Professional Writing for Potential Employers

PROFESSIONAL WRITING FOR POTENTIAL EMPLOYER 5

Author’s name

Written Communication about a New Client Visiting a Workplace

Writing a formal business email can be challenging especially if oneis used to writing informal emails and letters to his friends. Abusiness email is perfect when it is well formatted, complete,accurate and concise (Kolin et al., 2009). The reader must be awareor must have the capacity to decipher the writing.

If one is writing an email to his boss, it should look different tothat of his coworkers or employees. The following tips should befollowed when writing an email to the boss:

  • Using a neutral address which should be a variation of a surname

  • The subject header should be short and accurate

  • Proper salutation should be used such as Mr., Mrs., Miss or Dr.

  • The first paragraph seeks to introduce the subject while the subsequent paragraphs should explain actions taken or needed.

  • The correct form of leave-taking should be used.

  • Full names should be included including the job title when signing before proofreading an email.

The difference could vary depending on the relationship one is havingwith a coworker or employee. A good example is in salutation whereone can say Dear Joe instead of Dear Mr. Joe, depending on theworking relationship. The tone should also vary depending on howclose one is to each other.

An Email to the Management about a New Client’s Visit

To: [email protected]

Cc: [email protected],[email protected]

From: Assistant manager, Quality Assurance,

A New Client’s Visit

Dear Sir/Madam,

This is to inform you that a new client from Australia will bevisiting our workplace on Wednesday date 30/07/2014 as from 10am.

He will be coming to have a look at our products including thequality levels and prices. He is interested in the detergents. Weare, therefore, requesting more personnel to assist in organizing forhis visit.

Thank you.

Mr. E. Jones,

Assistant manager,

Quality Assurance,

Salviet International.

Email to a Coworker

To: [email protected]

From: [email protected]

A New Client’s Visit

Dear Sharleen,

This email seeks to state that a new client from Australia will bevisiting our workplace on Wednesday date 30/07/2014 as from 10am.

He will be coming to have a look at our products in your department.I will appreciate if you prepare adequately by making sure thestandards are met.

Thank you,

Jones.

Email to all employees

To: [email protected]

Cc: [email protected],[email protected]…..

From: [email protected]

Dear All Employees,

This email is meant to inform you that a new client from Australiawill be visiting our workplace on Wednesday date 30/07/2014 as from10am.

He will be coming to havse a look at our products in your department.I will appreciate if you prepare adequately by making sure thatquality standards of our products are maintained.

Every worker is being asked to be at their respective places of workat the right time.

Thank you.

Mr. E. Jones,

Assistant manager,

Quality Assurance,

Salviet International

The revision of each email entailed proofreading and also editing.Proofreading helps to ensure that the content of the message iscorrect (Kolin et al, 2009). Editing involves fixing or changing whathas been written. The above emails needed to be edited depending onthe audience.

References

Kolin, P. C., Pfeiffer, R. S., Forsberg, R. P., &amp CaliforniaState University, Northridge. (2009).

Successful writing at work: English 205 – custom versionfor CSUN with Ethics on the job:

cases and strategies. Mason, Ohio: Cengage Learning.