1.2.2 WRITING ADVANCED EMAILS
WRITING ADVANCED EMAILS
1.Warm-Up Discussion
- Briefly discuss in pairs: How often do you use email at work or in school?
1B.Discussion Questions
Take turns asking and answering questions. Ask follow-up questions like “Why do you think that?” or “Can you give an example?”
Emails and Purpose
- How often do you write professional emails? Who do you usually send them to?
- What is the main reason for your emails—giving information, asking for something, or arranging meetings?
Follow-up prompts:
- Can you give an example of an important email you sent recently?
- Do you find writing emails easy or difficult? Why?
Mistakes in Emails
- What mistakes can make an email seem rude or unclear?
- Can you give examples of phrases that might sound too direct or confusing?
Follow-up prompts:
- Have you ever received an email that was unclear? How did you feel?
- How do you make sure your emails are polite?
Tone in Emails
- Why is tone important in professional emails, and how can it change the reader’s understanding?
- Do you use a different tone depending on who you are writing to?
Follow-up prompts:
- Can you give an example of a time you changed your tone for someone?
- What happens if the tone is wrong in an email?
Clarifying Emails
- Have you ever had to ask for clarification or send a follow-up email because the first one was confusing?
- What could the writer have done to make the email clearer?
Follow-up prompts:
- How do you usually ask for clarification politely?
- Do you think emails can sometimes be misunderstood more than phone calls? Why?
2A.Useful Expressions for Advanced Emails
Opening/Referring:
I hope this message finds you well.
Further to our previous conversation…
I am writing in regard to…
Clarifying/Requesting:
I would appreciate it if you could…
For the sake of clarity, allow me to…
Could you kindly confirm…?
Emphasising/Persuading:
It is worth noting that…
What is particularly important is…
I would strongly suggest that…
Diplomacy/Softening tone:
While I understand your concerns…
With all due respect, I would propose…
There may have been a misunderstanding regarding…
2B.Speaking task:
In pairs, choose a situation and practice beginning the email orally using the expressions in Ex. 2A.
Examples:
- Requesting a deadline extension
- Apologising for a mistake
- Following up on an unanswered email
3A.Grammar Focus – Inversion for Emphasis and Style
In formal writing, inversion adds emphasis or formality:
Inversion means reversing the usual word order of a sentence, typically placing an auxiliary verb before the subject. This structure is mostly used in formal writing and speaking to add emphasis, drama, or a polished tone.
Common Expressions That Trigger Inversion:
| Expression | Example (Inversion) |
| Not only… but also | Not only did we fail to meet the deadline, but we also lost the client. |
| Seldom / Rarely / Hardly ever | Seldom have we received such a generous offer. |
| Under no circumstances | Under no circumstances should this document be shared. |
| At no point / In no way | At no point did she mention the deadline. |
| No sooner… than | No sooner had he left the office than the phone rang. |
| Scarcely / Hardly… when | Hardly had the email been sent when we received a reply. |
| Only then / Only when / Only after | Only after reading the fine print did we realise the mistake. |
| Little did I know / Little do they realise | Little did we know that the contract had already expired. |
| So + adjective… that | So urgent was the matter that we had to act immediately. |
| Neither… nor | Neither did she agree, nor did she offer an alternative. |
Key Grammar Rule:
With inversion, the auxiliary verb (do/does/did, have/has/had, should/would/could) comes before the subject:
🔁 Normal order:
We had never seen such disorganisation.
✅ Inversion:
Never had we seen such disorganisation.
3B.Practice Task: Transform the Sentences
3C. Gap-Fill Practice: Inversion
3D. Speaking Prompt
Look at the following scenarios. Think of 2–3 inverted sentences and say them aloud to make your message more polished:
You stayed at a 4-star hotel, but the room was dirty, and the staff was unhelpful.
Prompt: What inverted sentences could you include in a formal complaint email?
Examples students might try:
- Not only was the room unclean, but the staff were also unresponsive to my concerns.
- Rarely have I encountered such a disappointing level of service.
