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Business English - How To Write And Email In English

Home > PowerPoint Slides > Business English - How To Write And Email In English
Published in: AJAX Training | Business English | English
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This PowerPoint presentation contains some samples and tips on how to improve your writing in Business English.

Carlo N / Riyadh

10 years of teaching experience

Qualification: Bachelor of Secondary Education major in English

Teaches: English

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  1. How to Write an Email in English Formal and Informal
  2. Writing emails in English is a skill and a craft that can be as tricky as or networking. If small talk you're learning English, you might feel that your in learning how to write emails in English. But if you break down English emails into smaller parts and master the basic StructUres, you'll be able to write better emails in English in no time.
  3. Learning Objectives: At the end of this topic / lesson, you will be able to: know how to write a formal email in English know how to write an informal email in English understand the differences between formal and informal emails in English
  4. How to Write an Email in English Formal and Informal
  5. WRITING EMAILS IN ENGLISH How to write a formal email in English WRITE A CLEAR SUBJECT LINE he subject line of an email is the line of text that your recipient will see in their inbox before opening the email. So, you want to write the subject line in a way that quickly communicates what you want them to do or why they should open the email.
  6. First, place the most important words at the beginning: Request for more information Action needed: contract attached below • St • Invitation to apply: Outreach Intern • Event Coordinator Job Application Met at Networking Event: Resume Attached As you can see, there are no strict grammar or punctuation rules that you need to follow in the subject line of an email. Just make sure it looks consistent, and your spelling is correct.
  7. One thing you shouldn't do, though: Don't use all caps. It looks like you're shouting at people, and people in the professional world usually don't like it. Start • The greeting is the first line in the actual text of the email. If you can, make sure it's always addressed to an actual person. Remember that, with a greeting, we have to capitalize every word in the line. So, you can write, Hello [Name], Hi [Name], We don't insert a comma between "Hello" and the name, even though we do in all other cases ("Hello, Danny!").
  8. "Hi" or "hello" might sound informal, but both greetings are actually standard in a formal or business setting. If you feel like that's too informal, though, you can write: Dear [Name], If you don't have a name, here are a few other options, reetings, Hello there, Dear Hiring Manager, Dear Recruiting Director, Dear [Company Name] Team,
  9. If you do know the name of the person you're writing to, but you don't know them well, you can use an honorific like Ms., Mr., or Dr. if you're sure about their gender. But e sure to avo "Mrs. ' or a woman I you on t now her marital status. So, you can write: • Hello Ms. Johnson, • Dear Dr. Sanchez, If you aren't sure about their gender, it's perfectly okay to use a first name and last name.
  10. WRITE AN OPENING LINE The opening line is probably one of the hardest things to write in an email. But, as a polite gesture, it's an important way to set the tone of the email and show that You can use a phrase like, "l hope you are doing well," or hope you had a good weekend" but it's better if you can personalize it a bit more, like: I hope things in Tokyo are going well. I hope you have been enjoying the warm weather we're having. I hope you had a smooth trip back from Thailand. I hope you're surviving tax season.
  11. Another way to start an email is to ask a polite question, like: How are you? Have you been able to get settled in? How are things going in Dallas?
  12. WRITE THE BODY OF A FORMAL LETTER You'll probably find that most of the time, you write formal emails in English to people you don't know very well. And, of course, you're writing to give them a good impression of your professionalism and abilities. You can ask yourself: Do I need to remind them of who I am? Do I need to give them context for my request? Do I need to give them background information on the ideas I will propose or suggestions I make?
  13. 1. SHARE THE REASON FOR THE EMAIL •I'm reaching out because •As you may know, our department is currently looking for someone to... •A colleague of mine recently informed me about a job opening in your company, and so. •You mentioned in our last meeting that you wanted to focus on content strategy, so I suggest that... •2. MENTION THE ACTION NEEDED •Most emails that you send in a professional setting require some action. It's important to be a clear as you can about what action or actions you need the reader to take: Let me know what you think about my ideas/suggestions. Let me know when you WOU/d be available to meet next week. Please review the following attachments before our next meeting. Can you please review the agenda for the meeting and let me know if you have any suggestions?
  14. 3. WRITE YOUR CLOSING STATEMENT Before you end the email, take a sentence or two to make sure that you allow your reader to ask questions or reply: •Feel free to reach out if you have any questions. •Let me know if you need any clarification. •Please let me know if you have any feedback or suggestions. •Don 't hesitate to let me know if you need more time.
  15. How to end a formal email in English The closing, or sign-off, should reflect your professionalism and how familiar you are with the reader. But don't spend too much time worrying about the perfect sign-off. If you're ever in doubt, it's better to be a bit more formal than informal. When it comes to the closing, you only need to capitalize the first word of the line. Here are a few examples: •Best, •Warm regards, •Regards, •Thank you, •Sincerely, •Warmly, •Kind regards,
  16. Formal email example Here's an example of a formal email to give you a picture of how all the pieces come together. This is an example of a follow-up email after a meeting. Subject: [Strategy meeting follow up] Hello everyone, Thank you all again for attending our most recent strategy meeting. I was really impressed by the participation and ideas of everyone present. As promised, I've attached a copy of everything we discussed and some action items and goals that I'd like us all to think about in the upcoming months. Please review the attachment and discuss them with your respective teams. Then, I'd like an email update on how each of your departments intends to implement those goals by the end of the day next Friday. If you have any questions, or if, for any reason, you need more time, don't hesitate to reach out before Friday. Thank you, Anya Jensen
  17. How to write an informal email in English We usually write informal emails to friends, family, or people we know really well. We also write informal emails to quickly communicate a piece of information or share things with our coworkers. Write a friendly subject line The subject line still matters in an informal email, but you can use a friendlier tone: •Here's the schedule •Here's the video you asked about •Check out this article! •Read this!
  18. Start with a casual greeting When we're greeting someone in an informal email, we don't need to worry so much about what we say. We can use a casual "hey," or "hi," or we can just address them by name. We can also use more exclamation points or emoticons to express excitement and friendliness: •Hey [Name], •Hi [Name], •Hey there! •Hi!
  19. Write the body of the informal email When it comes to the body of an informal email in English, we can write as much or as little as we want. But, in terms of practicality, think about your reader. You still want to save them time, so it's best to be as brief as you can. Here's the schedule you asked for. Here's the video. Hope you enjoy it! The meeting's at 5:00 pm. See you there! Can you send me that file again? Thanks! How to end an informal email
  20. How to end an informal email In an informal email, don't worry too much about the closing! You can use these friendly sign-offs: See you later, Take care, See you soon, Thanks, Happy Friday, Have a good weekend!
  21. Informal email example 1 Hey Anya, Thanks for the notes. You're best! See you later, Kira the Informal email example 2 Hi Nancy! We loved seeing you at the conference. Let's catch up sometime soon. When are you free? Take care, Joann
  22. How can I practice writing emails in English? If you know that your English emails need work and want to improve, the best place to start is to look at your old emails. Take a look at what you've done right and the areas where you should improve. Then, get an English-speaking friend, language partner, or English teacher to look over your old emails. They can give you feedback about where you need to focus your practice. Next, practice writing sample emails! The great thing about emails is that they should be short, so commit to writing one or two emails in English every week. Send it to your teacher or a friend for feedback. Finally, if you can, commit to writing more English emails at work! Take any opportunity you can write formal or informal emails to your coworkers or other people. Not only will it impress your managers or colleagues, it will boost your confidence, too!
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