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LESSON PLAN
EFFECTIVE ENGLISH WRITING TECHNIQUES FOR E-MAIL CORRESPONDENCES
• Duration: 6 hours
• Venue: training Room
• Number of participants: 20-30
Training materials needed:
1. Flip Chart/White board
2. Markers
3. Notebook
4. Projector
5. Attendance Sheet
6. Writing materials with pens or pencils for participants
7. Communication skills assessment handouts
8. Evaluation handouts
NOTE: The training module has been made in English and as a trainer you will have to explain further
in Thai for the Rank and File staff and in some cases supervisory levels as well. As much as possible try
and make them understand the key words in English.
Welcome and introduce yourself to all the participants.
Begin the training with an ice-breaking / grouping activity. Play a grouping game called
“Synonym Game”. Prepare a set of small cards containing an English vocabulary item. In case of
20 participants, there can be a total of 4 groups each of which has 5 team members. Then,
prepare 4 sets of cards. The cards in each set (5 cards in each set) should contain an English
word and each word is a synonym to each other. For example,
Set 1: “Fast” / “Rapid” / “Prompt” / “Abrupt” / “Immediate”
Set 2: “Tremendous” / “Huge” / “Considerable” / “Stupendous” / “Massive”
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Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
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Set 3: “Ask” / “Enquire” / “Interrogate” / “Inquire” / “Query”
Set 4: “Gain” / “Obtain” / “Acquire” / “Receive” / “Get”
Distribute the vocabulary card to each participant and then give them 3 minutes to walk around
the classroom and try to find their own group members who are holding the card containing a
synonym to their word. Those who are in the wrong group should be penalized, probably in an
amusing way such as dancing in front of the class.
At the end of this warm-up game, you can explain the meaning of each set of synonym to the
class. This is to enhance their vocabulary knowledge.
SLIDE 1 – Introducing the topic of learning
EFFECTIVE ENGLISH WRITING TECHNIQUES FOR
E-MAIL CORRESPONDENCES
SLIDE 1
2
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 3-----------------------
This is the opening slide that must be shown before the start of the presentation. Explain the
purpose of this English language learning emphasizing how important it is to achieve the two-
way communication between sender and receiver. That is what the word “correspondence”
means.
SLIDE 2 – Structure of E-mail
STRUCTURE OF E-MAIL
Contents
subject Greeting
Attachment Action
Signature Ending
SLIDE 2
Provide an overall picture of what an e-mail should consist of. This diagram portrays what the
e-mail should begin with and what it should end with. The first component of e-mail writing is a
“subject” which is a summary of what the e-mail is about in a few words or written as a concise
phrase. Following the subject is a greeting part which is used to address the receiver. The next
3
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 4-----------------------
component is the “contents” of the e-mail or the actual message. As a part of the message, the
e-mail is usually written to seek or request an action from the receiver. In many occasions the
e-mail is sent with an attached file. Next, the e-mail usually ends with a sentence to thank or
apologise, depending on the situation. The final component of the e-mail is a “valediction” and
signature of the sender.
SLIDE 3 – Structure of an E-mail (Example)
Subject
greeting
contents
ending
action
signature
SLIDE 3
Before showing each label, ask the participants what each section of this e-mail is called
using the knowledge gained from the previous slide.
4
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 5-----------------------
SLIDE 4 – E-mail Subject
E-mail Subject
Please attend a meeting about budget at Hat Yai Room
Avoid using entire
Written as phrase Meeting about Budget capitalization as it can convey
negative connotation
concise
Hello Meeting Interview
Avoid general subjects
/ broad wording
How are
Greeting Proposal
you?
SLIDE 4
This is the first section to write in an e-mail, i.e. “E-mail Subject”. There are certain rules which
are applied to the writing of e-mail subject.
It should be written as a pharse, not a complete sentence.
It should be concisely written. Aviod writing general subjects or broad wording. To create a
clear picture, you are advised to show an example of a complete sentence in comparison to a
phrase. The first sentence given on the slide should be avoided as it is written as a complete
sentence. To make it consice and well-covered, key word(s) must be identified. Key word refers
to the words which carry primary meaning of the whole sentence.
5
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 6-----------------------
The examples given below illustrate those e-mail subjects which are broadly written. They do
not convey any specific meaning or provide any specific details.
To generate a better understanding, you may bring in some more examples of mixed phrases
and ask the participants which ones are considered appropriate or which ones are considered
too broad.
