English for E-mails

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Webinar presentation by Sophie Remizova

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English for E-mails

  1. 1. ENGLISH FOR E-MAILSSophie RemizovaApril 25, 2013 www.ExigenServices.com
  2. 2. 2 www.ExigenServices.comIntroductionSophie Remizova,Teacher of English at Exigen ServicesHi! Nice to meet you!
  3. 3. 3 www.ExigenServices.com1 E-mails: the basics2 Beginning and ending your e-mail3 Tone and style in e-mails4 The structure of e-mails5 Clear and effective writing6 Q&AWebinar overview
  4. 4. 4 www.ExigenServices.comE-mails: the basicsE-mails and Letters
  5. 5. 5 www.ExigenServices.comE-mails: the basicsAn e-mail should always be:ClearCompleteConciseCorrectCourteousCarefulConsideredE-mail: the 7 C’s
  6. 6. 6 www.ExigenServices.comE-mails: the basicsSubject lineSalutationMain bodyClosing and signature
  7. 7. 7 www.ExigenServices.comE-mails: the basicsSubject line• Hi• Urgent• Ideas• I would like some information about the new catalogue.• Schedule, Guest List, Lunch Requests, and Meeting Overview for March 12th Welcome to Exigen Services! Meeting at 10am about pay rise Corporate party – ideas for venue? REQ: new catalogue info Meeting with clients on March 12th
  8. 8. 8 www.ExigenServices.comSalutationsVery informal(very closefriends, family)Informal/semi-formal(Friends andcolleagues)Very formal(People with whom you have avery formal relationship or whomyou don’t know personally)Hi there!Hey!Hi+ first name,Hello + first name,Dear Mr + last name,Dear Ms + last name,Dear Sir,Dear Madam,Dear Sir / Madam,Beginning and ending your e-mail
  9. 9. 9 www.ExigenServices.comInformal/semi-formal FormalHi all,Hello everyone,Dear all,Dear colleagues,Dear customers,Dear partners,etc.Writing to a group of people:Beginning and ending your e-mail
  10. 10. 10 www.ExigenServices.comBeginning your e-mailReplyingStating the reasonwhy you’re writingGiving bad newsGiving good newsInformal/semi-formal FormalRe your e-mail, I…Thanks for your e-mail…In reply to your e-mail…Just a quick note to let you know…I’m writing to… call off…put off…(e.g. the meeting)Just wanted to ask you if…I am writing to.. inform you…(I’d like to) complain…cancel…postpone…arrange…enquire…I’m afraid…I’m sorry…We regret to tell you that…Unfortunately…I’m happy to tell you that… We are pleased to inform you…Beginning and ending your e-mail
  11. 11. 11 www.ExigenServices.comEnding your e-mailWhen you want areply:Offering morehelp:General:Semi-formal FormalLooking forward to your reply.I’d appreciate a reply asap.I look forward to hearing from you(soon).We hope to hear from you soon.Feel free to get in touch if youhave any other questions./if youneed more help./with anyquestions.Let me know if you need anythingelse/if I can help you further.Do not hesitate to contact us if youneed any assistance/furtherinformation.Thanks for your help.Hope all is well with you.Have a nice day/weekend!I’ve attached…Thank you for yourassistance/cooperation.Please find attached…Beginning and ending your e-mail
  12. 12. 12 www.ExigenServices.comClosingsVery informal Semi-formal Very formalBye for nowTake careCheersLoveYoursBest regardsKind regardsBest wishesRegardsBestYours sincerelyYours faithfullyYours trulyBeginning and ending your e-mail
  13. 13. 13 www.ExigenServices.comHi.Got your order yesterday – 7 Macintosh glass lampholders andthree pull switches. Should be dispatched tomorrow, but can’tbe sure. Will let you know, when I find out, when you willreceive them. BTW the seventh lampholder will be freebecause of the special offer we’ve got on at the moment.We’re really pleased to have got your order and to be supplyingyou with this.Cheers.NigelTone and style in e-mails
  14. 14. 14 www.ExigenServices.comDear Ms BathsonMany thanks for your order dated 7th November for seven Macintoshglass lampholders and three pull switches. We’re pleased to inform youthat we have a special offer at the moment, which will mean you willreceive the seven lampholders for the price of six.We expect to dispatch these items to you tomorrow (9thNovember) fordelivery the following day but will let you know if this changes.Many thanks once again for your custom.Kind regards.Nigel MarrSenior Sales ConsultantBright Lights Ltd1 The Promenade, Weston super Mare BS22 1AB01934 654321www.brightlights.comMany thanks for…We’re pleased to inform you that…We expect to…We will let you knowTone and style in e-mails
