WRITING FORMAL EMAILS

 Decide whether the following statements about writing short documents are True
(T) or False (F). Provide arguments to support your answers.

1. The paragraph structure typical of letter writing has been extended to both e-mail
messages and memos. T
2. A(n) letter/memo/e-mail message which breaks with the established writing conventions
will have better chances of attaining its purpose, as it will be more appealing to the reader. F

 Keep in mind the basic rules about formal emails:

- Use an email address that contains your real name, not nicknames
- NEVER use abbreviations (I’m, don’t, he’s, she’s, thanks etc); the correct forms in a
formal context are: I am, do not, he is, she is, thank you etc
- Use a subject line that is short and that represents the reason you are writing; it should not
be vague
- Use Dear Sir/Madam as an addressing formula if you do not know the name or the
gender of the person you want to send the mail to OR Dear Mr./Mrs + last name if you
know their name
- If the email is long, it should be divided into three parts: introduction (you state the
reason for writing that email), the body of the email and conclusion (``I am looking
forward to hearing from you`` + ``thank you for your time and consideration``)
- At the end of the email message, use phrases such as I am looking forward to hearing
from you IF YOU EXPECT AN ANSWER
- End the email with a formal line, such as “sincerely,” and then write your job title + your
full name

 Sort out excerpts .A. to .R., which are taken from a variety of e-mail messages, under the
headings provided in the table below:

FORMAL SEMI-FORMAL INFORMAL

A - Hi everyone! I
B - Dear colleagues S
C - Dear all, S
D - With (hurried) kindest regards, F
E - Regards :O) I
F - Best wishes S
G - Any advice would be welcomed! S
H - I would appreciate it if I could receive your reply by Monday, 2 September. F
I - We would welcome feedback on the proposals and issues we raise. F
J - Can I get your final decision by tomorrow morning? S
K - Thanks for helping me. I
L - Thanking you in anticipation of your cooperation, F
M - If you should have questions regarding the attached documents or any other concerns,
please feel free to contact Ms. Alexandra Burton at the following e-mail address:
alexia_burtons@emnf.uk F
N - Sorry for the delay in replying; it.s hectic here today. I
O - I want you to run and evaluate the software, so I'll check in with you over the next few
weeks. I
P - Let.s meet for lunch and talk about this. I
Q - Pls book tables B4 end of today. Numbers as follows: 15 for 3, 4 for two. I.ll need
confirmation asap; can you e-mail me later? I
R - May we remind you that the deadline for the submission of project proposals for the second
medium-term program of the ECKG (2004 - 2007) is 30 June 200X. F

 In the e-mail message below choose the word in brackets which collocates with the
underlined one.

Dear Mr. Ionescu

As you have asked me to come to your rescue concerning the order that you have so
hurriedly placed, here is my opinion.
Having cast an eye over the company is track record, the question of their
trustworthiness can be raised. If we made a comparison with similar firms in the
field, we would come to the conclusion that it does not meet the requirements of any
sound bank.
I honestly think that you should not have made haste in coming to an agreement
with LUXCOM Ltd. since obviously they are not the kind of people one should do
business with!
It is ok to meet next week to work out a plan to bring this situation to an end?
Sincerely
Manager, Trevor Williams