EC2 Assignment – Formal Email

be formal? Audience, purpose, tone/style Ask yourself: Who am I communicating with? What is my relationship to the recipient/listener? Why am I communicating? teacher professor job application etc. be formal?

Who am I communicating with? For example, when sending an email… Who am I communicating with? What is my relationship to the recipient/listener? Why am I communicating? Your granny may expect, ✓ ‘Hello Grandma,’ but not ✕ ‘Yo Yo Yo, Granny!’ your professor may expect, ✓ ‘Dear Dr. Park’, but not ✕ ‘Hey Doc,’ a close friend may expect, ✓ ‘Hey Dave, what’s up?,’ but not ✕ ‘Dear Mr. Smith,’

Reason for missing class Task 1 – write an apology email Include: 1. An appropriate salutation 2. A sentence or two identifying who you are 2. An explanation of the purpose of the email 3. The main content/message (body) of the email 4. A suitable closing 5. A signature Name: DongMin Kim Reason for missing class Class Name: Ricky Visited hometown. Battery on cell phone died so alarm on phone did not go off in the morning. Woke up late. Rushed to the bus stop without eating breakfast but missed the early bus. To: David Jones (his English teacher) Class: Advanced conversation Student I.D E-mail purpose: 200811111 To explain absence from class

Bad example Subject: Hi Mr. Steve Hi Mr. David.   Hello, my name is Sumin Park. My student number is 200811111. My class name is Dongmin Kim. I visited my hometown this weekend as I hadn’t been home for a long time. Unfortunately the battery on my cell phone died and so my alarm did not go off. I woke up late, and although I rushed to the station I missed the early bus.    Sorry. I love you. Thank you for reading my email. Kim Dongmin Email purpose, and class is missing Class name is same as actual name This long explanation is not necessary. In an e-mail you should be clear and concise

Good example Subject: Class 12345, DongMin Kim, Absence From Class Dear Mr. Jones, / Dear David,   My name is DongMin Kim from your Advanced Conversation class. My student number is 200811111. My class name is Ricky. I am writing to apologize for being absent from class on Monday. I visited my hometown and unfortunately could not return to Ansan on time. If there is anything I need to catch up on, please let me know. Once again, I am sorry for missing our class. Sincerely, / Regards, / Yours sincerely, DongMin Kim

Assignment Instructions Write a polite, formal email to make an appointment with your professor. Be sure to include the day/ time and place. Remember to apply the guidelines mentioned on my website.

Details (include day/ time and place) Plan - Schedule an appointment Include: 1. An appropriate salutation 2. A sentence or two identifying who you are 2. An explanation of the purpose of the e-mail 3. The main content/message (body) of the e-mail 4. A suitable closing 5. A signature Name: ____________________________ Details (include day/ time and place) ________________________________________________ To: _____________ (English Instructor) Class: _____________________________ Student I.D E-mail purpose: __________________

Adding a ‘signature file’ Full name Major (and minor?) Name of University and year of graduation (if applicable) Phone number E-mail address Thank you Arthur!

Adding a “signature file” (in Gmail)

Adding a “signature file” Tips keep it concise include only 1 email address make it look neat and tidy bold your name - make it look professional SuBin Kim Hanyang University ERICA Campus Mechanical Engineering Cell: 010-0000-0000 subinkim@hanmail.net

Instructions Your email should be formal, well structured, and appropriate. Do not write things like: ✕ “I wanna see you now.” ✕ “I wanna ask you about the assignment.” (This language is too informal and should not be used in writing.) ✔ “I would like to” is more formal and appropriate ✕ “I am waiting for your answer.” ✕ “I am expecting your answer.” (This is not polite and it sounds demanding.)

Finally, Send your email to ninainkorea@gmail.com by the submission date Also, print the email and submit it in class to Nina. Use a sensible font and font size. Presentation is part of the grade. The body section should be 1 - 3 paragraphs Write an appropriate email subject Include a professional looking signature file Good Luck!