  15. 15. 15 www.ExigenServices.comThe structure of e-mailsmost important pointe.g. conclusionexplain and support pointe.g. reasons for your conclusiondevelop furthere.g. facts underlying yourreasoningThe Inverted Pyramid Structure
  16. 16. 16 www.ExigenServices.comWe have decided to expand our operation.The research supports it.It is within our budget, our employees agree.The structure of e-mailsFor example:
  17. 17. 17 www.ExigenServices.comThe Diamond Structurebackgroundleading up to themain pointmain point(e.g. refusal)more details, facts(to soften refusal oropen possibility ofother options)When you need to:•say “no” to a request•ask for something that thereader doesn’t want to give•must catch the reader up onthe historyThe structure of e-mails
  18. 18. 18 www.ExigenServices.comI was flattered to be asked to speak at yourHamilton Corporation’s Award Banquet.Although I would like to share the event withyou, I will be in New York that night. Therefore,I must decline your invitation.Please keep me in mind for the future. I admireyour organisation’s method of rewarding itsemployees.The structure of e-mailsFor example:
  19. 19. 19 www.ExigenServices.comClear and effective writing use short and informative vocabulary keep sentences short and simple use effective paragraphs link your paragraphsTo write clearly and effectively:
  20. 20. 20 www.ExigenServices.comUse short and informative vocabularyClear and effective writingFor example:initiate – startterminate – end/finishacquire – buyenhance - improveoptimum – the bestexpenditure – costsassist – helputilise – usesupplementary – extracome to a realisation - realisefrequently occur – often happenfor what reason…? – why…?due to the fact that… – because…
  21. 21. 21 www.ExigenServices.comKeep your sentences short and simpleClear and effective writing
  22. 22. 22 www.ExigenServices.comI was flattered to be asked to speakat your Hamilton Corporation’sAward Banquet. Although I would liketo share the event with you, I will bein New York that night. Therefore, Imust decline your invitation. Pleasekeep me in mind for the future. Iadmire your organisation’s method ofrewarding its employees.ParagraphsClear and effective writingI was flattered to be asked to speak atyour Hamilton Corporation’s AwardBanquet.Although I would like to share the eventwith you, I will be in New York thatnight. Therefore, I must decline yourinvitation.Please keep me in mind for the future. Iadmire your organisation’s method ofrewarding its employees.
  23. 23. 23 www.ExigenServices.comHow to make your paragraphs effective write one topic per paragraph begin with topic sentence keep your paragraphs short (1-3 sentences) connect paragraphs with connecting phrasesClear and effective writing
  24. 24. 24 www.ExigenServices.comSome connecting phrases for paragraphs:Sequence linkers:Firstly,The most important idea isThe most important reason isThe main reason isThe primary purpose of … isSecondly,Another reason for … isThe second reason for … isIn addition,I also…Lastly,Finally,The last reason is …Clear and effective writingOther logical linkers:Addition (=and):BesidesMoreoverWhat is moreFurthermoreConsequence (=so):ThereforeConsequentlyFor that reasonAs a resultContrast (=but):HoweverOn the other handDespite this
  25. 25. 25 www.ExigenServices.comE-mail ChecklistBefore you press ‘SEND’… Does the e-mail address one topic? Is the subject line informative and concise? Is it clear what the respondent has to do? Are you sure there is no unnecessary information that can be left out? Are all the important details on the first screen? Have you checked all dates, figures and numbers? Have you used spellchecker? Are you sending this e-mail to the right person/people? Have you included all of the attachments mentioned in the message? Have you included all of the necessary contact details?
  26. 26. 26 www.ExigenServices.comAny questions?If you have any further questions orcomments, feel free to e-mail me atSophia.Remizova@exigenservices.com

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