functions and vocabulary Writing emails functions and vocabulary

What do you need to know? greetings first line giving bad news/ apologising requests last line signing off

Greetings Dear Mr/ Mrs/ Ms/ Dr Smith (formal) Dear John (less formal) Hi John (informal) Hi (very informal) The greeting depends on the relationship you have with the other person.

First line (openings) I’m writing to you in connection with… I’m writing about… Thanks for your letter/ email/ fax/ phone call last week I would like to introduce myself It was great to see you (again) yesterday How are you?/ How’s it going?/ How are things (with you)? Again, your choice of opening depends on the purpose of the email.

Giving bad news/ Apologising (chiedere scusa) We regret to inform you that… Unfortunately,… I’m sorry, but… I apologise for ….. I would like to apologise for

Requests Please could you … or Could you please … Could you … Can you …. I would be grateful (sarei grata)if you could … Do you think you could … Do you mind … (ti dispiace) …

last line I look forward to hearing from you soon I look forward to your reply If you need any further details, please (feel free to) contact me (at any time) See you on Monday If you have any further questions, please (do not hesitate to) contact me Thank you in advance

Closing/ signing off This depends on how you began your email Closing/ signing off This depends on how you began your email. You MUST follow the models below: opening closing Dear Sir/ Madam, Yours faithfully, Dear Mr. Smith, Yours sincerely, Dear Sue, Kind regards, Best regards,

Example Context: You have arranged a meeting with a member of staff from another department. Unfortunately you cannot now attend. Write an email to your colleague: explaining why you cannot meet; apologising for the change of plans; suggesting an alternative day and time. Note: you have not worked with this person before so keep the tone friendly but formal. Write about 50 words.

sample answer Dear Mr. Jones, I’m writing to you in connection with our meeting on Friday, May 15th. Unfortunately, I have to go to Milan next week to help my colleagues with a trade show. I’m very sorry to cancel at the last minute. Do you think we could meet the following week? How about Friday, May 22nd at 10:00 am? Thank you in advance for your cooperation. Kind regards, Susan Gaer

Other useful functions Making arrangements Are you free to meet at nine o’clock? Can you get back to me about that by the end of the week? Thanks for the invitation, but I’m flying abroad on that day I am free on the fifteenth, if that is convenient with you I’m afraid I’m not free at all this week Promising future action We’ll send you the original documents by courier. You can rest assured that this will not happen again. I’ll ask my boss about this and get back to you as soon as I can.

Practice You have arranged for a new brochure to be printed for your company. However it will now arrive later than you planned. Write an email to your staff (to everyone) apologising for the late arrival; giving reasons for the delay; saying when the brochure will arrive.

Practice 2 Mrs. Bennett wrote to you with reference to your advertisement in The Times. She applied for the post of training assistant. Write an email to Mrs Bennett: • acknowledging (riconoscere) her letter • offering her a date and time for an interview • requesting the names and addresses of two referees • telling her the best way to reach you by public transport.

Send me your practice writing Choose one or both of the email activities. Write a response and send it to me by email.