Email Writing Workbook 3
Email Writing Workbook 3
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
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.
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.
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.
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.
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?
Sample Email
Source: http://writingcenter.unc.edu/handouts/effective-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.
Hello everyone,
For tomorrow’s 3 p.m. staff meeting in the conference room, please bring 15
copies of the following materials:
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.
Jane
⮚ Ideas: progress of the project so far; problems and possible solutions; any budget
or staffing problems; likely outcome, any other ideas you have
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.
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.
Regards,
Parul
1
Adapted from Email English, by Paul Emmerson, © Macmillan Publishers Limited 2004.
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?”
EMAIL 1
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
2
Adapted from Email English, by Paul Emmerson, © Macmillan Publishers Limited 2004
EMAIL 1
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 1
From: [email protected]
To: [email protected]
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.
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]
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?
Kind regards,
Rick Paxton