EMAIL & BUSINESS WRITING WORKSHOP ASKING FOR & GIVING AN ADVICE

Asking an advice
Before you hit the “send” button Opening remarks: Closing remarks:
Could I say this to the reader’s face • I wonder if you could give me • I would appreciate it
Am I violating any policies of laws? some advice about (subject). if you could advise on
Would I want this message forwarded to someone else? • I would appreciate it if you this at the soonest /
Is the information in logical order and easy to understand? could offer some advice related by (date).
Am I writing this while angry / upset? to / about … • I really appreciate
• I’m writing to ask for your you taking the time to
Will the reader know clearly what to do in response?
advice on … process this. I look
Will my message give a good impression of me?
• Could you possible offer your forward to receiving
Is email the best way to deliver the information? advice on …? your advice.
Is email more appropriate than phone or face to face com.?
Will my message get the right result?
Giving an advice
Start With: Closing remarks:
ASKING FOR INFORMATION • Thank you for your email • I hope this will be of
Opening remarks: Closing remarks: requesting … help.
• I would like to enquire • Looking forward to • I am writing in reply to your • I would very much
about … hearing from you. email asking for advice about … like to know if this
• Could I please get a • I’m looking forward to Introducing advice: was helpful.
further information your reply. • I would suggest that … • I trust you will accept
regarding … ? • I believe the best course of this advice.
• Can you give me some action is …
information about …? • I would advise you to …
• What are the usual rates • I strongly recommend that …
for …?
• What is the timeline for NEGOTIATING
this project? BEING FIRM
Start with: Closing remarks:
REQUESTS • I appreciate your explanation. • I hope my
• Thank you for taking me explanation helps
Asking for something, politely through your thinking process. you to see it from my
Be clear & accommodative Opening remarks: point of view
• I get your point on … , however • I hope my
Asking: Closing remarks: … explanation helps
• Would you be able to …? • Should you have any • I understand your intention, you to have a better
• Could you please …? questions, please let me but … understanding about
• Do you think you could …? know. • This is understood, however … my point.
• Would it be possible to …? • Thank you for your help.
• Any problem, let me know.
BEING FLEXIBLE
Start with: Closing remarks:
FOLLOW UP/REMINDER
• Thank you for your • Would you be
* Keep in mind that they are as busy as we are explanation. agreeable with this?
* Approaching to a deadline / appointment • I appreciate your suggestion on • Would you be happy
* Be polite this. to move things
Opening remarks: forward?
Opening remarks: Closing remarks: • We would be prepared to … if • Are you happy to
• I know/understand you • I’m looking forward to …. proceed?
have a busy schedule, but your reply. • I am willing to … if …
I’m wondering if you’ve • I look forward to hearing • It is possible to move this
had time to consider my from you forward, if …
request to …
• I would reconsider this option,
• When you get a minute,
if …
could you please drop me
AGREEING
a line regarding my last
email? • I think your suggestion looks good
• I would like to follow up • That looks good
regarding my previous • I am on board with this idea
email. • I am happy with that for now
• I was wondering if you NEXT STEP
have had a chance to look • I’ll get back to you with further details
at the email below, yet? • I will send the amended version for your review
Our customer enquired • Please allow me to have a look at this and get back to you
about it earlier today.
CONFIRMING UNDERSTANDING BUSINESS/COMMERCIAL
A. RESTATING OTHER PERSON’S IDEA A. FOLLOW UP EMAIL
Start with: Followed by: Requesting Information
Thank you for your explanation. • If so, I agree that we
Opening remarks: should proceed with …
• I’d just like to confirm that I • If so, I’m more than
got that right. happy to assist.
• Am I reading your suggestion • If so, I will proceed to
right, when you said …? submit the request.
• Please let me know if I
understood you correctly.
B. ASKING FOR CLARIFICATION
Opening remarks: Reply:
• I’m not sure if I understand • Thank you for
your (3rd point) correctly. clarifying. I
Could you clarify? understand better
• Which … do you mean? now.
• I don’t understand (this • Thank you for
point). Can you explain this clarifying, it’s
further? understood.
• Need you clarification on … • Appreciate your
• Could you clarify what you clarification.
meant by …? • Thank you for
clarifying, it makes
more sense now.
Providing Information
C. GIVING CLARIFICATION
Start with: Closing remarks:
 I’m sorry about the confusion. • I hope this clarifies the
 I apologise for the confusion situation
caused. • Let me know if you
Opening remarks: have any further
• The correct information is questions
given below. Please amend • I hope the above is
your records accordingly. useful for you
• What I meant by … was …
• Sorry, what I meant was … ,
not …
• Sorry, I didn’t mean to come
across that way. what I meant
was …
• I would like to clarify that …
D. TECHNICAL PROBLEMS
Examples of technical Useful phrases
problems: • I’d like to ensure if you’ve
• Received an received my last message on …
undelivered report, • Sorry, you forget to attach the
but unsure file, kindly resend.
• Forgot attachment • I got your email, but I can’t open
• File can’t be opened the attachment. Can you send it B. PLACING AN ORDER
• Suspicious message again?
• Did you mean to send this? I
suspect it’s got a virus.
C. CONFIRMING ORDER B. INVITATION

D. REQUESTING PAYMENT
First reminder

ARRANGEMENT
A. MEETING

SPECIAL CONTEXT AND FRIENDLY APPROACHES

WRITING STYLES
A. FORMAL & INFORMAL

B. DIRECT & INDIRECT