TBK- D BUSINESS ENGLISH

WRITING EFFECTIVE EMAILS

3.1 Basics:

Formal/Neutral style Informal style

Name Dear Mr/Mrs/Ms/Miss Jones, Hi/Hello Mary,

Dear Mary, Mary,

Previous contact Thank you for your email of ... Thanks for your email.
Further to your last email ... Re your email,....
I apologise for not getting in Sorry I haven’t written for ages,
contact with you before now. but I’ve been really busy.

Reason for writing I am writing in connection with … Just a short note about …
I am writing with regard to … I’m writing about …
In reply to your email, here are … Here’s the … you wanted.
Your name was given to me by … I got your name from …
We would like to point out that … Please note that …

Informing I am writing to let you know about … Just a note to say …

We are able to confirm that … We can confirm that …
I am delighted to tell you that … Good news!
We regret to inform you that … Unfortunately …

Attachments Please find attached my report. I’ve attached …

I’m sending you …as a pdf file. Here is the … you wanted.

Ask for information Could you give me some Can you tell me a little more about …
information about …
I would be interested in … I’d like to know …
I’m interested in receiving/finding Please send me …
out …

Requests I would be grateful if you could … Please …

I wonder if you could … Could you …?
Do you think I could have … ? Can I have …?
Thank you in advance for your I’d appreciate your help on this
help in this matter.

Promise action I will … I’ll …

I will investigate the matter. I’ll look into it.
I will contact you again shortly. I’ll get back to you soon.

Offer help Would you like me …? Do you want me to …?

If you wish, I would be happy to … Shall I …?
Let me know whether you would Let me know if you’d like me to …
like me to …

Final comments Thank you for your help.
Do not hesitate to contact us again
if you require further information.
Please feel free to contact me if you
have any questions. My direct line is ...
Thanks again for …
Let me know if you need anything
else.
Just give me a call if you have any
questions. My number is …

End I am looking forward to … (+ -ing) Looking forward to … (+ -ing)

Give my regards to … Best wishes to …
Speak to / See you soon

Close Yours faithfully, ( Dear Sir or Madam) Bye (for now), / All the best,
Yours sincerely, ( Dear Mr/Mrs/Miss/Ms..) Cheers,
With kind regards, ( Dear Mr/Mrs/Miss/Ms..)

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Email etiquette

In the more established communication media (e.g. mail and telephone) certain widely-observed
conventions have emerged. Such courtesies as when to use "yours sincerely" in a letter, or
announcing your name and/or number when you answer the telephone, are not just pointless
conventions, but help promote a sound basis for communication between the relevant parties.

Electronic mail, however, is a relatively new form of communication, and the number of new users is
increasing dramatically. As a consequence, few people are aware of appropriate conventions to use.
These conventions (often called "network etiquette", or "netiquette") recognise that it is very easy to
despatch email messages very quickly, and so little thought is often given as to how the message will
be received. This leads to the following code of good practice for email.

Good practice

1. Check your mail regularly. Ignoring a mail message is discourteous and confusing to the
sender.

2. Always reply, even if a brief acknowledgment is all you can manage. There is still sufficient
unreliability about email transmissions to create doubt in the mind of the sender that you ever
received it.

3. Reply promptly. Email systems often do not have the conventional "pending" trays of the
desktop, nor secretaries to remind you, so it may be easier to forget an email message.

4. Try to keep email messages fairly brief. Most people wouldn't choose a computer screen to
read text on in preference to a printed document, and it can get very tiring for some users. Try to
restrict yourself to one screen-full.

5. Make sure that the "subject" field of your email message is meaningful. Where someone
receives many messages, it can be very confusing and frustrating not to be able to judge the
subject matter correctly from its subject field. When you use the "reply" option, ensure that the
subject field (automatically filled in for you) still accurately reflects the content of your message.

6. Try to restrict yourself to one subject per message even if this means that you have to send
multiple messages if you have multiple subjects. This helps recipients to use the "subject" field to
manage the messages they have received.

7. Be very careful how you express yourself, especially if you feel heated about the subject (for
instance if you are shooting off a quick response to some issue). Email lacks the other cues and
clues that convey the sense in which what you say is to be taken, and you can easily convey the
wrong impression. If you meant something in jest, use a "smiley" [ :-) ] to convey that.

