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Email Writing Workbook 3

The document provides guidance on writing professional emails, including ranking levels of formality for salutations and closes, tips for changing informal language to formal language, examples of email subjects, components of a sample email, and common phrases for different parts of emails.

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Lakshya Dua
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0% found this document useful (0 votes)
233 views12 pages

Email Writing Workbook 3

The document provides guidance on writing professional emails, including ranking levels of formality for salutations and closes, tips for changing informal language to formal language, examples of email subjects, components of a sample email, and common phrases for different parts of emails.

Uploaded by

Lakshya Dua
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 12

Email Writing

Workbook

Cameron Jones
1

Example Salutations
■ _ Rank the following salutations in 2_ Dear Mr. Chan,
level of formality on a scale of 1 -5. ■ 2_ Dear Elizabeth,
5 is the most formal, 1 is the least 3_ Hello Ms. Mohammed.
formal. 1_ Dear colleagues,
■ You can use the same number 5_ Hi Mansoor,
more than once. 1_ [Person’s name only] Thomas,
1_ (No salutation. Just begin the email)
4_ Hello everyone!

Example Closes
■ Rank the following close in level of 4_ Yours sincerely,
formality on a scale of 1 -5. 1_ Cheers,
■ 5 is the most formal, 1 is the least 3_ Thanks!
formal. 4_ Sincerely,
■ You can use the same number 5_ Regards,
more than once. 1_ [Name only] Angela

Characteristics of Informal and Professional English

Email writing workshop created by Cameron Jones


2

Change the following from informal English into formal English


Informal Formal
Can you send me the I was wondering if you could please provide me with
minutes from yesterday’s the minutes from yesterday’s meeting? or Could you
meeting? please provide me with the minutes from
yesterday’s meeting when you get a chance?

Sorry, I can’t make it I am sorry that I am unable to attend tomorrow.


tomorrow.

See you next week. I look forward to seeing you next week.

Don’t forget to make sure all Do not forget to ensure all the participants sign in at
the participants sign in at the door.
the door.

I’m sorry to tell you that our I am sorry to inform you that our facilities will not be
facilities are not available available next week.
next week.

About the information Unfortunately we cannot provide you with the


you wanted, information you wished for.
unfortunately we cannot
provide it to you.

Email writing workshop created by Cameron Jones


3

With a partner, re-write this email using professional English


Hey everyone. Great news! We all received REALLY good feedback for our event
yesterday. Participants said they thought everyone was very helpful. I just want to
thank you guys for your hard work.

Also, there are some people that still haven’t given us back the keys from last week.

Lastly I wanted to let you know that my wife is undergoing surgery next week, so I will be
away until Thursday.
Hello everyone,

Great news!

We all got very good feedback on our event yesterday. Participants said they all found it
very helpful. I just want to thank you for your hard work.

Also, there are some people who haven't returned their keys from last week.

Finally, I wanted to let you all know that my wife is going to have surgery next week, so I'll
be back after Thursday.

Email writing workshop created by Cameron Jones


4

Provide a Subject Line for Each of the Following Email Excerpts


Subject: Event reminder.

Just a reminder about tomorrow’s event at 6:30 PM. Please make sure to order all
the food exactly two hours before the event begins.
Subject: Meeting Postponed.

Due to a scheduling conflict, tomorrow’s meeting is going to be postponed from 2:30


to 3:30. Thank you for your understanding!

Subject: Enquiry for availability.

Therefore, I am wondering whether your facilities will be available for event next
April? Our event will take place on April 12, from 2 – 4 PM, and we are expecting
approximately 300 guests.

Subject: Request for materials in advance.

In order to facilitate a smooth event, could you please provide us one week in
advance with your PowerPoint and a copy of any other materials you plan to use?

Email writing workshop created by Cameron Jones


5

Sample Email
Source: http://writingcenter.unc.edu/handouts/effective-e-mail-

communication/ Version 1 of Jane Doe’s E-mail:

Subject: tomorrow

As you know, tomorrow afternoon we’ll be meeting to discuss the status of all of
our current projects. Donuts will be provided. Be sure to arrive on time and bring
along the materials you have been working on this week—bring enough copies for
everyone. Some of these material might include your calendars, reports, and any
important e-mails you have sent. Also, I wanted to remind you that your parking
permit requests are due later this week; you should turn those in to Ms. Jones, and
if she is not at her desk when you stop by, you can e-mail them to her.

