GENERAL ENGLISH G
WRITING SUPPORT ENGINE ASSIGNMENT
ANSWER :
Writing Professional E-mails in English
Writing e-mails in English is a must-do exercise in the context of today's professional
activities. Translating English e-mails to Indonesian has risks. These include
misinterpretation, rigid formulations, and being too casual. So nowadays, writers must fluent
the procedure of speaking and corresponding in good and correct English. To avoid English
errors in correspondence, here is some useful knowledge. It will help you write professional
e-mails in English.
Who and what for?
Today, many company employees work for trade. They do so for partnerships, product
inquiries, and more. They must contact professionals or partners in the UK, America, or
elsewhere and so must speak English. Many employees must contact professionals or
partners in the UK, America, or elsewhere. They must speak English.
E-mail Subject
as in Indonesian, you should fill in the "Subject" field. It should be short and fit the message's
content. This field indicates the specific action or purpose of the e-mail correspondence.
When reading an e-mail's subject, the recipient should know if it is about an introduction, a
questionnaire, or a request for information. It could also be a reminder, a job application, a
billboard, a warning, or a question's answer.
A good way to choose the right "keywords" is to write the email subject after actually writing
the body of the message and reading it. Once you have chosen the e-mail's subject, ask
yourself a simple question: does the subject tell the recipient what the e-mail is about?
The beginning of e-mail
How well you know the other person, the hierarchy, and your past emails determine which
phrases you can use.
Greeting Words
Informal greetings: "Hello Mark" or "Hi Mark" (in an equal hierarchical context, after several
conversations). Formal greetings: "Dear Mark" (neutral), "Dear Mr. Smith" (very formal,
used for clients). Greetings to unknown recipients, e.g., when applying for a job: "To whom it
may concern," which means "To whom it may concern.".
Introductory Sentence and Message Body
The introductory sentence should give a precise sign of the purpose of the email, according to
the subject. You do not need to introduce yourself at the start of the email. The signature
provides exact information about your identity. You may also use some of the following
sentences in the body of the message.
Email introduction
"I'm writing in connection with" (+ e-mail subject)
"I am writing about" (+ e-mail subject)
"Your name (your email contact) was given to me by..." If you need more details,
"I am writing to you on behalf of..."
To answer
"Thank you for your consideration on that matter/about" (thanking the other person for
making the request).
"Thank you for your availability and quick answer."
Informative message (neutral, positive, or negative)
"I'm writing to let you know that." (neutral)
"I (we) am (are) delighted to tell you that." (positive information)
"We regret to inform you that." (information about our rejection of the interlocutor's request)
Inquiry
"I'd be very grateful if you could" (formal)
"Would you be so kind about?" (formal)
"Could you please..." (neutral)
A reminder or follow-up
"To this day, I haven't received any answer from you regarding...", "I would like to kindly
remind you that..."
"Further to..."
"Regarding..."
Gratitude
"We would like to express our gratitude for all your help in this matter." (very formal)
Questions related to information or clarification
"Could you give me some information or tell me more about..."
"I'm interested in receiving..."
"There are several points we don't quite understand regarding...", "Would you mind giving
more details about..."
Summarizing an e-mail
The permission for some phrases or sentences depends on the nature of the message.
"If you need any more help, please contact me." (used after providing information, usually
for clients)
"If you need any further information, feel free to contact me."
"Thank you in advance..."
"I look forward to hearing from you soon.".
Finally, write some polite phrases at the end of the email, such as "Yours " in Indonesian.
Here are the standard sentences to close an e-mail in English correspondence:
"Kind regards"
"Best regards"
"Regards" (between colleagues).
Sentences for Attached Documents
Four standard sentences:
"Please find attached."
"Hereby attached..."
"Please find enclosed" (rarely used)
"Please find below" (when pointing to a sentence or paragraph located below the email)
British English and American English
Some linguistic or orthographic features distinguish between British English and American
English. So, ask in advance what kind of English your correspondent speaks. This is to avoid
offending the other person. Some Americans don't like British English and vice versa. Some
English dictionaries sometimes mark the difference between British English and American
English.
Sentence Structure and Punctuation
To further clarify your professional e-mails in English, try using punctuation. It can
emphasize sentence structure.
Don't answer too.
Did you receive an e-mail in English? Take time to understand before answering it. Avoid the
English-Indonesian translators available on the Web. Web translators often translate word-for-
word, which can lead to misinterpretation and inaccuracy. Don't hesitate to use the sentence
formulation used by your interlocutor to write an email to you in English.
