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Workplace Communications
Writing Formal Emails
Agenda:1. Introductions2. Functions of formal emails3. Vocabulary shift4. Grammar shift5. Email structure6. Useful phrases
Do you agree or disagree?• If you can speak English well, you can write good
emails.
• One of the most important features of an email is the subject line.
• Using the “cc” option is a great way to inform others who are not directly involved.
• One reason for emailing is to reduce the response time.
Compare these interior styles
How are they connected with email styles?Images:Image Green http://bit.ly/1fGGBj2 by jinkazamah CC-BYImage Roberson Mansion Parlor Room http://bit.ly/1MVbq2d by StilfehlerCC BY-SA
Why do we write formal emails?
• To thank for something• To make a request/ ask a question• To offer help/ provide info• To complain/express dissatisfaction• To apologize• To express sympathy• To make suggestions
Vocabulary shiftInformal
Do you need a hand with anything?
Formal
Should you need any further assistance, do not hesitate to contact
us.
Images:Original image http://bit.ly/1VbdTqP by eridesign CC-BYImage San Francisco fence http://bit.ly/1PU9Hsq by pb3131 CC-BY
Vocabulary ShiftInformal
• get• put off• ask• put up• drop• inform• tons of• help• go up• thank
Formal
• obtain• postpone• request• tolerate• cancel• tell• many/much• assistance• Increase• appreciate
Grammar shiftInformal
Can you tell me?
Formal
Could you please provide me with some updates?
Images:Image T.Pot White Rice http://bit.ly/1i2xaMV by Calgary Reviews CC-BYImage Risotto time http://bit.ly/1Ihfli7 by John Athayde CC-BY
Grammar ShiftInformal
• Can I…?• I want• Tell me if you need help.
• Just a short note to let you know…
• Talk to you later…
Formal
• May I…?• I would like to• Should you need any
assistance, don’t hesitate to contact us.
• We are writing to inform you…
• We are looking forward to ….
Email Structure
Original image http://bit.ly/1MOnf91 by pahminu CC0
Five Parts of a Formal Email
Subject line
Greeting
Opening
Body
Conclusion
ClosingOriginal image http://bit.ly/1MOnf91 by pahminu CC0
Rate These Subject Lines
1. Hello.
2. Thank you!
3. My experiences at the school: thank you!
4. Important!
5. Job application
6. RE: Job application for e-Facilitator 2012
Greetings
• Dear Ms. Warner,• Dear Mr. Patel,• Dear Pamela,• Dear Robert,• Hi/Hello Mary,
Note: There is always a comma after the greeting!
Image Handshake – 2 men http://bit.ly/1WT3zWh by Flazingo Photos CC-BY-SA
Openings
• I am writing in relation to…• I am writing with regard to the sale of..• With reference to your email sent
(date)• It was a pleasure meeting you at…• Thank you for your email of (date)
concerning the conference…• I am writing on behalf of ….
Email Outline
Making a request• I would appreciate if you could…• I would be most grateful if you
would…• Would you be so kind and ….• I was wondering if you could…• Could you please• I would like to know...
Apologizing• We apologize for any inconvenience caused.• Please accept our sincere apologies.• Please let us know what we can do to
compensate you for the damages caused.• We will make sure that this will not happen
again in the future.• I am afraid I will not be able to attend the
conference.
Complaining• I am writing to express my dissatisfaction with…
/ to complain about…• I regret to say that I was not completely satisfied
with the room you provided us.• We regret to inform you that your payment is
considerably overdue.• I would like to receive a full refund and
compensation for the damages.• I am interested to hear how your company can
compensate us for the distress we suffered.
Being diplomatic
Joanne, I am still waiting for your reply!!!
Didn’t we agree to meet on TUESDAY?
We have a slight/minor/little
problem.Unfortunately, the mistake
is rather serious.
Images:Image Girl frown http://bit.ly/1JwvcKt by Steven Depolo CC-BYOriginal image http://bit.ly/1NIpPho by platinum portfolio CC-BY
Attaching files• I am attaching my CV for your
consideration.• I am sending you the brochure as an
attachment.• Please see the statement attached.• Please find attached the file you requested.• I am afraid I cannot open the file you have
sent me.• Could you send it again in … format?
Conclusion• I look forward to seeing you.• I look forward to hearing from you.• I look forward to meeting you.
Closing• Yours faithfully, (when you start with
Dear Sir/ Madam,)• Yours sincerely, (when you start with
the name e.g. Dear Ms Collins)• Sincerely yours, (AmE)• Sincerely, (AmE)• Yours truly, (AmE)
Email ChecklistO
utlin
e • Subject line• Opening• Topic 1 with Detail• Topic 2 with Detail• Conclusion• Closing Gr
amm
ar a
nd
Mec
hani
cs • Sentences begin with a capital letter.
• Sentences have proper punctuation.
• Spelling is correct.• There is a subject-
verb agreement in each sentence.
Email ChecklistGr
amm
ar a
nd M
echa
nics
• Sentences begin with a capital letter.
• Sentences have proper punctuation.
• Spelling is correct.
• There is a subject- verb agreement in each sentence.
Subject line: Thank you!
Dear Tina and Gary,
We just wanted to mentioned to you what a great
time we had at dinner the other night
You two are trully impressive cooks! We are still
talking about that delicious shrimp, and the cake
looks like something out of a magazine.
We always enjoys spending time with you all and the
kids get along great.
We’re looking forward to next time at our place!
Thanks so much,
Email ChecklistO
utlin
e • Subject line• Opening• Topic 1• Example -
Detail• Topic 2 with
Detail• Closing
Subject line: Thank you for the wonderful dinner last night!
Dear Tina and Gary,
We just wanted to mention to you what a great time
we had at dinner the other night.
You two are truly impressive cooks! We are still
talking about that delicious shrimp, and the cake
looked like something out of a magazine.
We always enjoy spending time with you all and the
kids get along great.
We’re looking forward to next time at our place!
Thanks so much,
Thank you!See you online!
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