AGENDA:

Email/letter format and

BUSINESS CORRESPONDENCE organization
Composing formal/informal
emails and letters
Experiences of emails and letters

(Source: https://mindchow.club/email-writing-how-to-write-effective-emails/, June

th
10 , 2020)

1. Overall objectives
By the end of this unit, students will be able to:
- recognise and apply format and organization of informal and formal emails/letters
- compose an informal and formal email/letter following email/letter etiquette
- talk about email habits
- describe experiences of using letters

2. Key language knowledge

Vocabulary 1: Words related to emails/letters
appreciate (v) informal (adj)
assistance (n) long-standing (adj)

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 attach (v) postpone (v)
attachment (n) prompt (adj /
complain (about) (v) / put off (v)
complaint (n) regarding (prep)
concerning (prep) regret (v)
contact (n) / require (about) (v) /
damage (n) signature (n)
enclosure (n) spam (n) /spæm/
enquire (about) (v) / subject (n)
formal (adj) with reference to
hesitate with regard to

Vocabulary 2: Abbreviations frequently used in informal emails/ letters

Acronyms Meaning

aka Also known as

ASAP As soon as possible

Cc Carbon copy (recipients are visible to all other recipients)

Bcc Blind carbon copy (recipients are NOT visible to all)

CUL See you later

HAND Have a nice day

Rgds Regards

Pls Please

Info. Information

Fwd Forward

Re Regarding

P.S Post script

Enc. Enclosure

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3. Online learning checklist
Look at the list of online learning tasks below and tick the tasks you have completed.

Online learning task Task focus Completed

Vocabulary
Presentation 1 Words related to emails/letters - Presentation
Presentation 2 Abbreviations - Presentation
Task 1 Words - Word writing
Task 2 Words definitions - Matching
Task 3 Abbreviations meaning - Word writing
Task 4 Words - Similar meaning
Task 5 Words - Gap filling
Task 6 Words - Multiple choice
Section test Words - Word writing

Grammar
Presentation Some useful expressions - Presentation
Task 1 Useful expressions - Gap filling
Task 2 Useful expressions - Multiple choice
Task 3 Useful expressions - Completion
Task 4 Useful expressions - Email completion
Task 5 Useful expressions - Email rearrangement
Section test Useful expressions - Multiple choice

Listening
Task 1 Mistakes in emails - True or False
Task 2 Changing an appointment - Multiple Choice
Task 3 Changing plans - Short answers
Task 4 Email problems - Gap filling
Task 5 Email habits - True or False
Task 6 Discussing to write a letter - Short answers

Reading
Task 1 Email of confirming information - Short answers
Task 2 Letter of request - True or False or Not given

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 Task 3 Letter of placing an order - Short answers
Task 4 Email of complaint - True or False or Not given
Task 5 Email of request - Multiple Choice
Task 6 Letter of complaint - Short answers

Writing
Task 1 Useful expressions - Sentence arrangement
Task 2 Useful expression - Sentence completion
Task 3 Useful expression - Sentence completion
Task 4 Email - Gap filling
Task 5 Email - Email writing
Task 6 Letter - Letter writing

4. Face-to-face class materials

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 LESSON 1
EMAILS

Objectives: By the end of this lesson, students will be able to:

- recognise and apply format and organization of informal and formal emails
- compose an informal and formal email following email etiquette
- talk about email habits

Warm-up: Correspondence quiz

Work in 4 groups. Name the group. Answer the
questions about correspondence.

Activity 1: Identifying purposes

Work in pairs. Identify the purpose(s) of the
following sentences.

making/ replying to a request

making/ replying to a complaint
making/ confirming/ changing arrangements
making a promise/ an apology

1. I would appreciate it if you could take a moment to provide some feedback on the
quality of our product.
2. Just a note to set up a quick meeting to review the results that our sales team
achieved in the last 6 months.
3. Our company makes sure that the product is delivered within the agreed timescale.
4. I hope you can assist me in arranging the meeting next Wednesday and please find
the agenda attached below.
5.
offered. Is it possible for you to arrange a meeting to discuss this issue again?
6. Please accept our apologies for the late response. We will send you a quotation by
fax after we make an appropriate adjustment.
7. Monday morning is OK for me. Please remember to bring along a copy of the
document I told you about yesterday.
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Activity 2: What is it for?
Work in groups of 3. Identify the style and purposes of each
email. Give your explanations. Go to page 109.

Note: One email can have more than one purpose.

Work in groups of 3. Discuss the style of emails and practice writing some sentences to
respond to these following situations.
Note: Write both the formal and informal versions of the email if applicable in the
given situation

1. You ask the ceramics supplier for their latest catalogue and want them to send it by
fax.
2.
your team members on Tuesday afternoon. You want to reschedule the meetings.
3. You have received a complaint from a customer about the wrong colour of the dress
she ordered last week. You give her an apology and want her to send the product back
by post and promise to deliver the right one as soon as possible.
4. A business partner would like to have a meeting with you. You confirm the
arrangement with him/her.
5. You send the current price list and the specifications of all computer models that
your important business partner asked for.
6. You offer further help to your business partner in need and how to contact you
(phone or email).
7. A product that your loyal customer was interested in is unavailable until next month.
You offer to place the order for him/her and will send it to him/her as soon as it

8. You have a business trip to Los Angeles. You want to inform your co-worker in the
Los Angeles branch about your flight cancellation because of the bad weather and tell
him/her your new arrival time, then say sorry for this inconvenience.

Activity 4: Writing an email

Work individually. Write an email to reply to the email 2 in Activity 2 (go to page 110).
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Activity 5: Email habits
Work individually. Talk about your email habits based on the following suggestions:
- How often do you write emails?
- How many email accounts do you have?
- Who do you often exchange emails with?
- What do you use emails for?
- What are your opinions on emails?

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 LESSON 2
LETTERS

Objectives: By the end of this lesson, students will be able to:

- recognise and apply format and organization of informal and formal letters
- compose an informal and formal letter following letter etiquette
- describe experiences of using letters

Warm-up: Rearranging a letter

Work in groups of 5. Get the cards from the teacher, then discuss and arrange the
cards in the correct order of the letter.

Activity 1: Correcting mistakes

Work in pairs. Identify 10 mistakes in terms of format, languages and spelling in the
following letter, then correct them.

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Activity 2: Analysing letters
Work individually. Underline frequently-used expressions and circle abbreviations (if
any) in each letter.

Letter 1:

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 Letter 2:

Activity 3: Brainstorming
Victor Krum is a purchasing officer at Hogwarks Company. On his way to work the
rain poured down, damaging all the documents inside his briefcase, including an
letter.
Work in groups of 4. Brainstorm what should be mentioned in the letter. Try to be as
detailed as possible.
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Activity 4: Sharing experiences
Work in pairs. Interview your partners about their
experiences of using letters, then report the results
in front of the class.

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 QUESTIONS Student 1 Student 2

1. Who do you write letters to?

2. How much time do you spend

reading and writing letters?

3. What do you often write about?

4. When was the last time you felt

happy or excited about something
you read in a letter?

5. Have you ever sent a letter and

then wished

Activity 5: Writing a letter

Work individually. Write a letter based on your ideas that you have brainstormed in
Activity 4.

5. -assessment
Look at the objectives specified at the beginning of the unit and write down what you
have (not) achieved and what you need to do to improve your English.
I can I still cannot I need to

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