8. Remember that people other than the person to whom it's addressed may see your message;
ie recognise that anyone along the chain of distribution could get to see what you have said, and it
might even end up in someone else's hands.

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Common mistakes

Mistake 1: Thinking e-mail is good for everything

Don't let convenience blind you, sensitive issues, confidential information, provocative subjects and
areas of conflict are just a few of the messages that should be off-limits to email and dealt with via
phone or face-to-face.

Mistake 2: Not writing e-mail from the reader's perspective

Could your message be misinterpreted? Could an innocent tongue-in-cheek remark be misconstrued?
Re-read all your e-mails and become sensitive to their "tone" and how readers might interpret them.

Mistake 3: Forgetting about the importance of etiquette

It's always a good idea, no matter how rushed you are, to create a positive impression by using an
opening and closing (for example, Dear Mr. Smith or Regards, Joe Black), correcting sloppy grammar
and spelling, using a clear and descriptive subject line, and not using jargon and abbreviations that
might mystify the reader.

Mistake 4: CCing the world

Some people send CCs to others (e.g. by using “reply to all”) to gossip or to vent their frustrations.
This leads not only to traffic jams in others' in-boxes, but can also result in hurt feelings. When writing
e-mail, only cc those parties that are directly related to the situation or email message.

Mistake 5: Believing that an erased e-mail is gone forever

Even if you delete an e-mail message from your in-box, it is retrievable from the company's system,
the recipient's computer, or from the recipient's company's network. With technical know how, e-mails
can even be retrieved from your computer's hard drive. Learn to think of e-mail documents as
permanent.

Mistake 6: Assuming people have time to read your entire message

To be most effective, whenever possible, e-mail messages should contain all the most pertinent and
important data in the first paragraph. Most of us have a short attention span when reading from a
computer screen and if we think we know where the message is going, it's easy to save time and
move onto the next message without having read the nugget of information buried in the last
paragraph.
Always try to fit your email message on one screen.

Mistake 7: Mismatching the sender's tone

One of the toughest aspects of writing e-mail is developing a feeling of rapport - especially if you don't
know the person with whom you are corresponding. Writers with a formal, no-nonsense style usually
like a similar response. For others who take a more chatty and expressive approach to their emails,
respond in kind.

Mistake 8: Lack of a clear request

You know how frustrating it can be to read and reread an e-mail and not know what the sender really
wants, "Is it an FYI or do I need to do something?" Email senders take note; specific requests are
essential in email. Make sure yours are clearly defined, have a timeframe attached to them and
include any necessary background information. If your email isn't a request label it an FYI.

Mistake 9: Not re-reading before you hit 'send'

As any contractor knows the rule is "measure twice, cut once." By reading your e-mail over before you
send it you can catch and correct all sorts of mistakes before they get to the recipient and possibly
create a bad impression or put you and/or your company in hot water.

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Assignments

Assignment 1:

ATTACHMENTS

Write three very short emails referring to attachments.

Some ideas are given below, but adapt and change them as you wish.

• An email to colleagues about a report which you have attached as a Word document. Ask
them for comments by a certain date.

• A second email to the same people as in the above idea, saying that you forgot to attach the
report. Ask them to confirm that they have received it.

• An email to your staff with some forms attached that they have to complete and return to you
by a certain date. Say why it is important.

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

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Assignment 2:

GIVING NEWS

Write an email to a colleague or friend giving some recent news.

Some ideas are given below, but adapt and change them as you wish.

• An email to a colleague giving some news about a project.

Ideas: progress of the project; problems and possible solutions; any budget or staffing issues;
likely outcome.

• An email to a colleague giving some news about a meeting.

Ideas: the date has been changed; the agenda has been changed; there is some important
new information.

• An email to a friend giving some personal news.

Ideas: a new job; a new flat; a mutual friend who you met.

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

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Assignment 3:

COMMON MISTAKES

You are going to look at the text from three emails that contain words which can often be
confused.

Underline the correct or most appropriate word.

EMAIL 1

I am writing with (1) connection / reference / regarding to our telephone conversation this morning
about your order 7890FH. I must (2) regret / apologise / sorry for the delay in processing this order. I
can now confirm that the goods have been shipped and should (3) arrive / reach / deliver you within 10
working days. We have taken special (4) care / attention / caution to make sure that the items are
exactly as you requested.

