Writing

emails
Dr. philol Yana Kuzmina
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Formal Informal/Neutral

Dear Mr/Ms Malo, Hello Anna,

Salutation
Dear Anna, Hi Anna,
Dear All, Dear Colleagues,
Anna,
or no name at all

Thank you for your Thanks for you email.

Previous contact email of . . . Re your email, . . .
Thanks for your Sorry for not getting
email. in touch earlier, but I
Further to your last was on vacation.
email, . .
I apologise for not
getting in contact
with you/ responding
before now.

Reason for I am writing in This is just a short

connection with . . . note about ...
writing
I am writing with Here's the ... you
regard to . . . wanted.
I'm writing about . . . I got your name from ...
In reply to your email, Please note that...
here are . . .
Your name was given
to me by . . .
We would like to
point out that . . .
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Formal Informal/Neutral

I'm writing to let you Just a note to say . . .

Giving
know that We can confirm that . . .
information We are able to confirm Good news!
that . . . I am Unfortunately, ...
delighted to
tell you that . . .
We regret to inform
you that . . .

Please find attached I've attached . . .

Attachments my report. Here is the . . . you
I'm sending you . . . as a wanted.
pdf file.
Here is the … you
requested.

Asking for Could you provide some Can you write me / tell
information / some me a bit more about…?
information
details regarding…? I would like to know…
Can you send me…?
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Formal Informal/Neutral

Requests I would be grateful if Could you…?

you could… Can I…?
I wonder if you could… Thank you in advance
Do you think I could for your help.
have…
I would appreciate your
help in this matter.

I will investigate this I’ll...

Promising
action. I’ll look into it.
actions I will clarify it/ sort it I will get back to you
out. shortly.
I will contact you
shortly.

Would you like me / us Should I…?

Offering help to…? Let me know if you
If you wish, we could/ would like me to…?
would be happy…
Let me know whether
you would like me to...
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Formal Informal/Neutral

What date/ time would What date/ time can we

Arrangements
suit you? arrange it?
Could we possibly meet Let’s meet on (day) at
on (day) at (time)? (time).
This is to confirm our Thursday is good for
arrangement next week. me/ should be OK.
Unfortunately, I won’t Re the meeting next
be able to make it next week, I can’t make it, I
week. am afraid.
Could we possibly move How about … instead?
it to…? Sorry if I messed up
I wonder if we could your plans.
move it.
I apologise for any
inconveniences caused.

Do not hesitate to Thanks again for…

Final comments
contact us if you require Let me know if you need
any further anything else…
information/ assistance. Just give me a call if you
Feel free to contact me if have any questions.
you have any further Looking forward to
questions. hearing form you/ seeing
I look forward to you soon/ working with
hearing from you/ to you again.
meeting you at the Best wishes,
conference next week/ Best,
our future cooperation.
Regards,
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First, secondly, then, afterwards, finally
Case/ problem
As a result, it resulted in…, it lead to.., it caused..., it
description triggered…
for example, for instance, alternatively, we might…
Assuming that…
Considering the fact that…
Under such conditions…
It proves/ provides/ demonstrates/ identifies/ locates/
sorts out the problem/ includes/ establishes/
accounts for/ emphasises the necessity to/ highlights
We have obtained/ analysed/ investigated/
considered the load/ weighed the alternatives
conflicting/ promising/ encouraging results/
inconclusive data
arguable solution
turning point, decisive role, key argument

I am writing in relation to you recent complaint/

Responding to
claim/ e-mail
a complaint stating the problem withdraw...
Thanks for bringing it to my attention...
I was very concerned to learn..
It has come to my notice…
I have looked into the matter and …
I have spoken with the staff involved…
We are having a temporary problem with…
I can assure you...
To compensate for the inconvenience caused…
If you have any further queries, please get back to me.
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Use of Grammar Forms in Emails

We organise this conference every year.

We don’t organise this conference every year.
Regular action
She runs these tests every morning.
She doesn’t run these tests every morning.

I am writing about the next update.

Action happening now
I am not writing about the next update.

I sent you the update some hours ago.

Finished action in the past
I didn’t send you the update some hours ago.

I have looked into the matter and we will prepare an

Result of a recently alternative solution in two days.
finished action I haven’t looked into the matter yet, but we will prepare an
alternative solution in two days.

I have looked into the matter and we will prepare an

Future fact, alternative solution in two days.
future promise I have looked into the matter and we won’t make an
alternative solution.

We are going to meet next week but we haven’t agreed on the

time yet.
Plan
We are not going to meet next week. It is to early to discuss
any changes.

This is to confirm that we are meeting on Tuesday at 5. I have

sent you an invitation in MS Teams.
Arrangement
We are not meeting on Tuesday. Anna needed to cancel out
meeting

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