You are negotiating with a supplier who refuses to reduce their price or improve delivery times.
Prompt: What formal, persuasive inverted sentences could you use to express urgency or dissatisfaction?
Examples students might try:
- Under no circumstances can we accept such delays.
- Only by reducing the price can we continue this partnership.
Your team missed an important deadline due to miscommunication.
Prompt: What formal inverted sentences might help you sound more professional and sincere?
Examples students might try:
- Seldom have we missed a deadline in our five-year collaboration.
- Not until yesterday did we realise the extent of the confusion.
You need to ask a client for more time to deliver a project.
Prompt: How could you make your request sound more respectful and serious using inversion?
Examples students might try:
- Only with an extension can we ensure the high standards you expect.
- At no point did we intend to compromise on quality.
You had to cancel a company event due to budget cuts.
Prompt: Use inversion to explain the decision formally and clearly.
Examples students might try:
- Only after reviewing all options did we decide to cancel the event.
- Not until we received the final budget figures did we realise cancellation was necessary.
4A.Transform Informal Emails: Group Task
Rewrite the following emails using the formal expressions and inversion above. Rewrite using:
- Formal greeting
- Clarifying purpose
- Polite request
- Diplomatic tone
✉️ Email 1: Informal Complaint Email
Subject: Your hotel last weekend 😡
Hi,
I stayed at your hotel this weekend and honestly, it was terrible. The room was dirty, and the receptionist didn’t help at all. I’ve never seen such bad service. I want a refund as soon as possible.
Thanks,
Mark
✉️ Email 2: Informal Request for Extension
Subject: Need more time
Hey,
We’re not going to make the deadline. We tried, but there was too much going on. We need a few more days, or it’s not going to be done properly. Hope that’s okay.
Cheers,
Anna
4B. Follow-up Read the email you have written aloud with appropriate intonation and stress.
5A. Speaking Role-Plays – Email Scenarios
Choose a scenario and:
- Discuss what the tone and content should be.
- Plan the key ideas of the email.
- Orally explain how you’d write the email using at least 3 formal expressions and 1 inversion.
Scenario A: Client Complaint
A client received a damaged product and is very upset. You need to write a formal apology and offer a solution.
Scenario B: Missed Deadline
Your team failed to deliver a report to a partner company on time. You need to explain why and request understanding.
Scenario C: Late Payment
You need to write to a customer who has not paid their invoice in over 45 days. You want to be polite but firm.
Scenario D: Rescheduling a Meeting
You must reschedule a meeting with a high-profile client due to an internal emergency. The tone should be respectful and professional.
Scenario E: Asking for More Resources
You’re requesting extra staff from your manager to meet a tight project deadline. You need to justify the need formally.
5B.Writing & Peer Review
Choose one of the previous scenarios or a new one and write a short email (120–150 words). Try to use:
- Formal tone
- At least 3 useful expressions
- At least 1 inversion
Peer Feedback (in pairs):
- Is the tone appropriate?
- Are the expressions and grammar used effectively?
- How could the message be more polite, persuasive, or concise?
Politeness in English – BBC Masterclass
6A.Discussion
- How direct are people in your culture when giving opinions or saying no?
- Is it important to be polite in emails and meetings? Why?
6B.📺 Video
Watch the following video and answer the questions below.
https://www.youtube.com/watch?v=rQN4-l5AXE0
- What four situations does Sian talk about?
- What expressions or grammar forms did she use to soften the message?
- Did you notice any inverted sentences or modal verbs used politely?
6C. ✍️ Rewrite and Speak
Look at these sentences. What could you say to make them sound more formal/polite? Try to use some inversion that you have learnt in this topic.
e.g. “Send me the file now” – “Would you mind sending me the file as soon as possible?“
-
- Send me the file now.
- You’re completely wrong.
- There’s a mistake here.
- No, I won’t join your Zoom call.
- You missed the deadline again.
- Give me your feedback by tomorrow.
- This design isn’t good enough.
- You didn’t reply to my email.
- I can’t help you with that.
- You need to fix this immediately.