Version 2 of Jane Doe’s E-mail:

Subject: materials for Wed. staff meeting

Hello everyone,

For tomorrow’s 3 p.m. staff meeting in the conference room, please bring 15
copies of the following materials:

▪ Your project calendar


▪ A one-page report describing your progress so far
▪ A list of goals for the next month
▪ Copies of any progress report messages you have sent to clients this
past month

Finally, keep in mind that your parking permit requests are due later this week.
You should turn those in to Ms. Jones, and if she is not at her desk when you stop
by, you can e-mail them to her.

See you tomorrow,

Jane

Email writing workshop created by Cameron Jones


6

Email Writing Roleplay1


■ An email to a colleague giving news about a work project:

⮚ Ideas: progress of the project so far; problems and possible solutions; any budget
or staffing problems; likely outcome, any other ideas you have

■ An email to a colleague giving news about a meeting:


⮚ Ideas: the date has been changed; the agenda has been changed; there is some
important new information, any other ideas you have
 Subject: Project Update

Hi Jane,

I hope you are well. I wanted to send you an update on the project so far. The team
has been working hard and the project is progressing well. We have completed the
first phase of the project and are now moving on to phase two.

I will keep you updated as we continue to make progress.

Thanks and Regards,


Parul

 Subject: Meeting update

Hi John,

I hope you're doing well. I wanted to let you know that our scheduled meeting date
has been changed to Thursday, March 13th at 10:00am.

I look forward to seeing you then.

Regards,
Parul

1
Adapted from Email English, by Paul Emmerson, © Macmillan Publishers Limited 2004.

Email writing workshop created by Cameron Jones


7

COMMON PHRASE GUIDE


Attachments

⮚ “Please find attached the 2015 wage summary report”


⮚ “I am enclosing a copy of the report with this email for your
perusal.” ⮚ “Enclosed with this email you will find a copy of your 2015
tax return.” ⮚ “Attached is the agenda for Thursday’s meeting, as per
your request.”

Making Requests

⮚ Could you please provide us with more detailed information so that we can discuss
it and get back to you?”
⮚ “Would it be possible to meet and discuss this issue, perhaps by this Friday?” ⮚
“Would you be able to give us a copy of your report from yesterday's presentation?”
⮚ “I am looking for more information regarding our 2015 Mexican sales numbers, and
I am wondering if you would be able to provide this to us?”

Levels of Politeness when Making Requests

very polite I would be grateful if you could send me … I would appreciate if


you could …

Polite Could you please …?


Could you send me …, please?

polite but direct Could you send me …?


Would you be able to …?

more direct Please send me …


Please meet me …

Email writing workshop created by Cameron Jones


8
Common Phrases for Concluding an Email

⮚ “I am hoping to hear from you at your earliest convenience.”


⮚ “Please have a look over the attached recruitment poster and let me know
your feedback.”
⮚ “I look forward to hearing from you.”
⮚ “Please let me know if you have any questions about this email.”
⮚ “Thank you for your support!”

Email writing workshop created by Cameron Jones


9
Common Mistakes2
Underline the correct or most appropriate word.

EMAIL 1

I am writing with (1) connection/reference/regarding to our telephone conversation this


morning about your order 7895LG. I must (2) regret/apologize/sorry for the delay in
processing this order. I can now confirm that the goods have been shipped and should (3)
arrive/reach/deliver you within 10 working days. We have taken special (4)
care/attention/caution to make sure that the items are exactly as you requested.
Once again, please (5) take/have/accept our apologies. If you have any further
questions, do not (6) stop/fail/hesitate to contact me again.

