Business Emails

Email Beginnings

100

If you were writing your instructor (me, Greg Snow) an informal email, you could start with just "Greg,". If you hadn't met me before but wanted to email me, what would be the best opening?

Dear Mr. Snow

200

If you are starting a new email "conversation", you usually start by explaining the purpose of the email. Informally, you could start by saying: -I'm writing about. . . - I just wanted to talk to you about. . . - I just wanted to ask you about. . . -I just wanted to tell you about. . . How would you do this in a more formal email?

-I am writing in connection with. . . -I am writing with regard to. . .

300

If this is not the first email, phone call, or message of the "conversation", it is a good idea to refer to the previous contact. Informally, you might say: -Re: your last email. . . -Thanks for your (last) email. How would you do this in a more formal email?

-With regard to your email of (date),. . . -Further to your email of (date),. . . -In reply to your email of (date),. . .

400

If you were writing me (Greg Snow)to ask about your final exam, why would "Hello" or "Hello Greg" be a bad subject line (title)?

It doesn't explain the reason you are writing me or who you are. If you are writing a class instructor, the name and time of the class would be appropriate (remember I may have more than ONE Business English class). For example: Re: 9AM Business English Class Final Exam Also, a more specific subject line makes sure that the message isn't mistaken for spam, or simply ignored. If you were writing a company about a product order, the order number (ex. Re: Order 764431-005) would be appropriate.

500

If you don't know the name of the person that you are writing to, you can't start with, "Dear Mr./Mrs./Miss/Ms. *****". How would you begin instead?

-To whom it may concern -Dear (Corporate Finance/Accounting/Marketing. . .) Team -Dear Sir or Madam

Email Endings

100

If you are closing an email by saying thanking someone, "Thanks for your help" would be appropriate in an informal email. What would be suitable in a formal email?

-Thank you for your help -Thank you for your assistance in this matter -We appreciate your help in this matter

200

If you were writing your final comments, and wanted to say that the person could contact you again if they needed help, "Let me know if you need anything" would be good for an informal email What could you say in a formal email?

-Please feel free to contact me if you have any questions -Please feel free to contact me if you need any assistance -Do not hesitate to contact me if you require any more information -Do not hesitate to contact me if you need any assitance

300

If you were adding final comments/closing an email, and wanted to say "I hope to hear back from you soon" in a more formal way, what could you say?

-I am looking forward to your reply

400

Sometimes when you are writing an email, you want to send a greeting to someone else that you know (ex. a coworker of the person that you are writing to). In an informal email, you might say, "Say hello to (Mary) for me" or "Tell (Mary) that I said 'hi'". How would you say this in a formal email?

"Give my regards to (Mary)"

500

When you give your signature in a formal email, what information is usually included, and in what order?

-First and last name -Job Title -Company Ex: James Patterson Corporate Training Manager HM Electronics

Good News/Bad News and Can/Cannot

100

In the body of an email, sometimes you want to give good news. In an informal/neutral email, you might say something like, "Good News!. . ." How would you say this in a formal email?

-We are pleased to inform you that. . . -We are happy to tell you that. . . -We are delighted to advise you that. . .

200

What are the more formal expressions used instead of "We can" and "We cannot"?

"We are able to. . ." "We are not able to. . ." "We are unable to. . ."

300

After giving bad news, it is usually appropriate to give a reason. For example, if it is there a labor strike (the workers are demonstrating) at the post office, deliveries of your products may be delayed. In this situation, finish the following sentence: "We regret to inform you that our product may take one week to reach you, instead of the normal 2-3 days. This. . ."

This is due to the labor strike at the post office.

400

After giving bad news and the reason for the bad news in an email, it is good to provide an alternative solution if one is possible. For example, you explained that because of a labor strike at the post office, a customer's/client's delivery may be delayed. Now you want to tell them that if they need their package quickly, it can be sent by courier. Informally you might say "If you need it sooner, we can send it by courier." How would you say this in a formal way?

-If you require it faster, we could send it by courier. If you prefer a faster option, we could send it by courier.

500

When giving bad news, it is always appropriate to apologize again at the close of the email. So you are writing an email. You say, "We regret to inform you that the price of our furniture has gone up slightly. This is due to inflation and the rising price of raw materials. You may check the new price list I've attached." How would you apologize again after this?

-With apologies. Yours sincerely, (Your signature) -We regret any inconvenience this may cause. (future) -We regret any inconvenience this may have caused. (past)

Formal/Informal Vocabulary

100

What is a more formal expression for, "because of"?

due to

200

What is a more formal word for, "get"?

obtain

300

What is a more formal word for "ask"?

enquire

400

What is a more formal word for "tell"?

inform

500

What is a more formal word for "help"? (n&v)

assistance (n) assist (v)

Making Requests and Offering Help/ Asking for or Giving Information

100

Informally, you can offer help by saying, "Do you want me to. . .". How would you make this more formal?

-Would you like us to. . .? -If you wish, we'd be happy to. . . -If you'd like, we could. . .

200

If you are asking for something, you can say "Can you. . .please?" or, more formally, "Could you. . . .please? However, formal business emails can be even more polite than that, especially if the request is larger or more complicated. For example: You need a replacement part for a machine in your factory by this Friday. Your supplier says you'll get it by Monday. You say, "Unfortunately, we really need the part by this Friday, because we have a large order that we need to fill. So, . . ." Finish the above sentence.

-If you could send us the part by this Friday, we would really appreciate it. -I'd be grateful if you could send us the part by this Friday. -Do you think I could have the part by this Friday?

300

After you make a request, it is good to thank the person even before they answer. So you're sending an email that says, "If you could send us the replacement part by this Friday, we would really appreciate it." How would you thank them?

-Thank you in advance for your help in this manner. -I appreciate your help/understanding.

400

If you are writing a friendly but formal business email (to a client that you met on a business trip for example) where in the email can you put personal information?

In the beginning (after the opening) and at the end just before the closing (before you write "Best regards" or something similar).

500

When giving information that was previously requested, it is a good idea to repeat the request or the question, so that the receiver knows what you are talking about. For example, a client has asked for some information about your company's new insurance plan. You have a brochure to send them. How would you formally answer their request?

-You requested some information regarding our new insurance plan. I attach a brochure. -As you requested, I attach a brochure about our new insurance plan. -Regarding your request for information about our new insurance plan, I attach a brochure.