Email Writing

The Basics

Contents
1)
2)
3)
4)
5)
6)
7)
8)
9)

Register (formal/neutral/informal)
Missing words
Abbreviations
Opening and Closing
Endings
Subject Lines
Etiquette Dos and Donts
Key Phrases
Writing Exercise
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Register
1.
2.
3.

Formal
Standard/Neutral
Informal

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Formal
What are the characteristics?

Old-fashioned letter style

Impersonal
Polite and careful
Fixed expressions and long words
Grammar and punctuation important
Not common in emails (serious subjects)
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Neutral/Standard

Professional/work emails common!

Simple
Clear
Direct
Short sentences
Contractions (Ive = I have, etc.)
Quite personal
Not similar to speech (too direct)

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Informal

Between friends common

Similar to speech
Everyday words and conversational
Reader is more tolerant of bad grammar,
etc.
Includes personal news or funny comments

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Exercise
Rewrite the emails in your handout by
substituting the phrases in italics with more
informal phrases. Use contractions (e.g. Ill)
where appropriate.
Example
I am afraid I will not be able to attend the
meeting on Thursday.
Sorry I cant make it on Thursday.

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Formal words vs. informal words

Formal
assistance, due to, enquire, further, inform, information,
obtain/receive, occupation, possess, provide, repair,
request, requirements, reserve, verify

Informal
help, because of, ask, more, tell, facts, get, job, have,
give, fix, ask for, needs, book, check/prove

Notice longer words of Latin origin sound more

formal, and shorter words sound more informal.
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Missing words
Missing out words is common in emails and informal
speech. It happens where people know each other very
well and the situation is relaxed and friendly. The
meaning is clear from the context, so the full grammatical
form is not necessary.

Example
Thats a good idea!
I hope everything is ok. -

Good idea!
Hope everything is ok.

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Missing words exercise

1)
2)
3)
4)
5)
6)
7)
8)

I think your idea is great.

Ill speak to you later.
If you have any problems, give me a call.
Its a pity you cant come.
Your idea is good, but it needs clarification.
Are you going to the conference?
I will catch up with you sometime next week.
Friday would be better than Wednesday.

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Missing word rules

1.

2.

3.

4.

5.
6.

The subject I can be left out, especially with

mental verbs like think, hope, etc.
In a question, the subject you and the
auxiliary verb can be omitted.
The subject I and the auxiliary (be, have, will)
can be left out.
The words that or it can be left out, often
with a form of be as well.
The word the can occasionally be left out.
A form of be can be left out on its own.
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Put the missing words back into the

following email...

Great evening, wasnt it. Really enjoyed the meal, and nice to
see Mary and Roger again. Had a chance to speak to Lucy yet?
Dont worry if you havent, will be seeing her tomorrow.

About next week - film you suggested sounds great. Been

talking to some colleagues about it. Not sure about the day,
though. Tuesday might be difficult, Perhaps Wednesday better?
Let me know.

Going to my parents on weekend - looking forward to it. They

live in Chichester. Ever been there?

Sometime soon we need to talk about holiday plans for next

summer. Things still a bit uncertain at work. Might be possible to
take two weeks off in July, but cant be sure. Three weeks
impossible. A pity.

Anyway, got to go now. Hope youre well. See you next week.

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Abbreviations
Only use common abbreviations or abbreviations
you are sure the reader will understand!
Examples
i.e.
e.g.
NB
PS (postscript)
BTW (by the way)
asap (as soon as possible)
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Other abbreviated forms

Do not treat email as text messaging!
Cul8r
Qty
Recd
Pls
Wd
Hv
Otoh
Bw

= ?
= ?
= ?
= ?
= ?
= ?
= ?
= ?

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Opening and Closing

Some Beginnings

I am writing with regard to your recent email.

Thanks so much for your recent present.

Patricia, Ive just read your email.

I am writing with reference to our order number GK67.

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Some Endings

I look forward to receiving this information as soon as

possible.

Thanks again for the gift and give my regards to your

family.

Ill call you at the weekend to see how things are.

Should you require any further information, we will be

happy to assist you.
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Read the following sentences. Decide whether

they are beginnings or endings. Then decide
whether they are neutral or informal.
1.
2.
3.
4.
5.
6.
7.
8.

