How to Write a FormalBusiness English Emailwww.mybusinessenglish.comwww.mybusinessenglish.com
We write formal emails to people wedon’t know well.• In-company - distant colleagues/coworkers• In-company/other company -...
We write formal emails on significantworkplace matters.✗✔
ModelSubject: meeting with Mr. Jenkins concise butspecificsubject line
Subject: marketing meetingDear Brian, polite greetinguse of comma(sometimescolon: in USA)
Subject: marketing meetingHi BrianFurther to our conversation of 15 June,reference topreviouscontactthankThank you for the...
Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writingto arrange a meeting for y...
Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writingto arrange a meeting for y...
Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writingto arrange a meeting for y...
Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writingto arrange a meeting for y...
Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writingto arrange a meeting for y...
Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writing to arrange a meeting fory...
Structure
Structure
Structure
Structure
Structure
Structure
10 Features of Formal Business Emails• Formal/polite greetings and sign-offs.• Commas (USA sometimes colon:) for greetings...
Common Functions and Phrases• Refer to previous contact• Further to our conversation of 25 June,...• Thank you for noun/V+...
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How to Write a Formal Business English Email

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Improve your business English writing with this look at email language and structure, including useful phrases.

www.mybusinessenglish.com

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How to Write a Formal Business English Email

  1. 1. How to Write a FormalBusiness English Emailwww.mybusinessenglish.comwww.mybusinessenglish.com
  2. 2. We write formal emails to people wedon’t know well.• In-company - distant colleagues/coworkers• In-company/other company - new working relationship
  3. 3. We write formal emails on significantworkplace matters.✗✔
  4. 4. ModelSubject: meeting with Mr. Jenkins concise butspecificsubject line
  5. 5. Subject: marketing meetingDear Brian, polite greetinguse of comma(sometimescolon: in USA)
  6. 6. Subject: marketing meetingHi BrianFurther to our conversation of 15 June,reference topreviouscontactthankThank you for the veryinformative speech you made...introduceMy company is currently creating a new series ofleather products and so (I am writing...)backgroundAs you would know, the value of the Dow Jones indexhas increased by 155 points in the last threemonths, and so (I am writing...)
  7. 7. Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writingto arrange a meeting for you with the principlepartner, Mr. Jenkins.purpose statementI am writing to +VI would like to +VnocontractionsI am not I’m‘correct’punctuation(less use ofdashes)
  8. 8. Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writingto arrange a meeting for you with the principlepartner, Mr. Jenkins.Would either next Tuesday or Wednesday (June 24or 25) be convenient for you?polite questionform withwouldformal vocabularyconvenientWhat about meetingup next Wed.?Fewer phrasal verbse.g. to meet upgive optionsdetailed
  9. 9. Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writingto arrange a meeting for you with the principlepartner, Mr. Jenkins.Would either next Tuesday or Wednesday (June 24or 25) be convenient for you?Please note that I have attached the draft contractfor you to read (for your perusal).referring toattachmentsplain English
  10. 10. Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writingto arrange a meeting for you with the principlepartner, Mr. Jenkins.Would either next Tuesday or Wednesday (June 24or 25) be convenient for you?Please note that I have attached the draft contractfor you to read and will send you the related reportas soon as it is complete.standard ellipsissubject ‘I’ already statedpromised action(I) will +V
  11. 11. Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writingto arrange a meeting for you with the principlepartner, Mr. Jenkins.Would either next Tuesday or Wednesday (June 24or 25) be convenient for you?Please note that I have attached the draft contractfor you to read and will send you the related reportas soon as it is complete.I look forward to hearing from you. positive close
  12. 12. Subject: meeting with Mr. JenkinsDear Brian,Further to our conversation of 15 June, I am writing to arrange a meeting foryou with the principle partner, Mr. Jenkins.Would either next Tuesday or Wednesday (June 24/25) be convenient for you?Please note that I have attached the draft contract for you to read and willsend you the related report as soon as it is complete.I look forward to hearing from you.Kind regards,James RobertsAssistant to the Legal ExecutiveJYTaylor and Partnersj.roberts@JYTaylor.orgPH: 056245362polite sign offfull signature blockwith contact details
  13. 13. Structure
  14. 14. Structure
  15. 15. Structure
  16. 16. Structure
  17. 17. Structure
  18. 18. Structure
  19. 19. 10 Features of Formal Business Emails• Formal/polite greetings and sign-offs.• Commas (USA sometimes colon:) for greetings and sign-offs, andtraditional / “correct” punctuation throughout.• Refer to previous contact/introduce ourselves or company.• Language ‘formal’ and ‘polite’ and but still in plain English.• Precise and detailed e.g. nextWednesday (June 25).• No contractions e.g. ...if you’re coming... use if you are coming.• Standard ellipsis rules (subject should be stated before it can be leftout).• Email acronyms rare e.g. By the way, not BTW.• Polite letter-style closes are used e.g. I look forward to hearing fromyou.• Full signature block with contact details.
  20. 20. Common Functions and Phrases• Refer to previous contact• Further to our conversation of 25 June,...• Thank you for noun/V+ing.• It was a pleasure to meet you at the conference...• State purpose• I am writing to +V / I would like to +V...• Refer to attachments• I have attached.../ Attached you will find...• Promise action• I will +V...
  21. 21. www.mybusinessenglish.com
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