EMAIL 2

I was (1) sorry/unhappy/afraid to hear about the damage to the products that you received
this morning. However, I am (2) afraid/apologize/regret that we cannot (3)
accept/except/have responsibility in this (4) topic/material/matter. All our products are (5)
controlled/checked/looked very carefully before leaving the factory, and the damage in this
case must have been caused in transit. I (6) propose/suggest/tell that you contact the
shipping company directly about possible compensation.
In the meantime, we can ship the same order to you again, if it would help. If you give us
a firm instruction to do so (7) until/by/within the next few days, it should reach you (8)
until/by/within the end of the month.

EMAIL 3

I am writing to you (1) affecting/connecting/concerning the meeting that we (2)


combined/appointed/arranged for this Friday. I am afraid something urgent has come up
and I will not be able to attend. Can we (3) cancel/postpone/schedule the meeting until
next week? I can make any time Wednesday or Thursday.
I apologize for any (4) disadvantage/inconvenience/unfortunate this may cause, and I (5)
look forward/wait/anticipate to (6) hear/hearing/know from you.

2
Adapted from Email English, by Paul Emmerson, © Macmillan Publishers Limited 2004

Email writing workshop created by Cameron Jones


10
Final Exercise: Arranging a Meeting3
You are going to write two emails: the first trying to arrange a meeting; the second
responding to somebody else who is trying to meet with you.

EMAIL 1

Write to a representative of another organization to arrange a meeting.


Prepare the situation using the questions below. The information can be real or
imaginary.
• What is your organization? What services do you offer?
• What is the meeting about? Why is it happening?
• Who are you writing to? Why do they need to be at the meeting? •
What day, time and place will you suggest? (e.g. your own office)
• Do you need to include a reference to where your organization is, or how to find it?
• Do you need to include a reference to how they will get to the meeting? (e.g.
pickup)
• Do you want them to take any action before the meeting? Ideas: bring something;
prepare something; tell you about possible agenda items.
• Ask for a quick reply.

Now write the email.

When you finish, work with a partner. Check each other’s grammar, spelling,
punctuation and style. Is everything clear, well-structured and easy to understand?

3
Adapted from Email English, by Paul Emmerson, © Macmillan Publishers Limited 2004

Email writing workshop created by Cameron Jones


11

Email 1
From: [email protected]
To: [email protected]

Subject: Meeting Request.

Hi Rick,

I hope this email finds you well. My name is Paul and I am the Marketing Director of Weasley
Rubber. We're in the business of making tires and we offer world class tires for all vehicles from a
cycle to a plane. We want to discuss how we can help you grow your business.

We have recently launched a new all-weather tire for road vehicles, and we would like to discuss
ways to collaborate for the future with your organization.

We have already spoken to some of your colleagues about this introduction, and they have
expressed interest in our product as well. From there we got to know to reach their procurement
head and this is the purpose I’m writing to you Mr. Paxton.

I would really appreciate if you would be able to attend a meeting between Weasley Rubber and
Volkswagen on Oct 3rd at 10 am at our head office in Brampton.

Our head office in Brampton is situated at 452 McCrimmon Dr. and you can easily locate on a
GPS.

I have a few ideas for potential agenda items, but please feel free to share any thoughts or
concerns as well.

I would appreciate a quick response to see if this is possible.

Thank you,
Paul
Email writing workshop created by Cameron Jones
12

EMAIL 2
Exchange emails with a different partner. Write a reply to the email you receive.
Some ideas are given below, but adapt and change them as you wish. •
Thank them for their email.
• Agree that the meeting is important.
• Say that the time is not good for you, and suggest an alternative. •
Apologize for any inconvenience caused (if appropriate).
• Say that you will call them to finalize the arrangements.
• Respond to any other points in the email you received.

From: [email protected]
To: [email protected]

Subject: Re: Meeting Request

Hi Paul,

Thanks for your email. I appreciate you reaching out to me. It's a great idea to meet up
and discuss about our mutual interests.

I'm sorry to say that the time is not good for me at this point in time, but I am free next
Tuesday afternoon at 3 pm. Would this work for you?

If not, how about we talk on the phone tomorrow after 2 pm and discuss the agenda?

I apologize if this has caused any inconvenience to you.

Kind regards,
Rick Paxton

Email writing workshop created by Cameron Jones

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