbers as follows: P-mail : 76 , Inching anise , Be

12、ijing Fax : 86-10-1234-5678 Voice : 86-10-2345-6789 If you would like to talk to me direct on the phone , please call me at the above number after 7:00 PM. Thank you. Sincerely , Jack Chen,Sample E-mail 3,From : Mail to : *.*.* Subject: can I see you this Sunday? Dear John, Sorry I am late in replyi

13、ng to your email of Monday, April 1. I am still having some trouble with my new computer and I think I need your help again. Could you come over to my place this Sunday at around noon? Please CALL or FAX if not convenient ; otherwise , I will see you then . Bye for now. Jack,Basic vocabulary,admitti

14、ng 承認（admit的ing形式） asset 資產(chǎn)；優(yōu)點 convention 慣例； 約定； 協(xié)定；習俗 succinctly 簡潔地；簡便地 impact 影響；效果 forwarded 轉(zhuǎn)遞；已轉(zhuǎn)發(fā) misrouted 誤傳；以錯誤路線發(fā)送 confidential 機密的 afterwards 后來；然后 appropriate 適當?shù)?contact 聯(lián)系，接觸,Typical sentences and expressions,1、A dear friend of mine would like to ask you a couple of questionsmay I for

15、ward your E-mail address to her?我的一個好朋友想問你幾個問題，我能將你的電子郵件地址給她嗎? 2、Just a reminder about the conference call with Eurabbie International this afternoon at 3 p.m.只是提醒你參加今天下午三點Eurabbie國際的電話會議。 3、Weve been notified that Highway 36 will be closed from July 9th-15th; you may want to plan alternate routes t

16、o work.我們接到通知說36號高速公路將從7月9日到15日被關閉;你可能想改變上班的常規(guī)路線。 4、 Will you be home tomorrow around 5:15 so I can drop off the skis你能明天5：15左右呆在家嗎？這樣我就能下車滑雪了。 5、Now I am sending you this email via the internet to see if I am doing ok . will you please let me know as soon as you receive this email ? Thanks 為了測試是否能用

17、，我通過互聯(lián)網(wǎng)發(fā)這封信給你。能否在收到信后和我聯(lián)系？謝謝。,Typical sentences and expressions,6、Thanks for replying to my email so quickly . It was only 30 minutes ago that I posted my first email , and I already have received your reply . which I am leaving to better myself.謝謝你這么快回信。三十分鐘前，我才把第一封電子郵件發(fā)給你，現(xiàn)在竟然收到你的回信，真令人難以置信！ 7、Tha

18、nk you for your email . As you requested , I am pleased to inform you of my P-mail , fax and phone numbers as follows:謝謝你發(fā)來電子郵件。如你所需求的，在此所要求的，在此將我的郵遞地址、傳真及電話號碼告知如下： 8、Sorry I am late in replying to your email of Monday , April 1 . I am still having some trouble with my new computer and I think I nee

19、d your help again.抱歉這么晚才回復你四月一日（周一）的電子郵件。我的新電腦仍有些不穩(wěn)定，必須再向你請教。 9、Received your email this morning thanking Mr. Hitching Wang for something hes done for you.今晨接到一封你寄給王志成先生的致謝函 ，這封信顯然是誤寄給我的 。 10、I received the following email from you last night , and believe that you made an error in the address .昨天收到

20、以下這封你寄來的電子郵件，我想你弄錯地址了。,Basic practice,I. Translate the following sentences into English .將下面的句子翻譯成英文。 今天下午我建議我們就A項目的發(fā)展計劃開會討論一下。 我建議我們今晚九點半和Brown小聚一下，你和Ben有沒有空? 十月三十號(周四),老時間,開會。 下周一鹽湖城時區(qū)下午五點半開會。 我想跟你電話討論下報告進展和XXX項目的情況 如果存取文件有任何問題請和我聯(lián)系。 謝謝你,希望能聽到更多你對評估和日程計劃的建議 期待您的反饋建議! 你對計劃方面有什么想法?下一步我們應該怎么做? 有任何問題,

21、歡迎和我們聯(lián)系。,Answers,I. Translate the following sentences into English .將下面的句子翻譯成英文。 I would like to hold a meeting in the afternoon about our development planning for the project A. I suggest we have a call tonight at 9:30pm (China Time) with you and Brown. Please let me know if the time is okay for yo

22、u and Ben. Wed like to have the meeting on Thu Oct 30. Same time. Lets make a meeting next Monday at 5:30 PM SLC time. I want to talk to you over the phone regarding issues about report development and the XX project. Shall you have any problem accessing the folders, please let me knows. Thank you a

23、nd look forward to having your opinion on the estimation and schedule. What is your opinion on the schedule and next steps we proposed? Please contact me if you have any questions. / Any question, please dont hesitate to let me know.,Basic practice,II. Translate the E-mail into Chinese.將下面的電子郵件翻譯成中文

24、。 From: *.*.* Mail to: Subject: Youre Inquiry of April 1 Dear Mr. GAO: Thank you for your email. As you requested , I will send you a copy of our free mail-order catalog via mail tomorrow . If you have any specific questions , please let me know at any time . Thank you again for your interest in our

25、 products. we look forward to receiving your first order in the near future . Sincerely, John Doe, Manager Mail Order Department East (2) the “at” sign (); (3) the name of the server; (4) a code that identifies the mailer by type: .com (commercial); .net (network); go (government); .eddo (educationa

26、l institution); .org (organizationusually nonprofit); .sty (state government). Thus: . Include one topic per E-mail. Use everyday, informal language. In a letter you might write “I will”; in an e-mail you write “Ill”. Check for accuracy, spelling, and punctuation before transmitting; onc

27、e its gone, its gone. When you send copies of an E-mail (listing the copied recipients names under “cc”) are aware of the possible effect on your recipient. E-mail has made copying so easy that it is sometimes done unnecessarily and counterproductively. When appropriate and not detrimental to your o

28、riginal recipient, protect other peoples privacy by copying the message to them “bcc” (blind carbon copy). Dont pass on others E-mail address without their permission. And never give your password or user ID to anyone you dont know well. Certain options dont work in E-mail (italics, underlining, for

29、eign accents). To indicate italics, put asterisks before and after the word or phrase (Im sending you *two* instead of three). Before forwarding an E-mail, obtain the original senders permission and delete the headers and extraneous material. Graphics may not be able to be read by everyone so skip t

30、hem when unnecessary.,Answers,1. Dear Mr. /Ms, Mr. John Green, our General Manager, will be in Paris from June 2 to 7 and would like to come and see you, say, on June 3 at 2.00 p.m. about the opening of a sample room there. Please let us know if the time is convenient for you. If Not, what time you

31、would suggest. Yours faithfully 2. Dear Mr. /Ms, Thank you for your letter of September 26. We shall be very pleased to see you and discuss your new Monitor, but October 6 is not suitable. We will be happy To meet with you at 9:30 a.m. on Wednesday, October 7, If the time is convenient for you. We l

32、ook forward to meeting you. Yours faithfully,English Supplementary Reading,About E-mails E-mail is an informal way to send messages as long as you retain the same boundaries of propriety you would use if dealing with the person face-to-face. For example, if you address the CEO of the company by surn

33、ame in person, do not switch to the first name when sending E-mail. There are a few general guidelines to keep in mind when communicating online. Firstly, all messages should be as short and concise as possible. If the message is more than a few lines long, divide the text into paragraph-sized pieces, so it is easier to read. Secondly, use a meaningful subject line. If a busy professional cannot figure out what an E-mail is about from the subject li