Saturday, June 30, 2012

Business Email Format

By
Taken from : http://www.buzzle.com/articles/business-email-format.html

The business email format is similar to the business memo and therefore, it won't be difficult to understand the basic rules. It is very important to follow a correct format of a business email, as it directly describes your personality. In case you write business email in a haphazard way, the reader will understand that you lack proper email etiquette. In order to reflect professionalism in your personality, you need to sharpen your skills.

The business email is a very important piece of communication and needs some formatting elements similar to a business letter. Let us see some business letter writing tips for an email.

Format of a Business Email

When writing the subject, it is important to use a shorter title in the email subject line. The title should aptly describe the content and the aim of your email. You should not unnecessarily state the email as urgent or high priority as the reader may not pay immediate attention the next time it really is a priority letter.

When you begin to type the body of the letter, it is not necessary to begin with a heading like return address, the readers address and the date. The business email format should be simple with left margin. Do not use special formatting and tabs unnecessarily. The tone of the letter should be kept formal and see that you use proper grammar and run spell check.

The letter should be brief and to the point. The letter should be at least less than 80 characters. Also, do not attach attachments until and unless expected by the recipient. If you do not know the person, you should address the recipient as Dear Production Manager:. For formal emails, one should use a colon, after the salutation. There should be no space before the colon and one space to be given after it. In case of British English, you can use a comma (,) instead of the colon (:) used in American English. Use the correct name of the person, if you know him/her. In case you are addressing a client, you can use To Whom it May Concern: or the usual Dear Sir or Madam:. If using just Dear as the salutation, there is no need to type a colon or comma after it.

Next comes the body of the letter. Make sure you write the 'what, who, when, where, why and how much' in less than 80 words. Do not keep fill the email with unnecessary details. People do not have time to read a long story and find the actual purpose of the business email received. Once you complete the body, you need to end the letter.

Choose the correct closing statement. You can write Sincerely, in case you don't know the person or write Yours truly, if you know the person well, like your boss. Type the closing salutation after the body, skipping one line. This means, you need to add one enter before typing the salutation. Make sure you do not miss the comma after the salutation. Then, in the next line type your full name. Do not add any punctuation after the name and on the next line give details about yourself. This means Director, Department of Botany, Alexis University. You could follow this with your address, telephone number, fax number, email address as well as link of any website related to your company or you. Let us now see a simple business letter template.
 
Business Email Template
Formatting a Business Email
Subject: ___________

Dear Sir,

Reference to your _______ dated ______ regarding ____, I would like to intimate that ___________. You will soon receive a detailed hard copy regarding the same.

For any further queries, please feel free to contact me on my email address or phone number xxx-xxxx.

Thanks and best regards,

Sender information
Sender Designation
Company Name
Contact number

PS: This is a computer generated message and thus bears no signatures.
 
Business Email Examples

Before we have a look at the correct format, let us have a look at an email that you should completely AVOID when writing a business email letter. This will give you an idea in differentiating between an excepted and correct business email letter and an unprofessional letter.
 
Example of a Bad Business Email
Subject: Some points to discuss

Hey people, We were thinking of changing a few things around the office. These things have bothered most of us and the management thinks it is time we take notice of these aspects. I know that we are all real busy but we should speak about these points in our next meeting. Also, many have not yet submitted the reports and the deadline is coming up in the next couple of days. So, make sure we all concentrate. Thanks, Benny Markson.

The above example is totally unprofessional and unexpected form of formal conversation. Although, you may have an informal atmosphere at your workplace, but when it comes to official written communication, one should follow certain rules. The above mail could have been better, if written in the following way:

Example of a Good Business Email
Subject: Discussion related to management policy and reminder for deadline due.

Dear Staff,
It has come to the notice of the management, there are certain policies that are not expectable by most of the employees. These policies are bothering most of the employees and this is affecting their general performance. Although, most of us have a busy schedule, we shall bring up the policy plans during our next weekly meeting.

It has also been found, the project is nearing its deadline and many have not yet completed their tasks at hand. Your problems and queries will be addressed in the next meeting as stated above. Thus, it will be better if we start concentrating on our project and give no opportunity to the client to complain. The management has full trust on its employees and we hope you will not disappoint us.

Thanks,

Benny Markson
HR Manager
Jackson Consultants

The above example is a correct way of addressing your employees. Apart from the above example, another sample of business email is discussed below:

Business Email Sample
To: "Anna Jones" <annajones@buzzle.com>
Cc: All Staff
From: "James Brown" jamesbrown@abcd.com
Subject: Welcome to our Hive!

