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Writing emails
r (^) Emails vary in formality depending on how
well you knowthe reader and whatyour
status is in relation to them.
r (^) AIl emails should be polite, but theyvary in
level of politeness depending on who you are
writing to and what you^ are asking them.
- (^) Writers use 1evel of formality and politeness (^) to
achieve an appropriate tone.
r Emails beturcen colleagues of a similar status
can be inform\l and personal,^ but should still
be polite^ and friendly.
Email etiquette
o Always use a short, informative subject line.
not single general words e.g. lJrgent ot Enquiry.
r Mention attachments and say what they
contain. Don't leave the body of the email
empty.
o Acknowledge email attachments you receive.
Thonks +^ your^ name is often enough.
e Re-read your email before you send it to make
sure it is understandable and not offensive.
r You can use (^) contracted verb forms, (^) except
where first impressions are important.
o You can become less formal as you establish
a working relationship with somebody.
Writing business emails
Formal (^) -An enquiry (^) to a company (^) - formal, polite
Tips
Formal business emails are shorter and less
formal than letters.
r You should not use very in{ormal language,
incomplete sentences, exclamation marks or
emoticon5.
Greeting: full name as
this is the first contact with this company.
Abbreviations: promo
is acceptable in formal
emails, as are asap
(as soon (^) as possible),
od (advertisement),
re: (regarding)
Language: formal
vocabulary: purchose
= buy,^ require^ = need.
Modal verbs(could,
would) make the request
more formal and polite.
Ending: formal and
f riend ly
To: offi ce0trai (^) ners rus. com Cc: Andrea. penn@fgt. (^) com Subject: (^) Query about traìning DVDs
Dear 14r Baxter
I an the HR assistant at FeelGood (^) Traìnìng pìc. (^) I am contacti ng you (^) to say that tlre have^ received^ the promo material (^) about your^ (^) sales trainìng DVDs (^) and are interested in purchasinq (^) some.
Could you please send us some more informatjon (^) regardìng thei r content as ,|lte are not sure which would be the most usefu'l for our staff.
We would (^) also require a prìce (^) list
and payment^ terms.
Looking forward to your^ rep'ly
Rega rds
Renata Klein
Renata Klein, HR assjstant
FeelCood Traìning pìc
484 London Road,Uxbrìdge,UX3 6H
M. fgt, com
Clear subject line
Opening: introduce
yourself (use your position, not your name) and explain why you are
writing.
We rather than I makes the message less personal and moreformal
Close: Most writers use one before their name. Give your^ f ull name in the first email. The reader can use Renata or Ms Klein in a reply.
Signature: give^ your
position (^) and contact details.
A reply (^) - Less (^) formal (semi-formal),^ polite^ wru
Greeting and close:
Jim chooses^ to^ use^ first
names - correspond-
ence will now tend to be
less formal.
To: Renata. kì ei n@fgt. com
Subject: Re: (^) Query about trai nì ng DVDs
Dear Renata
Thank you^ for your^ interest in our training material. [,l/e' re happy to provi^ de you^ w"i th more detailed information regardìng the contents of the DVDS. Attached ,ciul,rl.rl:: find^ a^ PDF^ contaìnìng^ a brochure pìus^ purchasìng^ agreement where you'.''1.1, find terms and conditions are clear'ly expìained.
Should you need heìp choosing a product to suit your company's needs, pìease fee'l free to contact us agaìn. Either ema-il me or aìternatively you can speak to one of our customer service team by ca'Ilìng 05 471' 375 37.
Best regards lim
ljm Baxter, Marketìng lYanager
Trai ners-R-Us
j (^). baxter@trai nersrus. com
Opening: a formal,
polite opening sentence is appropriate for the first reply.
Say what's in the
attachment.
...!E
',,i§:r ::E!§
Language sets a polite,
semi-formal, friendly
tone:
> We're happy to...
o*We're pleased to...
NOT:
we+e4eWd-to...
> Please feel free to...
NOT:
HeaseAo#thesita+e
t€... - too formal
>Should you need
help: moretormal
lhan'lf you...'
