英語 e-mail の書き方:Specific「具体的に書く」, Concise「簡潔に書く」(Written Communication: Specific and Concise) (Level: TOEIC 650-990)

 

Goal: Learn how to be specific and concise.

 

Styles: Specific and Concise

今回は「具体的に」かつ「簡潔に」な英語 e-mail の書き方を紹介します。具体的な文章は情報を正確に伝えます。また簡潔な文章は書き手にとってだけでなく読み手の時間的負担も軽減し、メッセージを効果的に伝えてくれます。

Specific:

When giving or asking for information, it is important to be as detailed as possible. Vague information is likely to achieve vague results, so be exact to achieve your Desired Outcome. A good technique would be to anticipate what question a reader might ask, and include that information


Bad example:
Please complete the application in a timely manner.


Good example:
Please fill out the insurance application form, and return it to me as an email attachment by April 7th.

Concise:

When writing we can often say “less is more”. We can usually communicate our message more effectively using a few words rather than many. Short and "to-the-point" communication saves you and the reader time. Focus on giving your message efficiently.


Bad example:
Should you require further clarifi cation, please don’t hesitate to contact us at your earliest convenience.


Good example:
If you need any more information, please contact us.

 

 
Activity 1:
 

Rewrite the sentences below using the style indicated. Feel free to add extra information as needed.

Click "Reveal Text" to see a possible answer.

Specific: Has that order been shipped yet?

Has the JX Tech order (Order# 089634) been shipped yet?

Concise: It was a great pleasure to run into you in between speeches at the coffee stand at the conference yesterday. 

It was great to run into you at the conference yesterday.

Specific: I'd like to ask you to give a presentation.

I'd like you to present the Quality Control report at next Monday’s meeting.

Concise: It has come to my attention that some members of staff are not making proper use of the recycling trash cans in the office.

Please follow the recycling guidelines which are posted above the trash cans.

 
Remember:
 

Creating long, dynamic sentences should be a goal for any English learner. However, this should not be confused with creating long sentences by inserting difficult words or expanding ideas unnecessarily. When proofreading, check to see if you can say things more simply, and combine ideas with commas, semi-colons, or colons to give your sentences a good rhythm.

Cultural Awareness:
 

Different cultures have different ideas about responding to emails. In some cultures, sending an email that simply confirms receipt is viewed as wasting the other person's time. Before taking offence, consider that the recipient of your email may be trying to be polite, and just have a different view on email etiquette. 

 

 
 
Useful tips:
 

Try not to use There is, There are, and There were as sentence openers. Instead begin the sentence with the subject.

Make use of parenthetical commas instead of modifying the nouns. For example:

Dr. Jansen, an expert on social media, will be joining us for Friday's 10:00AM marketing meeting.

 
Review Quiz:
 

Coming soon!

 

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