Writing Emails for an International Audience
From APEC HRDWG Wiki
Email is a key form of communication in APEC economies. This teaching tip provides a summary of key ideas and practical strategies for writing international emails. It encourages evaluation of the reader’s needs as well as those of the writer, a skill necessary for the international and multicultural workplace.
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Content Objectives
- To introduce students to the modern email, a crucial tool in the international workplace
- To encourage students to be aware of their needs and those of others when corresponding by email
Language Objectives
- To provide opportunities for students to practice writing emails
- To role play face-to-face interactions with a supervisor
Activity
1. Read the Seven Steps for Successful Emails in “Writing Effective Emails.”
2. Discuss the seven steps and how they might be different in the home culture of the students:
o Ask students to talk about their use of email among friends in their context/culture/country.
o Ask several students what typical topics might be included in a business email.
o Clarify and provide additional examples for students, as needed.
o Ask the students what issues that might be important in their own culture were not addressed in the seven steps? (There might not be any!)
3. Have students work in pairs to do the Sample Exercises below.
o Share several of the responses to the exercise.
o Ask the students to propose a topic for their own email.
o Have them write an original email in pairs.
o Exchange emails and use the seven steps for peer editing.
4. Advanced activity (thinking outside the box)—talking about others’ needs
We are usually focused on what we want. However, by understanding the needs of others, we have a better chance of reaching an appropriate solution that helps us all.
Ask the students to brainstorm reasons they could give a future or current employer when they ask for a raise. All of the reasons they give must address the needs of the employer. Have students use those reasons to write a short email asking for an appointment to discuss a raise. These could also be recycled later for face-to-face role plays between an employee who is asking for a raise and an employer.
Share the best ideas from each group with the whole class.
Materials
The “Writing Effective Emails” and Sample Exercises
Category
English for Business and Diplomacy: Audience awareness, intercultural communication, email
Learning Theme
Learning to do; problem solving
Resources
Jordan-Henley, J. (1995). Tone and Audience Awareness. Retrieved from www.roanestate.edu/owl&writingcenter/owl/tone.html
Adams, S. (2009). How to Write an Effective E-mail. Retrieved from http://www.forbes.com/2009/08/04/effective-email-etiquette-leadership-careers-basics.html
Mind Tools. (n.d.). Writing Effective Emails: Making Sure Your Messages Get Read and Acted Upon. Retrieved from www.mindtools.com/CommSkll/EmailCommunication.htm
Additional Resource
Friedenberg, J., Kennedy, D., Lomperis, A., Martin, W., & Westerfield, K. (2003). Effective Practices in Workplaces Language Training. Alexandria, VA: Teachers of English to Speakers of Other Languages, Inc. (TESOL).
Author
Charles Hall, PhD, dr. h. c., Department of English, University of Memphis, Memphis, TN, USA
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