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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