Dear Anna,

Welcome to our Hive!

It is a pleasure to welcome you to the team of ___________. We are excited to have you join our team, and we hope that you will enjoy working with our company.

On the last Saturday of each month we hold a special staff party to welcome any new employees. Please be sure to come next week to meet all of our senior staff and any other new staff members who have joined ___________ this month. You will receive an e-mail regarding the same with further details.

If you have any questions during your training period, please do not hesitate to contact me. You can reach me at my email address or on my office line at 000-0001.

Warm regards,
James

Jackie Brown, Manager, Staff
jamesbrown@abcd.com
Tel: 000-0001

This was some information related to business email format that will help you draft business emails. Make sure the email is short and to the point. Leave out the smileys and fancy formatting as it does not suit a business email. I hope the letter writing tips related to a business email are useful to you.

Geofrey Chaucer's The Canterbury Tales

Geoffrey Chaucer (c.1343-1400)

Taken from: http://www.bbc.co.uk/history/historic_figures

Chaucer was the first great poet writing in English, whose best-known work is 'The Canterbury Tales'.

Geoffrey Chaucer was born between 1340 and 1345, probably in London. His father was a prosperous wine merchant. We do not know any details of his early life and education.

In 1357, he was a page to Elizabeth, Countess of Ulster, wife of Edward III's third son. Chaucer was captured by the French during the Brittany expedition of 1359, but was ransomed by the king. Edward III later sent him on diplomatic missions to France, Genoa and Florence. His travels exposed him to the work of authors such as Dante, Boccaccio and Froissart.

Around 1366, Chaucer married Philippa Roet, a lady-in-waiting in the queen's household. They are thought to have had three or four children. Philippa's sister, Katherine Swynford, later became the third wife of John of Gaunt, the king's fourth son and Chaucer's patron.

In 1374, Chaucer was appointed comptroller of the lucrative London customs. In 1386, he was elected member of parliament for Kent, and he also served as a justice of the peace. In 1389, he was made clerk of the king's works, overseeing royal building projects. He held a number of other royal posts, serving both Edward III and his successor Richard II.

Chaucer's first major work was 'The Book of the Duchess', an elegy for the first wife of his patron John of Gaunt. Other works include 'Parlement of Foules', 'The Legend of Good Women' and 'Troilus and Criseyde'. In 1387, he began his most famous work, 'The Canterbury Tales', in which a diverse group of people recount stories to pass the time on a pilgrimage to Canterbury. 

Chaucer disappears from the historical record in 1400, and is thought to have died soon after. He was buried in Westminster Abbey.

The Canterbury Tales  ----> Click Here to READ the TALES

 

Middle English Literature

From Wikipedia, the free encyclopedia

Middle English is the period in the history of the English language between the High and Late Middle Ages, or roughly during the four centuries between the late 11th and the late 15th century.

Middle English developed out of Late Old English in Norman England (1066–1154) and was spoken throughout the Plantagenet era (1154–1485). The Middle English period ended at about 1470, when the Chancery Standard, a form of London-based English, began to become widespread, a process aided by the introduction of the printing press to England by William Caxton in the late 1470s. By that time the variant of the Northumbrian dialect (prevalent in Northern England) spoken in southeast Scotland was developing into the Scots language. The language of England as used after 1470 and up to 1650 is known as Early Modern English.

Unlike Old English, which tended largely to adopt Late West Saxon scribal conventions in the period immediately before the Norman conquest of England, written Middle English displays a wide variety of scribal (and presumably dialectal) forms. This diversity suggests the gradual end of the role of Wessex as a focal point and trend-setter for writers and scribes, the emergence of more distinct local scribal styles and written dialects, and a general pattern of transition of activity over the centuries that followed, as Northumbria, East Anglia, and London successively emerged as major centres of literature, each with their own particular interests.

Middle English literature of the 12th and 13th centuries is comparatively rare, as written communication was usually in Anglo-Norman or in Medieval Latin. Middle English became much more important as a literary language during the 14th century, with poets such as Chaucer and Langland.
  
