Topic 1.2.1 Writing Profesional Emails
WRITING PROFESSIONAL EMAILS
Discussion
- How many emails do you receive each day?
- How many emails do you write every day?
- Are your emails mostly to clients or colleagues?
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:
- Is this a formal or informal email? What shows you that?
- Do you use any of the expressions used in this email?
Writing Professional emails: Words and Expressions
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].”
Discussion
Which of these expressions could be useful for you?
Do you find it easier to write formal or informal emails?
Some useful Idioms in email writing:
- Cut to the chase: Get to the point without wasting time.
- Touch base: To briefly make contact or update.
- Up in the air: Uncertain or unresolved.
- Ballpark figure: An approximate estimate.
- Get the ball rolling: To start something, especially a project or process.
- On the same page: To have a shared understanding or agreement.
- Bite the bullet: To endure a painful or otherwise unpleasant situation that is seen as unavoidable.
- Go the extra mile: To do more than what is expected or required.
Discussion:
- “Does anyone have a story about a difficult email they had to write? How did you handle it, and what did you learn from the experience?”
- “What tips can you give to a colleague who is struggling with writing professional emails?”
Activity: Email writing. Write one email about the one of the following topics using the vocabulary and expressions you just learned.
- Requesting Information
- Following Up on a Meeting
- Apologizing for a Delay