{"id":1043,"date":"2018-02-12T23:31:55","date_gmt":"2018-02-12T23:31:55","guid":{"rendered":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/?post_type=chapter&#038;p=1043"},"modified":"2024-05-08T20:00:43","modified_gmt":"2024-05-08T20:00:43","slug":"types-of-external-emails","status":"publish","type":"chapter","link":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/chapter\/types-of-external-emails\/","title":{"raw":"Types of External Emails","rendered":"Types of External Emails"},"content":{"raw":"<div class=\"textbox learning-objectives\">\r\n<h3>Learning Outcomes<\/h3>\r\n<ul>\r\n \t<li>Identify various types of external emails<\/li>\r\n<\/ul>\r\n<\/div>\r\nSome of the most common types of external emails in business communication are requests, direct claims, complaints and adjustments. Business letters could be used for any or all of these categories, but email is usually the preferred method of conveying these messages.\r\n<h2>Requests<\/h2>\r\nRequest messages should have direct subject lines: for example, \u201cAvailable for Conference January 5?\u201d Provide details of the request in the body of the message, \u201cWould you please get back to us on your availability to speak at our conference January 5? We have your talk featured to be given in the large conference room at the beginning of the conference at 9:00 a.m.\u201d Close your message with a call to action and an appreciation, \u201cYour presentation was the hit of the conference last year, and everyone is looking forward to your participation again. Please respond to us by December 9 so that we can finalize the invitations.\u201d\r\n\r\nHere is an example of an external request message:\r\n<div class=\"textbox shaded\">\r\n\r\nABC Software\r\n\r\nTo: Mike Scott\r\n\r\nCC: Western Sales Team\r\n\r\nSubject: Exclusive Event: Executive Summit On Business Agility\r\n\r\nDear Mike,\r\n\r\nSenior leaders like you know that delivering faster is critical to adapt to rapidly shifting customer expectations, competitive shifts, and regulatory changes. If you\u2019re facing these challenges, then most likely, so are your peers.\r\n\r\nWe thought you\u2019d be interested in attending ABCs upcoming \u201cExecutive Summit on Business Agility\u201d on June 15, where senior executives can engage with peers and co-create fresh ideas to solve their toughest business challenges.\r\n<ul>\r\n \t<li style=\"font-weight: 400;\">Have meaningful, face-to-face interactions with other F500 senior leaders.<\/li>\r\n \t<li style=\"font-weight: 400;\">Learn directly from executives who are tackling similar blockers.<\/li>\r\n \t<li style=\"font-weight: 400;\">Participate in facilitated, expert-led discussions on how to architect your whole business system for speed, steering, and opportunity.<\/li>\r\n<\/ul>\r\nPlease include this invitation code ES25V on the Request to Attend form. As an additional benefit of participating in the Executive Summit, enjoy a complimentary pass to the ABC-ON!\u2122 business agility conference, June 15\u201317\u2014in Phoenix, Arizona at the AAA 4-Diamond JW Marriott Phoenix Desert Ridge Resort where we will have Josh Jones, Dan Atware, and Jalissa O\u2019Neill, as our distinguished keynote speakers.\r\n\r\nTo create a valuable exchange of ideas, this event is limited to 50 attendees. The event is\u00a0filling up fast, so please respond within the next few days.\r\n\r\nBest regards,\r\n\r\nDan Smith\r\n\r\nSenior VP\/ Sales\r\n\r\nABC Software\r\n\r\n<\/div>\r\n<h2>Claims<\/h2>\r\nFor a claim message, it is also best to state the major point as soon as possible. Use the subject line to express your reason for sending the message. For example, \u201cReturn Label for Order #123456.\u201d Then in the body of the message, immediately provide the details or justification for your request, \u201cPlease send a return label as soon as possible for my order #123456. The order, which I placed with your company on March 2, was for jeans with a 32\u2032 inseam and I received a 36\u2032 inseam instead.\u201d For the closing, give an appreciation and re-state the desired action, \u201cI will look forward to receiving the return label in the next few business days. Thank you for your quick response.\u201d\r\n<h2>Complaints<\/h2>\r\nComplaint messages are similar to request and claim messages. Get to the point right away in the subject line, justify and explain in the body of the message, and end with a clear description of your desired outcome.\r\n<div class=\"textbox shaded\">\r\n\r\nOctober 15, 2017\r\n\r\nTo: General Manager Best Eastern Hotels\r\n\r\nFrom: Sheila Eastman\r\n\r\nSubject: Erroneous Charge on My Stay October 4\r\n\r\nDear Mr. Smith,\r\n\r\nUpon receipt of my hotel bill from my stay on October 4, I noticed I had been mistakenly charged for a room service meal. I did not have room service during my brief stay and would expect an immediate credit in the amount of $64.73 to my credit card account.