History

mportant texts for the reconstruction of the evolution of Middle English out of Old English are the Ormulum (12th century), the Ancrene Wisse and the Katherine Group (early 13th century, see AB language) and Ayenbite of Inwyt (ca. 1340).[1]
 
The second half of the 11th century is the transitional period from Late Old English to Early Middle English. Early Middle English is the language of the 12th and 13th centuries. Middle English is fully developed as a literary language by the second half of the 14th century. Late Middle English and the transition to Early Modern English takes place from the early 15th century and is taken to have been complete by the beginning of the Tudor period in 1485.

Transition from Old English

Norman in the Kingdom of England
The transfer of power in 1066 resulted in only limited culture shock; however, the top levels of English-speaking political and ecclesiastical hierarchies were removed. Their replacements spoke Norman and used Latin for administrative purposes. Thus Norman came into use as a language of polite discourse and literature, and this fundamentally altered the role of Old English in education and administration, even though many Normans of the early period were illiterate and depended on the clergy for written communication and record-keeping. Although Old English was by no means as standardised as modern English, its written forms were less subject to broad dialect variations than was post-Conquest English.[clarification needed] Even now, after nearly a thousand years, the Norman influence on the English language is still apparent, though it did not begin to affect Middle English until somewhat later.

Consider these pairs of Modern English words. The first of each pair is derived from Old English and the second is of Anglo-Norman origin: pig/pork, chicken/poultry, calf/veal, cow/beef, wood/forest, sheep/mutton, house/mansion, worthy/honourable, bold/courageous, freedom/liberty.[2]

The role of Anglo-Norman as the language of government and law can be seen in the abundance of Modern English words for the mechanisms of government which derive from Anglo-Norman: court, judge, jury, appeal, parliament. Also prevalent in Modern English are terms relating to the chivalric cultures which arose in the 12th century, an era of feudalism and crusading. Early on, this vocabulary of refined behaviour began to work its way into English: the word 'debonaire' appears in the 1137 Peterborough Chronicle; so too does 'castel' (castle) which appears in the above Biblical quotation, another import of the Normans, who made their mark on the English language as much as on the territory of England itself.

This period of trilingual activity developed much of the flexible triplicate synonymy of modern English. For instance, English has three words meaning roughly "of or relating to a king":
  • kingly from Old English,
  • royal from French and
  • regal from Latin.
Likewise, Norman and — later — French influences led to some interesting word pairs in English, such as the following, which both mean "someone who defends":
  • Warden from Norman, and
  • Guardian from French (Both "warden" and "guardian" are derived from Germanic.)
 Old and Middle English

The end of Anglo-Saxon rule did not of course change the language immediately. Although the most senior offices in the church were filled by Normans, Old English would continue to be used in chronicles such as the Peterborough Chronicle until the middle of the 12th century. The non-literate would have spoken the same dialects as before the Conquest, although these would be changing slowly until written records of them became available for study, which varies in different regions. Once the writing of Old English comes to an end, Middle English has no standard language, only dialects which derive from the dialects of the same regions in the Anglo-Saxon period.

Early Middle English

Early Middle English (1100–1300) has a largely Anglo-Saxon vocabulary (with many Norse borrowings in the northern parts of the country), but a greatly simplified inflectional system. The grammatical relations that were expressed in Old English by the dative and locative cases are replaced in Early Middle English with prepositional constructions. This replacement is, however, incomplete: the Old English genitive "-es" survives in the modern Saxon genitive—it is now called the "possessive": e.g., the form "dog's" for the longer "of the dog". But most of the other case endings disappeared in the Early Modern English period, including most of the roughly one dozen forms of the definite article ("the"). The dual grammatical number (expressing exactly two persons performing a task) also disappeared from English during the Early Modern English period (apart from personal pronouns), further simplifying the language.

Deeper changes occurred in the grammar. Gradually, the wealthy and the government anglicised again, although Norman (and subsequently French) remained the dominant language of literature and law for a few centuries, even after the loss of the majority of the continental possessions of the English monarchy. The new English language did not sound the same as the old; for, as well as undergoing changes in vocabulary, the complex system of inflected endings which Old English had, was gradually lost or simplified in the dialects of spoken Middle English. This change was gradually reflected in its increasingly diverse written forms as well. The loss of case endings was part of a general trend from inflections to fixed word order that also occurred in other Germanic languages, and therefore cannot be attributed simply to the influence of French-speaking sections of the population: English did, after all, remain the language of the vast majority. It is also argued[3] that Norse immigrants to England had a great impact on the loss of inflectional endings owing to their semi-mutually comprehensible (to the native English speakers) vocabulary, but lack of capability to reproduce their endings.

