Oxford Dictionary Notes on 'Writing Emails'
WRITING EMAILS
~ Emails vary in formality depending on how well you know the reader and what your status is in relation to them.
~ All emails should be polite, but they vary in level of politeness depending on who you are writing to and what you are asking them.
~ Writers use level of formality and politeness to achieve an appropriate tone.
~ Emails between colleagues of a similar status can be informal and personal, but should still be polite and friendly.
EMAIL ETIQUETTE
1. Always use a short, informative Subjective Line, not single general words e.g. Urgent or Enquiry.
2. Mention attachments and say what they contain. Don't leave the body of the email empty.
3. Acknowledge email attachments you receive. Thanks + your name is often enough.
4. Re-read your email before you send it to make sure it is understandable and not offensive.
WRITING BUSINESS EMAILS
Formal - An enquiry to a company - formal, polite
TIPS
Formal business emails are shorter and less formal than letters.
1. You should not use very informal language, incomplete sentences, exclamation marks or emoticons
2. You use contracted verb forms, except where first impressions are important.
3. You can become less formal as you establish a working relationship with somebody.
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To: office@trainersrus.com =
Cc: Andrea.penn@fgt.com =
Subject: Query about training DVDs =
=
Dear Mr Baxter =
=
I am the HR assistant at =
FeelGood Training plc. I am =
contacting you to say that =
we have received the =
promo material about your sales =
training DVDs and are interested in =
purchasing some. =
=
Could you please send us some more =
information regarding their content as =
we are not sure which would be =
the most useful for our staff. =
=
We would also require a price list =
and payment terms. =
=
Looking forward to your reply =
=
Regards =
Renata Klein =
=
Renata Klein, HR assistant =
FeelGood Training plc =
484 London Road.Uxbridge,UX3 6HO =
=
-----------------------------------------------------------------------
~ Greeting: Full name as this is the first contact with this company.
~ Abbreviations: Promo is acceptable in formal emails, as are asap, ad, re:(regarding).
~ Language: formal vocabulary: purchase
= buy, require = need,
Model verbs (could, would) make the request more formal and polite.
~ Ending: formal and friendly
~ Clear subject line
~ Opening: Introduce yourself (use your position, not your name) and explain why you are writing.
~ We rather than / makes the message less personal and more formal.
~ Close: Most writers use one before their name. Give your full name in the first email. The reader can use Renata or Ms Klein in a reply.
~ Signature: Give your position and contact details.
A REPLY - LESS FORMAL (Semi-formal), POLITE
--------------------------------------------------------------------------------------------------------------------------------------------------
To: Renata.klein@fgt.com
Subject: Re: Query about training DVDs
Dear Renata
Thank you for your interest in our training
material.
We're happy to provide you with more
detailed information regarding the contents of
the DVDs. Attached you'll find a PDF
containing a brochure plus purchasing
agreement where you'll find terms and
conditons are clearly explained.
Should you need help choosing a product to
suit your company's needs. please feel free
to contact us again. either email me or
alternatively you can speak to one of our
customer service team by calling 05 471 375 31.
Best regards
Jim
Jim Baxter,Marketing Manager
Trainers-R-Us
j.baxter@trainersrus.com
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~ Greeting and Closing: Jim chooses to use first names correspondence will now tend to be less formal.
~ Language sets a polite, semi-formal, friendly tone:
We're happy to...
Or We're pleased to...
~ Not: We're delighted to...
- Too formal for emails
~ Please feel free to...
~ Not: Please don't hesitate to... - too formal
~ Should you need help: more formal than 'If you...'
~ Opening: A formal, polite opening sentence is appropriate for the first reply.
~ Say what's in the attachment
~ Contracted forms: Can be used as the language is less formal now.
LANGUAGE BANK
-- GREETINGS
FORMAL:
-- Dear Ms Klein
-- Dear Professor Smith
-- Dear Chris White (if you don't know the gender).
-- Do not use title and first name: Dear Ms Mary.
-- Dear All (to a group)
-- FAO/For the attention of the Sales Manager
CLOSES:
-- Best wishes
-- Best regards
-- Regards + your full name.
-- Add position and contact details
REQUESTING ACTION
~ Very Polite
-- Would it be possible (for you) to send me...?/
-- I would be grateful if you could send me...
-- I was wondering if you have had a chance to do it yet.?
-- Would it be possible for me to come...?
-- I would really appreciate your help./I would be very grateful (indeed) for your help.
SEMI-FORMAL
-- Dear Renata
-- Dear All
CLOSES:
-- All the best
-- Best
-- Yours
-- Many thanks + your first name or your full name.
(or formal closes)
REQUESTING ACTION
~ Polite
-- Could you (please) send me...?/
-- Have you had a chance to [do it yet?]...?
-- Could I come...?
-- Thank you./Many thanks
INFORMAL
-- Hi/Hi Renata/Hello/Hello Renata
-- Hi everyone/Hello all
CLOSES:
-- Thanks
-- Cheers
-- Speak to you soon + your first name
REQUESTING ACTION
~ Informal Request
-- Can you send me...?/
-- P/s can you let me have...?
-- Have you [done it yet]?
-- Can I come...?
-- Thanks
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