email writing (english)

8/11/2019 Email Writing (English)

1/14

Effective Ways

for Formal Email Writing


2/14

1. Basic etiquette

2. Structure, layout and style

3. Sample e-mails

4. Proofreading

Agenda


3/14

Use normal font

Do not write only in CAPITALS andbold

Avoid too many fancy details:

4LaY 5tyLe

Try not to use abbreviations:LOL, OMG, ASS (big NO)

Be careful with emoticons: *^^*

1. Basic etiquette


4/14


Subject: Use brief key words

Salutations

Dear Ms.Dear John

Opening: State the purpose

I am writing to ask aboutI am writing to let you know that

Please find my attached.you requested


5/14


Closing: Talk about future actions

Please contact me again if I can be of any assistance.

I look forward to hearing from you soon.

Any comments from you would be much appreciated.

Attachment

Please find attached the (file, picture, etc) you requested.

Sorry, I forgot to attach the file (on my previous e-mail).

Signature

Yours faithfully,

Sincerely yours,


6/14

3. Sample e-mails: Asking about assignment

Subject: Question from Dina Ardian

Dear Mr. Smith,

I have a question about the project you assigned today

during Chemistry II. The handout says that we need to find five academic journals to use as sources. Do those j

ournals need to be in print, or will online journals also c

ount?

Any guidance you can give me will be greatly appreciated.

Thank you,

Dina Ardian


7/14

3. Sample e-mails: Submitting assignment

Subject: English Essay from Astrid Jackson

Dear Mr. Johnson,

Please find attached my essay on A Tale of Two Cities, w

hich is due by the end of the day today. Thank you for all

owing me to email it to you instead of turning it in during cla

ss.

Ive been out sick but wanted to make sure I got this to you

on time since I know itssuch a big part of our grade. I really

appreciate it.

Sincerely,

Astrid Jackson

Language Class 102


8/14

3. Sample e-mails: Saying no politely

Subject: New project

Dear Dian Anggraini,

Thank you for considering me for the new project.

Unfortunately, my current workload is too high for me tostart another project.

Again, thank you for your consideration and I hope I willbe able to work with you on another occasion.

Best regards,Anna Ardian


9/14

3. Sample e-mails: Meeting notice

Dear all,

The next Marketing Meeting will be held in the Conference Room at1 pm sharp on Monday, 16 November.

Follow-up items from our last meeting are:

- New Brochure (Anton Suhartono)- Annual Dinner with Customers (Ria Kemala)

If you wish to add any further items to the agenda, please let meknow before 8 November.

Yours sincerely,Tania Yunas


10/14

3. Sample e-mails: Out of the office notice

Subject: Out of the office: July 6 - 12

Dear Sam,

I hope everything is well with you. Im writing to let you know thatIll be out of town on a vacation from July 6 thru 12.

Jennifer will sit in for me while Im away. You can find her e-mailaddress on the CC line.

If you need to contact me directly, please call me on my cell at (000)

XXX XXXX.

Regards,

Rony Stone


11/14

3. Sample e-mails: Congratulations

Subject: Congratulations

Dear Rick,

Congratulations on your promotion! It is a great

accomplishment and Im sure your team will totallybenefit from your expertise.

Congratulations again and let me treat you to lunch or

dinner sometime!

Take care,Santiago


12/14

3. Sample e-mails: Setting up a meeting

Subject: Meeting

Harry,

Ken told me that you wanted to set up a 1 hour meeting

with me. Would this Thursday (26th

) work for you?

If so, please let me know what time would be convenientfor you. I would personally prefer to have the meeting inthe morning, but my schedule is quite flexible in the

afternoon on that day, too.

Hope to hear from you soon,Shinta


13/14

4. Proofreading

Accuracy

Capitalizationmr yangs visit Mr. Yangs visit

PunctuationBefore going to the airport I will stop by the office.Before going to the airport, I will stop by the office.

Spelling: Spell names correctly!


14/14

Questions?Assignment: sent a formal email on any topics (real life situation)

to: [email protected] date: Wednesday 12 March before 11.59 am.

email writing (english)

Documents