\r\n\r\nThank you for your prompt attention to this matter.\r\n\r\nBest regards,\r\n\r\nSheila Eastman\r\n\r\n<\/div>\r\n<h2>Adjustments<\/h2>\r\nAn adjustment message should begin with an immediate reference to the prior correspondence. As with all of the email messages we have discussed in this section, the main point should be stated right away. Also, the body of the message should provide details regarding how the request is being handled. Closing should be a positive statement referring to the good news of the adjustment.\r\n<div class=\"textbox shaded\">\r\n\r\nOctober 16, 2017\r\n\r\nTo: Sheila Eastmen\r\n\r\nFrom: Brian Smith\r\n\r\nSubject: Your Credit for the error on your October 4 bill\r\n\r\nDear Ms. Eastmen,\r\n\r\nThank you for your message of October 15 requesting a credit for a mistaken charge to your bill. After a quick review, you are quite correct about the error in your bill. A credit of $64.73 has been issued to your credit card company and should be reflected in your next statement.\r\n\r\nOn behalf of Best Eastern Hotels, we sincerely apologize and hope that our prompt response to your request restores your faith in our company.\r\n\r\nSincerely,\r\n\r\nBrian Smith\r\n\r\nGeneral Manager\r\n\r\nBest Eastern Hotels\r\n\r\n<\/div>\r\n<div class=\"textbox tryit\">\r\n<h3>Practice Question<\/h3>\r\nhttps:\/\/assess.lumenlearning.com\/practice\/13b3b0a3-5a84-4013-a355-49b62d42370d\r\n<\/div>","rendered":"<div class=\"textbox learning-objectives\">\n<h3>Learning Outcomes<\/h3>\n<ul>\n<li>Identify various types of external emails<\/li>\n<\/ul>\n<\/div>\n<p>Some of the most common types of external emails in business communication are requests, direct claims, complaints and adjustments. Business letters could be used for any or all of these categories, but email is usually the preferred method of conveying these messages.<\/p>\n<h2>Requests<\/h2>\n<p>Request messages should have direct subject lines: for example, \u201cAvailable for Conference January 5?\u201d Provide details of the request in the body of the message, \u201cWould you please get back to us on your availability to speak at our conference January 5? We have your talk featured to be given in the large conference room at the beginning of the conference at 9:00 a.m.\u201d Close your message with a call to action and an appreciation, \u201cYour presentation was the hit of the conference last year, and everyone is looking forward to your participation again. Please respond to us by December 9 so that we can finalize the invitations.\u201d<\/p>\n<p>Here is an example of an external request message:<\/p>\n<div class=\"textbox shaded\">\n<p>ABC Software<\/p>\n<p>To: Mike Scott<\/p>\n<p>CC: Western Sales Team<\/p>\n<p>Subject: Exclusive Event: Executive Summit On Business Agility<\/p>\n<p>Dear Mike,<\/p>\n<p>Senior leaders like you know that delivering faster is critical to adapt to rapidly shifting customer expectations, competitive shifts, and regulatory changes. If you\u2019re facing these challenges, then most likely, so are your peers.<\/p>\n<p>We thought you\u2019d be interested in attending ABCs upcoming \u201cExecutive Summit on Business Agility\u201d on June 15, where senior executives can engage with peers and co-create fresh ideas to solve their toughest business challenges.<\/p>\n<ul>\n<li style=\"font-weight: 400;\">Have meaningful, face-to-face interactions with other F500 senior leaders.<\/li>\n<li style=\"font-weight: 400;\">Learn directly from executives who are tackling similar blockers.<\/li>\n<li style=\"font-weight: 400;\">Participate in facilitated, expert-led discussions on how to architect your whole business system for speed, steering, and opportunity.<\/li>\n<\/ul>\n<p>Please include this invitation code ES25V on the Request to Attend form. As an additional benefit of participating in the Executive Summit, enjoy a complimentary pass to the ABC-ON!\u2122 business agility conference, June 15\u201317\u2014in Phoenix, Arizona at the AAA 4-Diamond JW Marriott Phoenix Desert Ridge Resort where we will have Josh Jones, Dan Atware, and Jalissa O\u2019Neill, as our distinguished keynote speakers.<\/p>\n<p>To create a valuable exchange of ideas, this event is limited to 50 attendees. The event is\u00a0filling up fast, so please respond within the next few days.<\/p>\n<p>Best regards,<\/p>\n<p>Dan Smith<\/p>\n<p>Senior VP\/ Sales<\/p>\n<p>ABC Software<\/p>\n<\/div>\n<h2>Claims<\/h2>\n<p>For a claim message, it is also best to state the major point as soon as possible. Use the subject line to express your reason for sending the message. For example, \u201cReturn Label for Order #123456.\u201d Then in the body of the message, immediately provide the details or justification for your request, \u201cPlease send a return label as soon as possible for my order #123456. The order, which I placed with your company on March 2, was for jeans with a 32\u2032 inseam and I received a 36\u2032 inseam instead.