GOAL:

We aim participants to - Learn how to exchange correspondence with taking reader's need to forefront intercorporate - Learn how to exchange correspondence more professionally and meaningfully. During the training easy and practical e-mail writing techniques is instructed and practiced.

Topics and details:

1.Relation between written communication and verbal communication:

• There's no possible way to use body language in written language. Hence, the e-mail shouldn't be open to interpretation.
• Listeners don't care about language mistakes, but in written communication orthographic rules are deadly important.
• In verbal communication besides of body language and tone of voice, apparel is important; in written communication, it's visual design that invites the reader.

2.Positive and negative sides of written communication:

Negative sides:

• It's impossible to explain incohorent statements.
• Authority image is weak.
• It's far away from confidentiality
• It may make sense differently from person to person.
• It's rule based.

Positive sides.

• It's outlasting.
• It's far reaching simultaneously.
• It can be controlled.

3.Using clear, distinct and close to comment statements.

Reader should understand the message at first read. Thus, sentences and paragpraphs should be short and sharp. Short sentences shouldn't pass 15 word limit, paragraphs should end in 6 lines and it must be completed in 7 sentences. If the mail is long, listing method should be used.

4.Understanding Readers' Needs

Reader wants brief information. Reader has 3 basic expectation

1.About me

2.Asked from me

3.When?

5.Sending to the right person

Writing has two factors. Action and information..

"to" line should include who will take actions.

6. The mail should be in order.

The writing has three sections. Introduction-Developlent-Closure

In this order, introduction paragraph should include the action to-be-taken, developlent section should include information and closure section should give time and follow-up details.

7. Flow types

Instead of using inductive method, deductive method should be used.

In introduction, it's better to focus on the aim rather than referencing to incident, situation and the past. Inductive method should be used if the message is containing a negative information or rejection.

8. Writing process

Analyze

1. Why am I writing?
2. Is there an action expected to be taken by the reader?

Benefits:

• Provides logical consistency
• Prevents drifting away from the topic
• Sorts unnecessary information out

Organization

1. Who is my reader?
2. What to write in order to reach the aim?
3. How to present the ideas?
4. Which detail to transfer information?

Benefits:

• Create coherence in parapraphs and sentences.
• Creates an easy follow-up.
• Helps writing short and sharp.
• Reader-oriented.

Timing

1. Is timing correct?
2. Is there any task that needs to done within a specified time?
3. Is it urgent?

Benefits:

• Makes take actions.

Transfer

1. Is plain language used?
2. Any typos?
3. Is diction and manner positive?

Benefits:

• Provides collaborative perception
• Makes take actions.
• No need to comment.

9. Why "Subject" line is important?

Subject line helps the mail to draw away from other mails in inbox. It must be attention-grabbing and flashing the action.

• Flashing the action
• Containing keywords
• Providing a wholistic look
• Attention-grabbing
• no full stop (.) konmaz
• Sonuna hakkında(hk) yazılmaz
• Every words starts with capitals.

10. Visual Design in Writing

Font and font size should be selected for the best view for audience. No more than 3 paragraphs.

11. Introduction and closure statements.

During greetings and closure needed protocol rules should be applied. Superiors, subordinates and collegues relations should be cared.

12. Tone of voice

• Write short sentences and paragraphs.
• Don't use foreign language and jargon.
• Enunciate.
• Be in a positive manner.
• Don't repeat yourself with different expressions.
• Instead of a implicity, use pronouns like "by us-to you" or "you, us, ours, yours".
• Use present tense and continuous tense.
• Make your writing talk for you.

13. Writing checklist

In terms of order:

• Does the "subject" summarise the mail content briefly?
• Is what expected from the reader on top of the mail?
• Is the order makes it easy to comprehend?

In terms of language:

• Is plain, concrete and a daily language used?
• Are sentences short and plain?

In terms of attitude:

• Is it friendly and positive?
• Does it encourage collaboration?
• Is there reader's name?
• Does it put a mature attitude?
• Are positive words and statements used?