Late Middle English

The Late Middle English period was a time of upheaval in England. After the deposition of Richard II of England in 1399, the House of Plantagenet split into the House of Lancaster and the House of York, whose antagonism culminated in the Wars of the Roses (1455–1487). Stability came only gradually with the Tudor dynasty under Henry VII.
During this period, social change, men coming into positions of power, some of them from other parts of the country or from lower levels in society, resulted also in linguistic change. Towards the end of the 15th century a more modern English was starting to emerge. Printing began in England in the 1470s, which tended to stabilise the language. With a standardised, printed English Bible and Prayer Book being read to church congregations from the 1540s onward, a wider public became familiar with a standard language, and the era of Modern English was under way.

Chancery Standard

Chancery Standard was largely based on the London and East Midland dialects, for those areas were the political and demographic centres of gravity. However, it used other dialect forms where they made meanings clearer; for example, the northern "they", "their" and "them" (derived from Scandinavian forms) were used rather than the London "hi/they", "hir" and "hem." This was perhaps because the London forms could be confused with words such as he, her, and him. (However, the colloquial form written as "'em", as in "up and at 'em", may well represent a spoken survival of "hem" rather than a shortening of the Norse-derived "them".)

In its early stages of development, the clerks who used Chancery Standard would have been familiar with French and Latin, which must have influenced the forms they chose. Chancery Standard was not the only influence on later forms of English — its level of influence is disputed and a variety of spoken dialects continued to exist — but it provided a core around which Early Modern English could crystallise.

By the mid-15th century, Chancery Standard was used for most official purposes except by the Church (which used Latin) and for some legal purposes (for which Law French and some Latin were used). It was disseminated around England by bureaucrats on official business, and slowly gained prestige.
  
Construction

With its simplified case-ending system, the grammar of Middle English is much closer to that of modern English than that of Old English. Compared to other Germanic languages, it is probably most similar to that of modern West Frisian, one of English's closest relatives.

Nouns

Middle English retains only two distinct noun-ending patterns from the more complex system of inflection in Old English. The early Modern English words engel (angel) and name (name) demonstrate the two patterns:


strong weak

singular plural singular plural
nom/acc engel engles name namen
gen engles* engle(ne)** name namen
dat engle engle(s) name namen

Some nouns of the engel type have an -e in the nominative/accusative singular, like the weak declension, but otherwise strong endings. Often these are the same nouns that had an -e in the nominative/accusative singular of Old English. (These in turn inherited from Proto-Germanic ja-stem and i-stem nouns.)

The strong -(e)s plural form has survived into Modern English. The weak -(e)n form is now rare in the standard language, used only in oxen, children, brethren; and it is slightly less rare in some dialects, used in eyen for eyes, shoon for shoes, hosen for hose(s), kine for cows, and been for bees.

Verbs

As a general rule (and all these rules are general), the first person singular of verbs in the present tense ends in -e ("ich here" - "I hear"), the second person in -(e)st ("þou spekest" - "thou speakest"), and the third person in -eþ ("he comeþ" - "he cometh/he comes"). (þ is pronounced like the unvoiced th in "think"). Plural forms vary strongly by dialect, with southern dialects preserving the Old English -eþ, midland dialects showing -en from about 1200 onward, and northern forms using -es in the third person singular as well as the plural.[4]

In the past tense, weak verbs are formed by adding an -ed(e), -d(e) or -t(e) ending. These, without their personal endings, also form past participles, together with past-participle prefixes derived from Old English: i-, y- and sometimes bi-.

Strong verbs, by contrast, form their past tense by changing their stem vowel (e.g. binden -> bound), as in Modern English.

Sample texts

This passage explains the background to the Nativity:
Forrþrihht anan se time comm
  þatt ure Drihhtin wollde
ben borenn i þiss middellærd
  forr all mannkinne nede
he chæs himm sone kinnessmenn
  all swillke summ he wollde
and whær he wollde borenn ben
  he chæs all att hiss wille.
As soon as the time came
that our Lord wanted
to be born in this middle-earth
for the sake of all mankind,
at once he chose kinsmen for himself,
all just as he wanted,
and he decided that he would be born
exactly where he wished.