SLIDE 5 - E-mail Subject (continued)
E-mail Subject
Examples of catchy words:
(1) Exclusive (8) Beware
(2) Immediate
----------------------- Page 1-----------------------
LESSON PLAN
EFFECTIVE ENGLISH WRITING TECHNIQUES FOR E-MAIL CORRESPONDENCES
• Duration: 6 hours
• Venue: training Room
• Number of participants: 20-30
Training materials needed:
1. Flip Chart/White board
2. Markers
3. Notebook
4. Projector
5. Attendance Sheet
6. Writing materials with pens or pencils for participants
7. Communication skills assessment handouts
8. Evaluation handouts
NOTE: The training module has been made in English and as a trainer you will have to explain further
in Thai for the Rank and File staff and in some cases supervisory levels as well. As much as possible try
and make them understand the key words in English.
Welcome and introduce yourself to all the participants.
Begin the training with an ice-breaking / grouping activity. Play a grouping game called
“Synonym Game”. Prepare a set of small cards containing an English vocabulary item. In case of
20 participants, there can be a total of 4 groups each of which has 5 team members. Then,
prepare 4 sets of cards. The cards in each set (5 cards in each set) should contain an English
word and each word is a synonym to each other. For example,
Set 1: “Fast” / “Rapid” / “Prompt” / “Abrupt” / “Immediate”
Set 2: “Tremendous” / “Huge” / “Considerable” / “Stupendous” / “Massive”
1
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 2-----------------------
Set 3: “Ask” / “Enquire” / “Interrogate” / “Inquire” / “Query”
Set 4: “Gain” / “Obtain” / “Acquire” / “Receive” / “Get”
Distribute the vocabulary card to each participant and then give them 3 minutes to walk around
the classroom and try to find their own group members who are holding the card containing a
synonym to their word. Those who are in the wrong group should be penalized, probably in an
amusing way such as dancing in front of the class.
At the end of this warm-up game, you can explain the meaning of each set of synonym to the
class. This is to enhance their vocabulary knowledge.
SLIDE 1 – Introducing the topic of learning
EFFECTIVE ENGLISH WRITING TECHNIQUES FOR
E-MAIL CORRESPONDENCES
SLIDE 1
2
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 3-----------------------
This is the opening slide that must be shown before the start of the presentation. Explain the
purpose of this English language learning emphasizing how important it is to achieve the two-
way communication between sender and receiver. That is what the word “correspondence”
means.
SLIDE 2 – Structure of E-mail
STRUCTURE OF E-MAIL
Contents
subject Greeting
Attachment Action
Signature Ending
SLIDE 2
Provide an overall picture of what an e-mail should consist of. This diagram portrays what the
e-mail should begin with and what it should end with. The first component of e-mail writing is a
“subject” which is a summary of what the e-mail is about in a few words or written as a concise
phrase. Following the subject is a greeting part which is used to address the receiver. The next
3
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 4-----------------------
component is the “contents” of the e-mail or the actual message. As a part of the message, the
e-mail is usually written to seek or request an action from the receiver. In many occasions the
e-mail is sent with an attached file. Next, the e-mail usually ends with a sentence to thank or
apologise, depending on the situation. The final component of the e-mail is a “valediction” and
signature of the sender.
SLIDE 3 – Structure of an E-mail (Example)
Subject
greeting
contents
ending
action
signature
SLIDE 3
Before showing each label, ask the participants what each section of this e-mail is called
using the knowledge gained from the previous slide.
4
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 5-----------------------
SLIDE 4 – E-mail Subject
E-mail Subject
Please attend a meeting about budget at Hat Yai Room
Avoid using entire
Written as phrase Meeting about Budget capitalization as it can convey
negative connotation
concise
Hello Meeting Interview
Avoid general subjects
/ broad wording
How are
Greeting Proposal
you?
SLIDE 4
This is the first section to write in an e-mail, i.e. “E-mail Subject”. There are certain rules which
are applied to the writing of e-mail subject.
It should be written as a pharse, not a complete sentence.
It should be concisely written. Aviod writing general subjects or broad wording. To create a
clear picture, you are advised to show an example of a complete sentence in comparison to a
phrase. The first sentence given on the slide should be avoided as it is written as a complete
sentence. To make it consice and well-covered, key word(s) must be identified. Key word refers
to the words which carry primary meaning of the whole sentence.
5
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 6-----------------------
The examples given below illustrate those e-mail subjects which are broadly written. They do
not convey any specific meaning or provide any specific details.
To generate a better understanding, you may bring in some more examples of mixed phrases
and ask the participants which ones are considered appropriate or which ones are considered
too broad.
SLIDE 5 - E-mail Subject (continued)
E-mail Subject
Examples of catchy words:
(1) Exclusive (8) Beware
(2) Immediate
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