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Language bank
Greetings
Formal Semi-formal lnformal
Dear Ms Klein/Dear Prot'essor Smith/Dear Chris Dear Renata Hi/Hi Renata/Hello/ White (iI^ you^ don't know the gender).^ Hello Renata
Do not use titl e a nd fir sl name'. Eear*|sMary
Dear All (to a group) Dear All Hi everyone/Hello^ all
FAO/Forthe attention of the Sales Manager
Closes
Bestwishes/Best regards/Regards +^ yourfull^ name. All^ the^ best/Best/Yours/^ Thanks/Cheers/Speak Add position and contact details. Many thanks + your^ first^ to^ you soon name or^ your^ full^ name.^ + your first^ name. (or formal closes) Requesting action
Very polite^ Polite^ lnformal^ request Would it be possible (for you)^ to send^ me^..^ .?/
I would be grateful^ if^ you could^ send me.^.^.
Could you^ (please)^ send Con you^ send me.^.^ .?/ me...? Pls^ can^ you let me have...
I was wondering if you have had^ a^ chance to do it yet?^ Have^ you had^ a^ chance
to [do it yet?]...
Have you [done it yet]?
Would it be possible^ for me^ to^ come...?^ Could^ lcome...7^ Can^ lcome...? I would really appreciote your help./l would^ be^ very^ Thankyou./Many^ thanks^ Thanks
grateJul (indeed) t'oryour help.
Using American style in emails
r If you are writing emails in an American English environment, the^ points about^ formaliry
politeness and tone on pages^ wT26 -27 sfrll apply. The^ language^ you^ use^ willbe^ very
similar. However, there are one or two things that you should^ be^ aware^ of,^ as^ shourn^ below.
Formality
The main difference between American and British style in emails^ is^ that^ US^ emails do
not use the very formal language that British emails often^ do and^ can be^ more direct.
Look at these examples:
British (formal)
lwould be grateful lf you could send your^ paymentto.
A list of fees can be found on our website.
Please don't hesitate to contact me.^.^.
American ,::::..:.,
Please send your payment^ to...
You can t'ind a listof fees on ourwebsite.,'r',,,r.r
Please feel free to contact me.
Business emails
Notice how the date is
written (BrE:1st,t2*os)^ , ;:;,, ITll]ilffi::§§:::::;; ""
Notice the use of full stoPs
and commas in these,,, (^) ,,,,,,
emai ls.,Use,f^ ull^ gop:^ aftel
abbfeViatiOnSr,'i, i^ ì^ :r,,ìì.^ :^ ìr:^ ì.ì
Use U5 spellings (e.9. customize, fl avor, center, etc.) consistently.
Date: o8/t9/
-1i Subje'.ct:,,--^
_*"0r"..
for customized train'ing
oear Li§ilMill§ri
I am wrìtìng to ask about the possìbìììty^ of
organìzìng a customìzed traìning program^ for
a group of five of our mid-level managers. We
would be jnterested^ ìn havìng them learn more
about staff recruìtment, project management, and
fundraìsìng practices 'in the American charity
Direct but polite questions using "you" are fine when
writingto Americans.
Close': Si n ce re ly yo u rs,^ or Sincerely, are good^ ways^ to close a business email.
Academic emails
Short, clear subject line
Close: courteous and^ fairly
formal
Attachments should be no
targer than 2MB, if possibte^ -q§(§i*::§&§§it
i I'm plannìng to submit the attached paper^ to
'-"' 'Markets -in Focus' next week. I wonder ìf it mìght
Use full stops after short , titles be possìbìe for us to meet to discuss'it before I
send jt^ off? I'd be very gratefuì^ for your^ comments
and advice. I'm available every day after 3p.m.,^ or
'in (^) the mornings on e'ither Tuesday or Thursday.
and nonprofìt sector. Could you^ please^ ìet me
know what scheduling and prìc'ing options are
available for a week-long course fuìfilling these
requi rements?
Sincereìy yours,
Ri sa Inyaka
New Creen Spacq, Japan
To: jacobì@bussch.^ cl^ emson. edu
From: rwagner@stud. clemson.^ edu
Date: 8/23/
Subject: Proposed meetjng this week
Attachments: mi f. doc
thanks,
h/agne r
Many Ross