The computer network will be shut down for

maintenance at 5pm on Friday.
What a surprise how nice to hear from you?
Im so happy for you! Write again soon and tell me how
its going.
Just a quick note to say I really enjoyed last night.
Please find attached my report, as promised in
Mondays meeting.
Bye for now. See you soon.
I hope that everything is okay, but do not hesitate to
contact me if you need clarification.
We are writing to advise you about some changes in
our price list.
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Subject Lines
To consider the reader, use only one subject
per email.
The subject line should:
- be clear and short
- tell the reader exactly what is in
the email

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Example Email
Subject: Funded speaking engagement at Taichung University
Message:
Dear Dr. Lee,
My name is Joe Chen and I am the office manager for the Department of
Engineering at Taichung University. I am contacting you at the request of Dr.
Wang, the chair of the Department of Engineering to arrange for a speaking
engagement at our university.
We bring in some of the best minds in the field of Engineering each year to speak
to our graduating seniors. This year we hope that you will be able to join us.
The session will take place in the afternoon on Friday, March 5. If you are
interested please let me know at your earliest convenience. We can further
discuss funding, travel arrangements, and other specifics at that time.
Sincerely,
Joe

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Etiquette

Don't send private messages with the company

account
Use BCC if necessary
Be professional. Ensure your work emails don't
contain 'u', cul8r', ru', and/or several million other
texting/chatroom acronyms
Check tone
Don't use email when you are angry
Get clarification
Quoting Cut and paste the most relevant sentence
from the message to which you are responding

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Communicating & Effectiveness

Use meaningful subject lines

Be brief
Summarize
Cheat with templates
Use 'Reply All' when necessary
Remember the telephone
If it's urgent, say so
On vacation?
Proofread

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Email Attachments

Keep attachments small

Don't forward attachments
Include an excerpt
Send a link instead

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Informal but unclear

Hello,
I read on your web site that you offer Music CD copying for large
quantities of CDs. I'd like to inquire about the procedures
involved in these services. Are the files transferred online, or are
the titles sent by CD to you by standard mail? How long does it
usually take to produce approximately 500 copies? Are there
any discounts on such a large quantity?
Thank you for taking the time to answer my questions. I look
forward to your response.
Joe Thomson
Sales Manager, Young Talent Inc.
(509) 467 - 3458

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Clearer layout
Hello,
I read on your web site that you offer Music CD copying for large
quantities of CDs. Please could you tell me:

Are the files transferred online, or are the titles sent by CD to you
by standard mail?
How long does it usually take to produce approximately 500
copies?
Are there any discounts on such a large quantity?
Thank you for taking the time to answer my questions. I look
forward to your response.
Joe Thomson
Sales Manager, Young Talent Inc. (509) 467 - 3458

Adrian ODonnell Lado Business English Specialists

Important Points to Remember

Email is less formal than a written letter. Emails are

usually short and concise.
If you are writing to someone you don't know, a simple
"Hello" may be adequate. Using a salutation such as
"Dear Mr Smith," is very formal.
When writing to someone you know well, feel free to write
as if you are speaking to the person.
Use abbreviated verb forms (He's, We're, He'd, etc.)
It is not necessary to include your email address as the
recipient can just reply to the email.
Include a telephone number to the signature of the email.
This will give the recipient the chance to telephone if
necessary.

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Key Phrases I
Name

Dear Mr/Mrs/Ms Chen

Dear Eva

Hi/Hello Melissa

John, (or no name at all)

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Key Phrases II
Previous Contact

Thank you for your email of

Thanks for your email.

Further to your last email,

Re your email

Sorry, I havent written for ages, but Ive been really busy.

With reference to your email sent (date),

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Key Phrases III

Reason for email

We are writing to inform you that

Just a short note to let you know that

Im writing about

I am writing with regard to

Please note that

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Key Phrases IV
Good news

You will be pleased to hear that

We are able to confirm that

Good news!

We can confirm that

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Key Phrases V
Bad news/Apologising

I apologise for

We regret to inform you that

Sorry for

Unfortunately,

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Key Phrases VI
Requests

Id be grateful if you could

Please could you

Could you

Can I have

I wonder if you could

Do you think I could have

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Formal/Neutral Style
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.

What is your companys 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 etc?

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Check

Grammar
Spelling
Punctuation
Style
Is everything clear, well-structured and
easy to understand?

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Thank you!!

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