Writing Emails – Making Enquiries and Responses

Simon Worden- simon.worden@eiu.edu.vn From Bournemouth, England 31 Years Old Getting married next year

Emails To help me, let’s discuss What reasons do you write emails at work? What types of emails do you receive from people inside your company (colleagues)? What types of emails do you receive from people outside your company?

Email Structure- Overview Subject Line Short, specific information, what you want Salutation The way you say hello e.g.: Dear John Opening Sentence/ Paragraph Explain why you are writing Conclusion Tell the reader what you want to happen next, if anything and say goodbye Close King Regards

Formal to Informal Salutations (No Salutation) Dear John Dear Mr Smith Sort the language for each email section from Formal to Informal Salutations (No Salutation) Dear John Dear Mr Smith Hi/ Hello Mary/ Mary

Formal to Informal Opening Sentence I’m writing to…. Sort the language for each email section from Formal to Informal Opening Sentence I’m writing to…. Just a quick note to.. Should always start with a capital letter.

Formal to Informal Conclusion Looking forward to your reply. Sort the language for each email section from Formal to Informal Conclusion Looking forward to your reply. Hope to hear from you soon.

Formal to Informal Close Yours sincerely James/ Mary Sort the language for each email section from Formal to Informal Close Yours sincerely James/ Mary Bye/ All the best/ Best (No Close) Regards/ Best wishes

What language would you use with these people What language would you use with these people? Formal, Semi-formal or Informal

Subject Lines What do we need subject lines for? How does an email look if we don’t use a subject line? How many words should a good subject line be? How does an email look if we just write “info”? Should we use words like URGENT, IMPORTANT, ACTION NOW?

Subject Lines A subject line should be… Clear (Explain what the topic is) Polite Around 2-5 words long Readable on a computer

Useful Vocabulary Convenient To answer Assistance To ask To inform To reply To regret To contact To postpone To arrange To enquire To require To answer To ask To speak to Help To need Ok, not a problem To put off/ delay to another time To be sorry To set up/ plan To tell

Opening Paragraph- Making Enquiries Start (introduce what you are writing about) – “I am writing to [ask about, inform you of, request] [ the next meeting, our next meeting, some more information]” Make the request Could you please + V +Sub “ Could you please send me the information on Unit 6A” Would you be able to +V+Sub “ Would you be able to help me arrange a meeting for our client” Explain the action further I have a customer who is interested in the unit and wants more information. He will be available next week and wants to look at some units.

Could you please send me would you be able to help

The conclusion Provide any extra information eg: As our employees are leaving next month. Let the person know when you need the action completed by (if it is important) eg: I hope you can provide the information soon. Say thank you Thank you (for your time/ for your help/ for reading) Close

Email Writing task Write an email to John Smith at BGS Development. You want to request the information about an industrial unit (Unit 47C) in their new Dong Nai development. You have a customer who is interested in the Unit You also need to know the price. Ask if they can help you with a price quote* Write the email and a good subject line * An estimated amount

Emails – Responding to Enquiries Read the two emails. What do the writers want? When do they want it? What do you need to say in your replies?

Emails – Responding to Enquiries Thank the writer for their email “Thank you for your email” Confirm if/ when the action they want will be complete “Please find …….attached” “Please find a link to……below” “I’m pleased to send you…..” “I can confirm that………..has been sent/ completed/ finished.” “Your request is being processed” I can confirm that……will be finished/sent/delivered/completed by Friday/March/2020/5PM/ Next week. Conclude by thanking and offering more assistance in the future “We hope you find this satisfactory/ We hope this is ok” “We hope you receive .. Soon” “Thank you for your interest” “Do not hesitate to contact us if you require further assistance”

Talking about what actions you have completed – present perfect. We use present perfect to talk about an action that started in the past but affects the present. Subject + have/has+V3 past participle It is useful for responding to enquiries or requests to say what you have done already that affects the person now EG: I have attached the file I have contacted my manager

Change the sentence fragments into present perfect Eg: I -contact –manager I have contacted my manager

I- attach- file I have attached the file

I-write to- the owner

She –send- you the document

We- arrange- a meeting

I-call- her and she- agree- to meet

Your hotel- cancel- your booking and your money-been refund- to your account.

Thank you for your email I have requested one for you in the attachment hope you find this satisfactory Do not hesitate to contact me if you need any further assistance.

Abbreviation Ie Attn Asap Rgds Thurs Pls Jan w/c At the mo w/e Bw