(3494–501)[5]

Wycliffe's Bible, 1384

From the Wycliffe's Bible, (1384):

 First version

1And it was don aftirward, and Jhesu made iorney by citees and castelis, prechinge and euangelysinge þe rewme of God, 2and twelue wiþ him; and summe wymmen þat weren heelid of wickide spiritis and syknessis, Marie, þat is clepid Mawdeleyn, of whom seuene deuelis wenten 3out, and Jone, þe wyf of Chuse, procuratour of Eroude, and Susanne, and manye oþere, whiche mynystriden to him of her riches.
—Luke ch.8, v.1–3
Second version

1And it was don aftirward, and Jhesus made iourney bi citees and castels, prechynge and euangelisynge þe rewme of 2God, and twelue wiþ hym; and sum wymmen þat weren heelid of wickid spiritis and sijknessis, Marie, þat is clepid Maudeleyn, of whom seuene deuelis 3wenten out, and Joone, þe wijf of Chuse, þe procuratoure of Eroude, and Susanne, and many oþir, þat mynystriden to hym of her ritchesse.
—Luke ch.8, v.1–3

And it came to pass afterward, that he went throughout every city and village, preaching and showing the glad tidings of the kingdom of God: and the twelve were with him, and certain women, which had been healed of evil spirits and infirmities, Mary called Magdalene, out of whom went seven devils, and Joanna the wife of Chuza Herod's steward, and Susanna, and many others, which ministered unto him of their substance.
—Translation of Luke ch.8 v.1–3, from the New Testament

 

Chaucer, 1390s

The following is the beginning of the general Prologue from The Canterbury Tales by Geoffrey Chaucer. The text was written in a dialect associated with London and spellings associated with the then-emergent Chancery Standard.



Original in Middle English:
Whan that Aprill, with his shoures soote
The droghte of March hath perced to the roote
And bathed every veyne in swich licour,
Of which vertu engendred is the flour;
Whan Zephirus eek with his sweete breeth
Inspired hath in every holt and heeth
The tendre croppes, and the yonge sonne
Hath in the Ram his halfe cours yronne,
And smale foweles maken melodye,
That slepen al the nyght with open ye
(So priketh hem Nature in hir corages);
Thanne longen folk to goon on pilgrimages
And palmeres for to seken straunge strondes
To ferne halwes, kowthe in sondry londes;
And specially from every shires ende
Of Engelond, to Caunterbury they wende,
The hooly blisful martir for to seke
That hem hath holpen, whan that they were seeke.

Translation into Modern English: 
(by Nevill Coghill)
When in April the sweet showers fall
And pierce the drought of March to the root, and all
The veins are bathed in liquor of such power
As brings about the engendering of the flower,
When also Zephyrus with his sweet breath
Exhales an air in every grove and heath
Upon the tender shoots, and the young sun
His half course in the sign of the Ram has run
And the small fowl are making melody
That sleep away the night with open eye,
(So nature pricks them and their heart engages)
Then folk long to go on pilgrimages,
And palmers long to seek the stranger strands
Of far off saints, hallowed in sundry lands,
And specially from every shires’ end
Of England, down to Canterbury they wend
The holy blissful martyr, quick
To give his help to them when they were sick

 Gower, 1390

The following is the beginning of the Prologue from Confessio Amantis by John Gower.



Original in Middle English:
Of hem that writen ous tofore
The bokes duelle, and we therfore
Ben tawht of that was write tho:
Forthi good is that we also
In oure tyme among ous hiere
Do wryte of newe som matiere,
Essampled of these olde wyse
So that it myhte in such a wyse,
Whan we ben dede and elleswhere,
Beleve to the worldes eere
In tyme comende after this.
Bot for men sein, and soth it is,
That who that al of wisdom writ
It dulleth ofte a mannes wit
To him that schal it aldai rede,
For thilke cause, if that ye rede,
I wolde go the middel weie
And wryte a bok betwen the tweie,
Somwhat of lust, somewhat of lore,
That of the lasse or of the more
Som man mai lyke of that I wryte:

Translation into Modern English: (by Richard Brodie)[7]
Of those who wrote before our lives
Their precious legacy survives;
From what was written then, we learn,
And so it’s well that we in turn,
In our allotted time on earth
Do write anew some things of worth,
Like those we from these sages cite,
So that such in like manner might,
When we have left this mortal sphere,
Remain for all the world to hear
In ages following our own.
But it is so that men are prone
To say that when one only reads
Of wisdom all day long, one breeds
A paucity of wit, and so
If you agree I’ll choose to go
Along a kind of middle ground
Sometimes I’ll write of things profound,
And sometimes for amusement’s sake
A lighter path of pleasure take
So all can something pleasing find.