Once again, please (5) take / have / accept our apologies. If you have any further questions, do not (6)
stop / fail / hesitate to contact me again.

EMAIL 2

I was (1) sorry / unhappy / afraid to hear about the damage to the products that you received this
morning. However, I am (2) afraid / apologise / regret that we cannot (3) accept / except / have
responsibility in this (4) topic / material / matter. All our products are (5) controlled / checked / looked
very carefully before leaving the factory, and the damage in this case must have been caused in
transit. I (6) propose / suggest / tell that you contact the shipping company directly about possible
compensation.

In the meantime, we can ship the same order to you again, if it would help. If you give us a firm
instruction to do so (7) until / by / within the next few days, the shipment should reach you (8) until / by
/ within the end of the month.

EMAIL 3

I am writing to you (1) affecting / connecting / concerning the meeting that we (2) combined /
appointed / arranged for this Friday. I am afraid something urgent has come up and I will not be able to
attend. Can we (3) cancel / postpone / schedule the meeting until next week? I can make any time
Wednesday or Thursday.

I apologise for any (4) disadvantage / inconvenience / unfortunate this may cause, and I (5) look
forward / wait / anticipate to (6) hear / hearing / know from you.

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Assignment 4:

FORMAL OR INFORMAL

You are going to write two emails on a similar topic, the first formal/neutral and the second
informal.

EMAIL 1

Write to a customer to tell them that the product/service they want is not available at the
moment.

Prepare the situation using the questions below. The information can be real or imaginary.

• What is your company’s business? What products/services do you offer?

• What is the particular product/service that you normally offer, but is not available at the
moment?
• Why?
• When is it going to be available again?
• Who is the customer that you are writing to? Why do they need your product/service?
• Are you going to promise any action, give additional information, offer help, or simply say that
you will tell them when the product/service is available again?

Now write your email in a formal/neutral style.

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

EMAIL 2

Write to a friend to tell them that you haven’t got something they want from you.

Prepare the situation using the questions below. The information can be real or imaginary.

• Who is your friend?

• What item do they want from you?
Ideas: they want to borrow a book that you have; they want you to make a copy of a CD that
you have.
• Why are you not able to give them this item at the moment?
Ideas: you have lent the book to someone else; your computer isn’t working to copy the CD.
• When can you give them the item?
• Are you going to promise any action, give additional information, offer help, or simply say that
you will tell them when you can give them the item?

Now write your email in an informal style.

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

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Assignment 5:

WRITE AN ‘APOLOGY’ EAMAIL

Some ideas are given below, but adapt and change them as you wish.

• An email to a customer apologising for a delay in sending some goods.

• Ideas: what are the goods? why did the delay happen? will you give the customer this reason?
when will you send the good? will you confirm shipping when it happens? will you take any
other action? can the customer contact you for more information?

• An email to a friend whose birthday you forgot.

Ideas: you were very busy at work, suggest meeting next week

• Use these questions to prepare a situation based on your job (real or imaginary)
o What do your own customers typically complain about?
o From your point of view, why does this happen?
o Do you give a reason when you apologise? What do you say?
o What action do you tell them you will take?

Now write a typical ‘apology’ email based on this situation.

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

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Assignment 6:

INFORMATION, ACTION, HELP

You are going to write two emails: the first asking for information; the second asking for
action.

EMAIL 1

Write an email to a business contact or colleague asking for information.

Prepare the situation using the questions below. The information can be real or imaginary.

• What is your company’s business? What products/services do you offer?

• What is your position in the company?
• What information do you want right now?
Ideas: the status of an order that you are waiting for; product information to give to a customer;
market information about a new country where you are going to do business; financial data to
write a report; hotel information for a business trip you are going to make.
• Who are you going to write to, to get this information?
Ideas: a colleague in another department / from another country; a customer; a supplier; your
line manager.
• Can you make your request for information more specific?
• Do you want to give any information to them? / promise action? / offer help?

Now write the email.

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

EMAIL 2

Write an email to a business contact or colleague asking for action.

Prepare the situation using the questions below. The information can be real or imaginary.

• What is your company’s business? What products / services do you offer?

