FULL Period 1 4.1 Emails and Calendars A2

Emails and Calendars

Speaking activity: Pair up and discuss the last email you wrote or received and any recent meeting you have scheduled or attended. Try focusing on the words you use to decribe these actions.

Understanding Business Emails

- What is the basic structure of a business email:
  - Subject Line: Brief and to the point
  - Greeting: Dear [Name],
  - Body: Introduction, main message, closing
  - Closing: Best regards, [Your Name]

Email Greetings:

Formal Greetings:
- Dear [Mr./Ms./Dr. Last Name],
- To Whom It May Concern,
- Dear Sir/Madam,
Semi-Formal Greetings:
- Hello [First Name],
- Hi [First Name],
- Dear [First Name],
Informal Greetings:
- Hi there,
- Good Morning/Afternoon [First Name],

Email Closings:

Formal Closings:
- Sincerely,
- Yours faithfully,
- Respectfully,
Semi-Formal Closings:
- Best regards,
- Kind regards,
- Warm regards,
Informal Closings:
- Best,
- Cheers,
- Thanks,

Common Email Expressions and Vocabulary:

1. Requesting Information:
  - Could you please provide…?
  - I would like to know…
  - May I ask for…?
  - Could you let me know…?
2. Responding to Requests:
  - Thank you for your email.
  - I appreciate your prompt response.
  - Please find the information attached.
  - I am happy to provide…
3. Offering Assistance:
  - If you need any further information, please do not hesitate to contact me.
  - I am here to help with…
  - Should you require any assistance, feel free to reach out.
4. Scheduling Meetings:
  - Are you available on [day] at [time]?
  - Can we schedule a meeting for [day] at [time]?
  - I would like to arrange a meeting to discuss…
  - Please confirm your availability for…
5. Confirming Meetings:
  - This is to confirm our meeting on [day] at [time].
  - I look forward to our meeting on…
  - Please let me know if the scheduled time works for you.
6. Rescheduling or Canceling Meetings:
  - Unfortunately, I need to reschedule our meeting.
  - Could we move our meeting to [new date/time]?
  - I apologize, but I have to cancel our meeting on [day].
7. Attaching Documents:
  - Please find attached…
  - I have attached [document] for your review.
  - Attached you will find…
  - Enclosed is…
8. Expressing Gratitude:
  - Thank you for your time and consideration.
  - I appreciate your help with…
  - Thank you for your cooperation.
  - I am grateful for…
9. Closing Remarks:
  - Looking forward to your response.
  - I hope to hear from you soon.
  - Thank you for your attention to this matter.
  - Please let me know if you have any questions.

Example of a well written email:

Subject: Meeting Request for Project Discussion

Dear Mr. Smith,

I hope this email finds you well.

I am writing to request a meeting to discuss the upcoming project. Could you please let me know your availability next week? I am available on Monday and Wednesday afternoon.

Please find attached the project proposal for your review.

Thank you for your time and consideration. I look forward to your response.

Best regards,

[Your Name]
[Your Position]
[Your Contact Information]

Calendars

Calendar Vocabulary

Days of the Week:
- Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday
Months of the Year:
- January, February, March, April, May, June, July, August, September, October, November, December
Time Expressions:
- Morning, Afternoon, Evening, Night
- O’clock, Half past, Quarter past, Quarter to
- AM/PM
Common Phrases for Scheduling:
- Set up a meeting
- Schedule an appointment
- Arrange a conference call
- Book a room
- Check availability
- Send a calendar invite
- Confirm a meeting
- Reschedule an appointment
- Postpone a meeting
- Cancel a meeting
Describing Frequency:
- Daily, Weekly, Monthly, Yearly
- Every Monday, Every other day, Twice a week, Once a month
Describing Duration:
- One hour, 30 minutes, All day, Half-day
Meeting Types:
- Team meeting
- Client meeting
- Project meeting
- One-on-one meeting
- Virtual meeting
- Conference call
- Workshop
- Seminar
- Presentation
Common Actions:
- Join a meeting
- Host a meeting
- Attend a meeting
- Participate in a meeting
- Lead a discussion
- Take notes
- Follow up

Calendar-Related Expressions:

Scheduling Meetings:
- “Can we set up a meeting for [day] at [time]?”
- “Are you available for a meeting on [date]?”
- “I’d like to schedule a meeting to discuss [topic].”
- “Let’s arrange a conference call for [day] at [time].”
- “Could you check your availability for a meeting next week?”
Confirming Meetings:
- “This is to confirm our meeting on [day] at [time].”
- “I am writing to confirm our appointment scheduled for [date].”
- “Please confirm your availability for the meeting on [date].”
- “Looking forward to our meeting on [day].”
Rescheduling Meetings:
- “Unfortunately, I need to reschedule our meeting.”
- “Can we move our meeting to [new date/time]?”
- “I apologize for any inconvenience, but can we change our meeting time?”
- “Would it be possible to reschedule our meeting for a later date?”
Canceling Meetings:
- “I regret to inform you that I need to cancel our meeting on [date].”
- “Due to unforeseen circumstances, our meeting on [day] has been canceled.”
- “I apologize, but I have to cancel our appointment scheduled for [time].”
Proposing Meeting Times:
- “How about meeting on [day] at [time]?”
- “Would [day] at [time] work for you?”
- “I am available on [day] from [time] to [time].”
- “Can we tentatively schedule for [date]?”
Discussing Calendar Availability:
- “I am free on [day] at [time].”
- “I have an opening on [date] in the morning/afternoon.”
- “My calendar is booked on [day], but I am available the following day.”
- “Please let me know your availability for next week.”
Sending Calendar Invites:
- “I will send you a calendar invite for our meeting.”
- “Please accept the calendar invite for the scheduled meeting.”
- “I’ve added the meeting to our shared calendar.”
- “Check your calendar for the meeting invitation.”

Activity: On a separate sheet of paper (or a word) write a formal email to your secretary telling her the appointments, meetings … for the next month.

Discussion: You need to schedule a project update meeting with your team. The meeting should be one hour long and take place sometime next week. Discuss how you would write the email and how you would add this meeting to your calendar.

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