Writing an email
This lesson is going to focus on
GET READY:
Before we start answer these questions
1. How should you begin and finish an email message to
someone you don't know?
2. match up the language register with the context in
which it should be used
1- formal A- to email a close friend.
2-informal B- writing to a prospective employer, to a tourist information center, an
online shop, a colleague.
1. Before you start writing an email, decide if you want to write a formal email or an
informal one.
2. 1-B
2-A
When you say an email address:
• remember that “@” is pronounced ‘at’ and . is pronounced 'dot'.
reservations@[Link] is ‘reservations at beach hotel bern dot
com’
• sometimes there is a “.” in the person's name.
[Link]@[Link] is ‘jeffery dot amherst at british council
dot org’
• “_ “ in an email address is called ‘underscore’. teaching_
job@english_academy.id is ‘teaching underscore job at English underscore
academy dot I D’.
Orally give your email addresses
Task: You've received the email below. Read it and answer these questions about it.
From: Samir
To: Sales Team 1. Who is the email from?
CC: Hatem Trabelsi; Patricia Bartlett a) Samir
Subject: RE: Meeting next week b) Sales Team
Attachments: New [Link] (376KB) c) Hatem Trabelsi
2. What is the name of the attachment?
Hello Sales Team, a) Sales Team
b) Meeting next week
I’ve got an idea for next week – see the attached c) New proposal
file. I’d like to hear what you think about my 3. What does the writer want you to do?
suggestion. a) contact Hatem and Patricia
I think Hatem and Patricia may be interested, so b) read the attachment
I’ve copied them in too. Let’s talk more at the c) organise a meeting
meeting next week. 4. Who has received the email?
Answers a) only you
Regards , 1. a) b) you and everyone in the Sales
Samir 2. c) Team
3. b) c) you, everyone in the Sales Team,
4. c) Hatem Trabelsi and Patricia
Bartlett
Things you can do with emails (1)
Complete the sentences with the right word.
Remember:
To: The primary recipient(s) who will see all the other recipients' addresses.
Cc (Carbon Copy): Additional recipients who will see all other recipients' addresses.
Bcc (Blind carbon Copy): Additional recipients who will not see any other recipient's
address.
Formal or informal?
Here are some important points to consider when starting and We write a formal email when we want to be polite, or
finishing an email. when we do not know the reader very well. A lot of work
emails are formal. We write informal emails when we
want to be friendly, or when we know the reader well. A
lot of social emails are informal. Here are some examples
of formal and informal messages:
Layout and punctuation
Starting an email: We normally write a comma after the opening phrase. We start a new line after the name of the
person we’re writing to.
Finishing an email: We normally write a comma after the closing phrase. We start a new line to write our name at the
end.
You also need to know which phrases to use only in a formal email or an informal one:
Task: Complete the email with these sentences
I look forward to meeting you / I look forward to receiving your application / We look forward to
working with you / I look forward to hearing from you soon.
Answers
1. I look forward to
receiving your
application
2. I look forward to
hearing from you
3. I look forward to
meeting you
4. I look forward to
working with you
When you write an email, you need to make clear why you are writing. You can do this by using
the phrase 'I am writing to (+ verb)' at the start of your email. Here are some examples:
ask for further details about ...
inform you that my new address is …
I am writing to complain about your customer service.
say thank you very much for all your
hard work.
apply for the position of a process
engineer .
Paragraphs
Emails are easier to read if the writer uses paragraphs.
A paragraph in an email is often two or three sentences long.
Each paragraph starts on a new line.
When you start writing about a new topic, you can start a new
paragraph.
Look at this example email to a hiring manager .
DOS DONT’S
• Use an informative subject line, Write ‘hello’ as your subject line.
which says what the email is about. • Write about irrelevant issues. The reader will soon hit ‘delete’ if
• Write the most important the email doesn’t get to the point.
information first. • Give personal information that you don’t want anyone else to
• Use numbers and bullet points to know.(The email could end up in the wrong hands)
make the message clearer. • Use capital letters to write whole words as in emails, this is
• Use simple grammar. Avoid things considered shouting.
like the passive. (As emails are a fast • Use different fonts in the email (the recipient’s computer may not
means of communication, they tend be compatible)
to be less wordy and complex than • Use Italics (the reason may be misunderstood, due to cultural
formal letters.) differences).
• Write short sentences. • Use exclamation marks.
• Use paragraphs to keep the email • Use abbreviations like coz and uni, as the recipient may not
clear and easy to understand understand them.
• Use acronyms like BTW for the same reason.
• Use smileys. They may be misunderstood and come across as
unprofessional.
• If you write 'CAN YOU LET ME KNOW THIS WEEK?' you are
basically shouting at your reader. They will think you are very
rude. So just don't do it.
Homework:
Write an Email to your teacher of English to complain for a mistake in the grading of
your answer sheet. You need to Cc your class president.
- teacher’s email address “dedemissengue@[Link]”