Period 1 2.1 Writing Profesional Emails
Writing Professional Emails
Activity: Read the email and discuss the following questions
Subject:
Request for Updated Pricing Information
Dear Ms. Johnson,
I hope this message finds you well. I am reaching out to inquire about the latest pricing updates for the office supplies we discussed in our last meeting on June 10th. As we are nearing the end of our fiscal quarter, we are finalizing our supply needs and budget for the upcoming months.
Could you please provide us with the updated price list for the items we specified, including any bulk purchase options or discounts that may be available? This information will greatly assist us in our procurement planning.
Additionally, if there are new products or alternatives that you think might meet our needs, please feel free to include details in your response.
We appreciate your prompt attention to this matter and look forward to continuing our partnership. Please let us know if you require further details from our side to facilitate this request.
Thank you in advance for your cooperation.
Warm regards,
John Doe
Chief Financial Officer
XYZ Corporation
[Phone Number]
[Email Address]
Questions:
- What phrases do you use in your emails when you want to be polite?
- How do you decide what to write in the subject line of an email?
- Why is it important to include a thank you in a professional email?
Writing Profesional emails: Words and Expresions
Greeting and Opening Lines
- Formal Greetings: “Dear Mr./Ms. [Last Name],”
- Less Formal Greetings: “Hello [First Name],”
- General Inquiry: “I hope this message finds you well.”
Stating the Purpose
- Requesting Information: “I am writing to inquire about…”
- Providing Information: “I am pleased to update you on…”
- Confirming Details: “I am writing to confirm…”
- Scheduling Meetings: “I would like to arrange a meeting to discuss…”
Making Requests
- Polite Requests: “Could you please send me…?”
- Direct but Polite: “I kindly request that you…”
- Urgent Requests: “I would appreciate your prompt response on…”
Offering Assistance or Information
- Offering Help: “Please let me know if I can assist you further.”
- Providing Clarification: “Should you need any further information, please do not hesitate to contact me.”
Responding to Requests
- Positive Response: “I am happy to inform you that…”
- Declining Politely: “Unfortunately, at this moment, we are unable to…”
- Asking for More Time: “Could you please give us until [date] to resolve this matter?”
Closing Lines
- Thanking: “Thank you for your attention to this matter.”
- Encouraging Further Communication: “I look forward to your reply.”
- Formal Goodbye: “Sincerely,” “Best regards,”
Apologies
- Apologizing: “I apologize for any inconvenience caused.”
- Formal Apology: “We sincerely regret any disruption this may have caused.”
Reminders
- Friendly Reminder: “I would like to remind you that…”
- Deadline Reminder: “As a reminder, the deadline for… is [date].”
Expressing Appreciation
- Appreciation for Assistance: “Thank you for your assistance with this matter.”
- Appreciation for Information: “Thank you for providing the requested information.”
Sign-Offs
- Professional Signature: “Warm regards,” “Yours faithfully,”
- Adding Contact Information: “Please feel free to contact me at [your phone number] or [your email].”
Activity: Email writing. Write one email about the one of the following topics using the vocabulary and expresions you just learned.
- Requesting Information
- Following Up on a Meeting
- Apologizing for a Delay