I.
Read the emails and choose the right purpose
From: Elisa Hays, Front Desk Supervisor
To: Front desk agents, Hotel Mediterranean
Subject: Reservation system
Sent: December 1,2020
It has come to my attention that several of you have experienced problems with the
reservation system recently. In order to address (solve) these problems, we need to compile a
complete list of the issues that each of you have encountered (faced). Please send me this list
at your earliest convenience.
Sincerely,
Elisa Hays
Front Desk Supervisor
1. What is the main purpose of the e-mail?
a. To describe a problem with the current reservation system
b. To gather information about problems with the reservation system
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To: Administrative Staff
Subject: Vacation
Sent: February 19,2020
Sheila Weston, the head administrative coordinator, will be out of the office from March 10-
15. We will need to redistribute her various tasks among the rest of the administrative staff
while she’s out. Also, please be advised that you must give at least two weeks’ notice of any
plans to take vacation.
Sincerely,
Daniel Olivares
Owner, Olivares Shipping, Inc.
2. What is the main purpose of the e-mail?
a. To inform employees about changes to the vacation policy
b. To explain an employee’s extended absence
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
From: Walter Terborg
To: Rita Chen
Subject: Application for employment
Sent: October 10,2020
Dear Ms. Chen:
Thank you for your interest in the accountant position at Garrison and Associates. I am
writing because your online application is currently in complete. To see which materials are
missing, please log in to your online account. Please feel free to contact me if you have any
questions about the position or the application process.
Thank you,
Walter Terborg, Human Resources
3. What is the main purpose of the e-mail?
a. To alert the recipient about a problem with her application
b. To inform the recipient that the application has been received
II. Understand the email
• Who wrote the e-mail?
• Who is the recipient of the e-mail?
• What is the writer’s position?
• What is the subject of the e-mail?
III. Rearrange the order
1. Conclude the e-mail.
2. Explain the purpose of your e-mail.
3. Address the third task as specified by the directions.
4. Introduce yourself if necessary.
5. Sign the e-mail as the role indicates.
6. Explain any further action that may be needed.
7. Address the first task as specified by the directions.
8. Greet the person the e-mail is directed to.
9. Address the second task as specified by the directions.
IV. Match the responds to the correct emails
1. RESPOND 1
[greeting]
Dear Mr. Olivares,
[opening statement] I just wanted to quickly respond to the e-mail you sent on February 19
regarding Ms. Weston’s absence, [supporting information 1 and 2] While Ms. Weston is
out, I can collect the employee timesheets and file incoming documents. Please let me know
if there is any other way I can help.
[supporting information 3] I also want to let you know that I plan to be on vacation from
April 3 to April. [concluding statement] Please tell me if you need more information about
my vacation plans.
[closing]
Sincerely,
Eric Redding, Administrative Assistant
2. RESPOND 2
[greeting]
Dear Mr.Terborg;
[opening statement] Thank you for the update on the status of my application, [supporting
information 1 and 2] Since receiving your e-mail on October 10,1 have sent the missing
materials by mail to your office. These materials include a list of references as well as an
updated resume.
[supporting information 3] If it is not a problem, I wanted to ask how much the accountant
position pays, [request for action] Thank you again for your previous e-mail, and please let
me know about the salary when you can.
[closing]
Best,
Rita Chen
3. RESPOND 3
[greeting]
Hello Ms. Hays,
[opening statement] I am writing in response to your e-mail dated December 1 regarding
problems with the reservation system, [supporting information 1] One problem that I had
was that the system lost reservation information, [supporting information 2] A second
problem was that the system shut down suddenly while I was using it. [supporting
information 3] Finally, the system did not allow me to make a new reservation, [concluding
statement] Please let me know if you require any further information.
[closing]
Sincerely,
Jaime Sanchez, Front Desk Agent
