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How to Write Emails in English
Emails are letters
• Usually shorter and less formal than letters, abbreviated forms
• In business world, you should try to appear more formal, not too casual
Write an effective subject line
• To catch reader‘s attention
• Brief and specific
• Avoid UPPERCASE
Begin with a greeting
• Depending on the formality of the relationship
• Dear Mr. Fox, Hello Monica
• To Whom It May Concern
Thank the recipient
• Replying to client‘s inquiry
Thank you for contacting ABC company
• Find anything to thank for
Thank you for your prompt reply
State your purpose
• If you are initiating the communication
• Make it clear early in the email
• Keep sentences short and clear
I‘m writing to enquire about…
Keep it short and to the point
• Eliminate all the information that is not necessary
• State the most relevant and interesting information first – people are busy
• Short paragraphs (3-5 sentences)
End with a closing
• Thank again
• Refer to future contact
• Closing line: Best regards, Sincerely
• Add your contact details
• Proofread for typos and mistakes
Automatic signature
Steve Edwards, Marketing Manager
ABCD Inc. Tel. +555-7654321 Fax +555-7654378 [email protected] www.abcd.com
Example of a formal email
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.
Jack Finley Sales Manager, Young Talent Inc. (709) 567 - 3498
Example of an informal email
Hi Tom,
Listen, we've been working on the Smith account and I was wondering if you could give me a hand? I need some inside information on recent developments over there. Do you think you could pass on any information you might have?
Thanks
Peter
Peter Thompsen Account Manager, Tri-State Accounting (698) 345 - 7843
Use the power of the internet
• Use live links in your emails
• Use grammar and spelling software to check for any errors
• Use synonyms dictionary, online dictionary, thesaurus
1. What are the four basic parts to a professional email? (Choose all that apply)
1. Subject line
2. Greeting
3. Closing
4. Email text
5. Conclusion
6. Introduction
7. Your email address
1. What are the four basic parts to a professional email? (Choose all that apply)
1. Subject line
2. Greeting
3. Closing
4. Email text
5. Conclusion
6. Introduction
7. Your email address
2. Which of these emails would be appropriate for business purposes?
2. Which of these emails would be appropriate for business purposes?
This email address clearly shows the full name and looks the most professional.
3. What are some of the DOs mentioned in this module? (Choose all that apply)
1. DO add words of appreciation especially when making requests.
2. DO write a clear subject line.
3. DO write 3-4 paragraphs in your email text.
4. DO add your recipient's email address before writing your email text.
3. What are some of the DOs mentioned in this module? (Choose all that apply)
1. DO add words of appreciation especially when making
requests. 2. DO write a clear subject line. 3. DO write 3-4 paragraphs in your email text. Неправильный ответ. Sometimes, long emails are needed. However in general, it is recommended to keep your email brief with just 1-2 paragraphs.
4. DO add your recipient's email address before writing your email text.
Неправильный ответ. It is recommended that you put in the recipient's email address after you have read and checked your email. Also, DON'T press send until you are completely satisfied with your email.
4. Which of the following sentences uses correct punctuation? Choose all that are correct
1. Maria, and I are roommates.
2. I worked in this company for more than 20 years
3. I have a dentist appointment on Monday, at noon.
4. My sister will move to Spain in July, 2017.
5. I,m so sorry for the delay.
6. My parents live in Cairo, Egypt.
7. My date of birth is September, 17, 1972.
8. I graduated from university on May 28, 2002.
4. Which of the following sentences uses correct punctuation? Choose all that are correct
1. Maria, and I are roommates.
2. I worked in this company for more than 20 years
3. I have a dentist appointment on Monday, at noon.
4. My sister will move to Spain in July, 2017.
5. I,m so sorry for the delay.
6. My parents live in Cairo, Egypt.
7. My date of birth is September, 17, 1972.
8. I graduated from university on May 28, 2002.
5. Read the following paragraph carefully. Which of the sentences use correct capitalization?
1. In my free time, i love to walk.
2. I usually walk every day.
3. Last Wednesday, I walked to my office.
4. Tomorrow I will walk to the Grocery Store.
5. It is about three miles.
6. walking is good exercise, so I am very healthy.
7. I hope to walk Every day.
5. Read the following paragraph carefully. Which of the sentences use correct capitalization?
1. In my free time, i love to walk.
2. I usually walk every day.
3. Last Wednesday, I walked to my office.
4. Tomorrow I will walk to the Grocery Store.
5. It is about three miles.
6. walking is good exercise, so I am very healthy.
7. I hope to walk Every day.
Resources for Punctuation & Capitalization
• The Purdue Online Writing Lab (OWL) website
• Punctuation (https://owl.english.purdue.edu/owl/resource/566/01/): This page includes great descriptions of how and when to use the major punctuation marks. Some of them even have links to separate videos on YouTube.
• Capitalization (https://owl.english.purdue.edu/owl/resource/592/01/): This page has a good basic list of how to use capital letters. It also shows some of the points I mentioned in the lecture. There are many useful examples included. You can see exactly what the rules are talking about.
• The Period (http://www.grammarbook.com/punctuation/periods.asp): This page explains the most common uses of the period, such as at the end of a sentence, in English.
Practice Games for Punctuation & Capitalization
• QUIA - Capitalization and Punctuation
• Grammar Blast - Capitalization and Punctuation
• Softschools.com - Capitalization and Punctuation
Home:
Write a letter to the employer, in which he/she asked you to write a few words about yourself, your interests and achievements. After writing, please read email a few times, look at each part of the email. All parts are appropriate for a business email? Is punctuation correctly used? Is capitalization correctly applied? For this assignment, please rewrite the following parts to reflect what you learned in this module. • Subject line • Greeting • Email Text • Closing & Signature Also, remember to apply the punctuation and capitalization rules we learned when you edit the email. By the end of the assignment, you should have a clearer and more professional email to send to me. [email protected] Good luck!
Thank you and good luck!
