Email writing

What is Email Writing?

Format
 From id: [email protected]
 To id: [email protected]
 Subject: ………………….. – Reg.
 Salutation: Dear Sir/ Madam or Dear Mr. _______
 Warm greetings,
 Body: With reference to the above mentioned
subject or This is to bring to your kind notice

I’m writing in response to your email

 Divide as paragraphs when there are two or
more ideas to express
 Finishing: I look forward to (hearing/ meeting)
you or your reply
 Signing off: Yours faithfully or Yours sincerely
 Fill in the Blanks
Dear Mr Cotton,
I am interested in studying at your language school and I am writing to
request further information about your courses.

Please could you tell me whether/ if there are still places available on the
summer courses? I would also like to know how much a three-week course
costs. Finally, I would be happy/ thankful/ grateful/ delighted / glad if you
could send me details of the accommodation that is available.

I look forward to hearing from you.

Yours sincerely
Amit Khan
Answers
1. Dear
2. in
3. to
4. if OR whether
5. would
6. costs OR is
7. grateful
8. forward
9. hearing
10. sincerely
 Sample Email 1 – Job Application Email

 Write an Email to the HR Manager concerning the job opportunities at

the marketing firm.
 Sample Email 1 – Job Application Email
Subject: Applying for the Post of Junior Marketing Consultant- Reg.

Dear HR Manager,
I am Max Oates. I recently graduated in May from Menlo College with a Bachelor of Science in Business
Management and a concentration in Marketing. I was recommended to contact you concerning job opportunities
from my advisor Dr. Nancy Drew. I believe that I would be an excellent candidate for the post of Junior Marketing
Consultant.

Further, I have taken many courses to prepare me for a job in marketing. These courses include Principles of
Marketing, Marketing Research, Strategic Marketing Management, Consumer Behavior, and Internet Marketing. I
have also recently interned at Google as an Internet Marketing Researcher. Through my many marketing classes
and internship, I have learned to be a strong team member that values time management and communication.

I believe that I can be a valued asset to your company. My phone number and alternative email are listed below.
I look forward to hearing from you.

Yours faithfully,
Max Oates
[email protected]
555-555-5555
 Choose the best answer
invoice parameters order catalogue person discount times enclosing types
hearing pieces representative payment selection convenient

Dear Mrs Bradley,

Thank you for your email of 9 June inquiring about our products.

I am ____________ our current ______________ .and the price list. In the catalogue you can find more information
about the wide ___________ of our garden tools with all technical ______________

We are pleased to offer a 10% ________________ for you as our first-time costumer.

In the attached form inform us about the ______________ of tools you are interested in and how many pieces you
will require. Our usual delivery _____________ are 2 weeks from the date of your ___________

We will charge you by _____________ and we expect your payment within one week after you receive the goods.

I would like to suggest that our _______________ visits you and discuss all details in person Please, let me know
when would be a ______________ time.

We look forward to _____________ from you soon.

 Choose the best answer
Dear Mrs Bradley,

Thank you for your email of 9 June inquiring about our products.

I am enclosing our current catalogue and the price list. In the catalogue you can find more information
about the wide selection of our garden tools with all technical parameters

We are pleased to offer a 10% discount for you as our first-time costumer.

In the attached form inform us about the types of tools you are interested in and how many pieces you will
require. Our usual delivery times are 2 weeks from the date of your order

We will charge you by invoice and we expect your payment within one week after you receive the goods.

I would like to suggest that our representative visits you and discuss all details in person. Please, let me
know when would be a convenient time.

We look forward to hearing from you soon.

Sample Email Question – BEC

Write an Email to Mr Tellis:

Thanking him for the award

Suggesting a topic for the talk

Saying what equipment you will

need

Asking whether some members

of staff can also attend
 Answer
Dear Mr. Tellis,

I would like to thank you on behalf of everyone at Acme Technology for this
award. I will be happy to attend the ceremony. Would it be possible for some of
our staff to also attend?

Regarding a short talk, I would be happy to oblige and suggest the theme of
creative entrepreneurs, the foundation concept of our business.

If you could provide a projector suitable for connection to a laptop for the talk, it
would be extremely helpful.

Yours sincerely,

Frank Durham
Managing Director
 Recap
1. 'What's the difference between ‘Dear Sir/Madam’ and ‘Dear Mr Smith’?

2. When do we finish an email with ‘yours faithfully’ and ‘yours sincerely’?

3. List few phrases to start a letter or email.

I'm writing this letter to
This is to bring to your notice
I would like to inform you
With reference to the given subject
4. What phrases could be used for conveying a bad news?
We’re sorry to inform you, Unfortunately, I have to inform you, I’m afraid
inform you that, I regret to bring to your notice,
Linkers – considering, in this regard, In response, However, Further, Hence,
Regarding, with reference,
 Recap
5. Mention the phrases that could be used to convey a good news. Congratulations, We
are happy to inform you that, I’m glad to inform, to bring to your notice, happy to
hear

6. How would you ask for an information?

Could you please let us know, I would be glad if you could inform me about , I
would like to know, Kindly let me know

7. State the phrases used for extending assistance.

I am happy or glad to assist you in this regard, I’m glad to favour you, I would be
my pleasure to assist you in this matter,
8. How do you state that you are expecting a reply or eager to meet the person?
I look forward (to hearing you/ to meeting you / to your reply )
9. What will be the appropriate phrase to mention something to be done quickly?
I appreciate your quick response/ Kindly do the needful at the earliest
 Tips
 Follow the structure or Format
 Salutation & Signing off – Formal
 Stick to a Precise Subject – Use Regarding
 Note the key words in the question: Informing, expressing, stating,
advising, apologizing, describing, asking, thanking, complaining
 Use discourse markers & phrases: with reference, On the whole,
Concerning, with respect to, Please or Kindly, May I suggest,
Look forward, As pointed out, I would be ………….., It would be
……….
 Avoid: We/ Our/ Us
 Use model verbs like: Could, Would, May, Should
Tips
 Maintain: Coherence

 Maintain : Only one or two idea(s) per sentence

 Maintain word limit

 Punctuate properly

 Avoid Spelling mistakes

 check for errors after Writing