\u201d For the closing, give an appreciation and re-state the desired action, \u201cI will look forward to receiving the return label in the next few business days. Thank you for your quick response.\u201d<\/p>\n<h2>Complaints<\/h2>\n<p>Complaint messages are similar to request and claim messages. Get to the point right away in the subject line, justify and explain in the body of the message, and end with a clear description of your desired outcome.<\/p>\n<div class=\"textbox shaded\">\n<p>October 15, 2017<\/p>\n<p>To: General Manager Best Eastern Hotels<\/p>\n<p>From: Sheila Eastman<\/p>\n<p>Subject: Erroneous Charge on My Stay October 4<\/p>\n<p>Dear Mr. Smith,<\/p>\n<p>Upon receipt of my hotel bill from my stay on October 4, I noticed I had been mistakenly charged for a room service meal. I did not have room service during my brief stay and would expect an immediate credit in the amount of $64.73 to my credit card account.<\/p>\n<p>Thank you for your prompt attention to this matter.<\/p>\n<p>Best regards,<\/p>\n<p>Sheila Eastman<\/p>\n<\/div>\n<h2>Adjustments<\/h2>\n<p>An adjustment message should begin with an immediate reference to the prior correspondence. As with all of the email messages we have discussed in this section, the main point should be stated right away. Also, the body of the message should provide details regarding how the request is being handled. Closing should be a positive statement referring to the good news of the adjustment.<\/p>\n<div class=\"textbox shaded\">\n<p>October 16, 2017<\/p>\n<p>To: Sheila Eastmen<\/p>\n<p>From: Brian Smith<\/p>\n<p>Subject: Your Credit for the error on your October 4 bill<\/p>\n<p>Dear Ms. Eastmen,<\/p>\n<p>Thank you for your message of October 15 requesting a credit for a mistaken charge to your bill. After a quick review, you are quite correct about the error in your bill. A credit of $64.73 has been issued to your credit card company and should be reflected in your next statement.<\/p>\n<p>On behalf of Best Eastern Hotels, we sincerely apologize and hope that our prompt response to your request restores your faith in our company.<\/p>\n<p>Sincerely,<\/p>\n<p>Brian Smith<\/p>\n<p>General Manager<\/p>\n<p>Best Eastern Hotels<\/p>\n<\/div>\n<div class=\"textbox tryit\">\n<h3>Practice Question<\/h3>\n<p>\t<iframe id=\"assessment_practice_13b3b0a3-5a84-4013-a355-49b62d42370d\" class=\"resizable\" src=\"https:\/\/assess.lumenlearning.com\/practice\/13b3b0a3-5a84-4013-a355-49b62d42370d?iframe_resize_id=assessment_practice_id_13b3b0a3-5a84-4013-a355-49b62d42370d\" frameborder=\"0\" style=\"border:none;width:100%;height:100%;min-height:300px;\"><br \/>\n\t<\/iframe>\n<\/div>\n\n\t\t\t <section class=\"citations-section\" role=\"contentinfo\">\n\t\t\t <h3>Candela Citations<\/h3>\n\t\t\t\t\t <div>\n\t\t\t\t\t\t <div id=\"citation-list-1043\">\n\t\t\t\t\t\t\t <div class=\"licensing\"><div class=\"license-attribution-dropdown-subheading\">CC licensed content, Original<\/div><ul class=\"citation-list\"><li>Types of External Emails. <strong>Authored by<\/strong>: Robert Danielson. <strong>Provided by<\/strong>: Lumen Learning. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/licenses\/by\/4.0\/\">CC BY: Attribution<\/a><\/em><\/li><\/ul><\/div>\n\t\t\t\t\t\t <\/div>\n\t\t\t\t\t <\/div>\n\t\t\t <\/section>","protected":false},"author":17,"menu_order":14,"template":"","meta":{"_candela_citation":"[{\"type\":\"original\",\"description\":\"Types of External Emails\",\"author\":\"Robert Danielson\",\"organization\":\"Lumen Learning\",\"url\":\"\",\"project\":\"\",\"license\":\"cc-by\",\"license_terms\":\"\"}]","CANDELA_OUTCOMES_GUID":"210fd257-39b8-4a7a-aafb-df911c20ebb1, 3a0ec242-6a28-47ce-bb94-07dc0d39581c","pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"class_list":["post-1043","chapter","type-chapter","status-publish","hentry"],"part":281,"_links":{"self":[{"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/pressbooks\/v2\/chapters\/1043","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/wp\/v2\/users\/17"}],"version-history":[{"count":15,"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/pressbooks\/v2\/chapters\/1043\/revisions"}],"predecessor-version":[{"id":8120,"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/pressbooks\/v2\/chapters\/1043\/revisions\/8120"}],"part":[{"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/pressbooks\/v2\/parts\/281"}],"metadata":[{"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/pressbooks\/v2\/chapters\/1043\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/wp\/v2\/media?parent=1043"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/pressbooks\/v2\/chapter-type?post=1043"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/wp\/v2\/contributor?post=1043"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/wm-businesscommunicationmgrs\/wp-json\/wp\/v2\/license?post=1043"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}