1. Writing Emails – Making Enquiries and Responses

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

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

4. 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

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

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

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

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

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

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

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

12. 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

13. 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.

18. Could you please send me
would you be able to help

19. 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

20. 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 and a good subject line
* An estimated amount

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

22. Emails – Responding to Enquiries
Thank the writer for their
“Thank you for your ”
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”

23. 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

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

25. I- attach- file
I have attached the file

26. I-write to- the owner

27. She –send- you the document

28. We- arrange- a meeting

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

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

31. 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.

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