• What is your position in the company?
• What action do you need right now?
Ideas: you need a customer to sign and return a contract you sent them by post; you need
colleagues to comment on a report you sent them some time ago; you need someone from IT
to check a problem on your computer; planning for a trade fair is running late and you need
someone to book a stand and order brochures.
• Who are you going to write to?
Ideas: a colleague in another department / from another country, your line manager.
• Can you make your request for action more specific?
• Apart from asking for action, do you want to give them any information? offer help?

Now write the email in an informal style.

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

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Assignment 7:

INQUIRIES AND ORDERS

Write an inquiry about some products / services you are interested in.

Some ideas are given below, but adapt and change them as you wish.

• An email to a real-life company asking about products / services that you are interested in.
Ideas: think about an email you might have to write for your job, perhaps look at their company
website on the Internet to see their full range of products / services.

• An email to a supplier of office equipment (perhaps a new, high-volume photocopier), or

computer equipment (perhaps new monitors for your computers).
Ideas: ask for a brochure and price list; ask for a visit from a sales representative.

• An email to a firm of accountants asking about their auditing service.

Ideas: you may want to use them next year as an alternative to your current auditors.

• Your own idea.

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

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Assignment 8:

INTERNAL MESSAGES

Write an ‘internal message’ email.

Some ideas are given below, but adapt and change them as you wish.

• An email to all staff about somebody who is coming to visit your organsation.
Ideas: basic information like dates and times; why the visit is important; any action you want
staff to take etc.

• An email to your line manager about a training course you would like to go on.
Ideas: what the course will teach you; why you would like to go; how you and the organisation
will benefit; basic information like the cost and dates; whether you want the company to pay all
or just pay a part of the cost etc.

• An email to all staff about a special event that is going to take place inside the organisation.
Ideas: a product launch? somebody leaving after long service? basic information like dates
and times; what will happen at the event; any action you want staff to take etc.

• An email to all staff announcing a change in policy or procedure.

Ideas: changes to the security procedures in the building? changes to Health and Safety
procedure? changes to some aspect of working conditions like office hours or lunch breaks?
changes to company policy about personal use of the Internet during working hours? changes
to some aspect of company perks like a mobile phone, laptop or health club membership
supplied by the company?

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

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Assignment 9:

NEGOTIATING A PROJECT

You are going to write two emails: the first to a freelancer/ small company asking them to work
with you on a particular job; the second a reply to a partner about a different job, in which you
take the role of a freelancer/small company yourself.

EMAIL 1:

You work for a large company that needs to employ a freelancer or small company for a
specific job. Write to the freelancer/small company about the job.

Prepare the situation using the questions below. The information can be real or imaginary.

• What is your company’s business? What products/services do you offer?

• What job or project needs a freelancer or small company?
Ideas: an IT project; auditing your books; some training for your staff; a legal service; a design
service.
• Who are you going to write to?
• How did you get their contact information?
Ideas: the Internet; recommendation from a colleague
• What exactly do you want this freelancer/small company to do?
• What do you need to know in terms of their charges, availability etc.?
• Do you have any specific questions to ask them about this job/project?
Ideas: some specialist knowledge that they have.

Now write the email.

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

EMAIL 2:

Exchange emails with a different partner. Now you are the freelancer/small company that your
partner needs to do the job. Write a reply to the email you receive.

Some ideas are given below, but adapt and change them as you wish.

• Thank them for their email.

• Say that you attach a file with some information about yourself.
Ideas: your publicity material; rates; list of clients etc.
• Ask questions about practical details that you need to know.
Ideas: dates? times? size of the job/project?
• Respond to any other points in the email you received.

Now write the email.

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

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Assignment 10:

APPLYING FOR A JOB

Write an email applying for a job.

Some ideas are given below, but adapt and change them as you wish.

a. Look in some newspapers/magazines or on the Internet for a job you might be interested in.

b. Think of a real-life job you would be interested in. It doesn’t matter if the position is not vacant
at the moment.

Structure your email as follows:

• Reason for writing

• Your background and experience

• The job itself, and why you would like to do it

• Refer to your CV

• Final comments (availability for an interview)

When you finish, check with a partner. Check each other’s grammar, spelling, punctuation and
style. Is everything clear, well-structured and easy to understand?

SOURCES

http://www.lse.ac.uk
http://jerz.setonhill.edu/writing
http://www.quality-service.com/training/write_email.html
http://www.businessenglishonline.net

all of which were consulted in February 2008

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