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How to Write a Formal Business English Email

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mybusinessenglish.com Jennings
mybusinessenglish.com Jennings

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 www.mybusinessenglish.comwww.mybusinessenglish.com
We write formal emails to people we don’t know well. • In-company - distant colleagues/coworkers • In-company/other company - new working relationship
We write formal emails on significant workplace matters. ✗✔
Model Subject: meeting with Mr. Jenkins concise but specific subject line
Subject: marketing meeting Dear Brian, polite greeting use of comma (sometimes colon: in USA)
Subject: marketing meeting Hi Brian Further to our conversation of 15 June, reference to previous contact thank Thank you for the very informative speech you made... introduce My company is currently creating a new series of leather products and so (I am writing...) background As you would know, the value of the Dow Jones index has increased by 155 points in the last three months, and so (I am writing...)
Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins. purpose statement I am writing to +V I would like to +V no contractions I am not I’m ‘correct’ punctuation (less use of dashes)
Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins. Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you? polite question form with would formal vocabulary convenient What about meeting up next Wed.? Fewer phrasal verbs e.g. to meet up give options detailed
Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins. Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you? Please note that I have attached the draft contract for you to read (for your perusal). referring to attachments plain English
Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins. Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you? Please note that I have attached the draft contract for you to read and will send you the related report as soon as it is complete. standard ellipsis subject ‘I’ already statedpromised action (I) will +V
Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins. Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you? Please note that I have attached the draft contract for you to read and will send you the related report as soon as it is complete. I look forward to hearing from you. positive close
Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you 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 will send you the related report as soon as it is complete. I look forward to hearing from you. Kind regards, James Roberts Assistant to the Legal Executive JYTaylor and Partners j.roberts@JYTaylor.org PH: 056245362 polite sign off full signature block with contact details
Structure
Structure
Structure
Structure
Structure
Structure
10 Features of Formal Business Emails • Formal/polite greetings and sign-offs. • Commas (USA sometimes colon:) for greetings and sign-offs, and traditional / “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 left out). • Email acronyms rare e.g. By the way, not BTW. • Polite letter-style closes are used e.g. I look forward to hearing from you. • Full signature block with contact details.
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...
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How to Write a Formal Business English Email

  • 1. How to Write a Formal Business English Email www.mybusinessenglish.comwww.mybusinessenglish.com
  • 2. We write formal emails to people we don’t know well. • In-company - distant colleagues/coworkers • In-company/other company - new working relationship
  • 3. We write formal emails on significant workplace matters. ✗✔
  • 4. Model Subject: meeting with Mr. Jenkins concise but specific subject line
  • 5. Subject: marketing meeting Dear Brian, polite greeting use of comma (sometimes colon: in USA)
  • 6. Subject: marketing meeting Hi Brian Further to our conversation of 15 June, reference to previous contact thank Thank you for the very informative speech you made... introduce My company is currently creating a new series of leather products and so (I am writing...) background As you would know, the value of the Dow Jones index has increased by 155 points in the last three months, and so (I am writing...)
  • 7. Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins. purpose statement I am writing to +V I would like to +V no contractions I am not I’m ‘correct’ punctuation (less use of dashes)
  • 8. Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins. Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you? polite question form with would formal vocabulary convenient What about meeting up next Wed.? Fewer phrasal verbs e.g. to meet up give options detailed
  • 9. Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins. Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you? Please note that I have attached the draft contract for you to read (for your perusal). referring to attachments plain English
  • 10. Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins. Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you? Please note that I have attached the draft contract for you to read and will send you the related report as soon as it is complete. standard ellipsis subject ‘I’ already statedpromised action (I) will +V
  • 11. Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins. Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you? Please note that I have attached the draft contract for you to read and will send you the related report as soon as it is complete. I look forward to hearing from you. positive close
  • 12. Subject: meeting with Mr. Jenkins Dear Brian, Further to our conversation of 15 June, I am writing to arrange a meeting for you 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 will send you the related report as soon as it is complete. I look forward to hearing from you. Kind regards, James Roberts Assistant to the Legal Executive JYTaylor and Partners j.roberts@JYTaylor.org PH: 056245362 polite sign off full signature block with contact details
  • 19. 10 Features of Formal Business Emails • Formal/polite greetings and sign-offs. • Commas (USA sometimes colon:) for greetings and sign-offs, and traditional / “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 left out). • Email acronyms rare e.g. By the way, not BTW. • Polite letter-style closes are used e.g. I look forward to hearing from you. • Full signature block with contact details.
  • 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...