2 E-Mail Writing Worksheets

John Crane - E-mail Writing
Important Terms
Choose the correct word and write it above the definition.
1 ___________________
The logical order in which information is presented in a document.
2 ___________________
The way in which information is presented on a page with regard to spacing, indenting,
numbering and paragraphing.
3 ___________________
How natural sounding and reader-friendly a document is. This includes the use of modern
language, concise sentences, and appropriate vocabulary for the reader and the situation.
4 ___________________
The element in a document, which reflects the relationship with the reader and conveys the
writer's attitudes towards the situation.
5 ___________________
The generally accepted position on a page of the components or parts of a particular kind of
document.
6 ___________________
How a document looks, which is affected by choice and size of fonts, use of bold, italics,
borders etc
7 ___________________
The degree of formality of words, style and grammar used in writing
© British Council India

The United Kingdom’s international organisation for cultural relations and educational opportunities. A registered charity: 209131
(England and Wales) SC037733 (Scotland)
1
Restructure using BLADE
Look at the following email. Does it follow the BLADE structure?

Is its purpose clear? Is there any unnecessary information?
Restructure the email with your partner.
Sub: GA drawing
Hi Samuel,
1. For Quench & Drain connections, size selection is not available. Please add the
options, which are the same as they are for flush connection.
2. Please add the option for Flush angle in section view.
3. Add connections, drill hole size and orientation for flush, quench and drain.
4. EAA10010 (G90) Auxiliary Gland plate is not available. Please make it available.
5. When I create the GA drawing for size 2.125 “(0539), the rulestream program auto
selects the H-1875-182 follower plate (HSM-1037) with drive collar TAB-2520-0539 and
Spacer H-0000-5249. However, the spacer tap is punchering with gland plate bore. When I
analysed the cause, I found that HSM-1037 follower plate OD is more than the EAA10010.
I’m attaching some snapshots for reference. Can you please have a look and fix the issue?
6. Sometimes 3D model doesn’t load properly.
7. Can I expect the Plan 23 design at this stage? If yes, Please add the design to the
rulestream program.
First decide what information needs to go into each section. Use the BLADE structure for your plan.
Bottom line
Action
Details
Extras

2
Language of Diplomacy
1. Here are some ways to make your language more polite diplomatic. Complete the words in
each sentence with the missing letters.
a) There will be a delay. - I’m af_____________ there will be a sl_____ delay.
b) There is a problem. – It se_____________ we have a sm_________ problem.
c) We can’t do that. - To be ho_____________, I’m not su_____________

we can do that.
d) That gives us little time. - Act_____________, that doesn’t give us mu____time.
e) It would be better to ask Kumar. - Wo_____________ it be better to ask Kumar perhaps?
f) That will be very expensive. – That wo_____________ be ch_____________.
2. Rewrite each sentence with the words in brackets and the expressions from Exercise A
to make them more polite and diplomatic.
a) Can we meet again next week? (wonder, could)
b) You’ve made a mistake on the invoice. (there, seems, slight)
c) The quality is poor. (not very)
d) Your estimate for the cost is too low. (might, a bit)
e) We should wait. (wouldn’t, better idea)
f) It’s a bad idea. (honest, I’m not sure, good)
g) Let’s cancel the project. (perhaps, should think about)
Old-fashioned English vs Modern English

3
Here are some useful expressions.
OLD-FASHIONED ENGLISH MODERN ENGLISH

Thank you for ...
I acknowledge receipt of ...
I have received...
Assuring you of our best attention at all
(nothing)
times,
Awaiting the favour of your early response I look forward to hearing from you soon
advise tell/let us know/ say
as per/ in accordance with according to
at this time/at the present time/at the time of now/at present

writing
Attached please find I attach/I am attaching/I have attached
It has come to our attention that ... We note that
comply with our request do as we request
due to the fact that because
Duly (nothing)
enclosed please find I enclose/I am enclosing
for the purpose of for
for your information (nothing)
to forward to send
free of charge free
hereby/herewith/heretofore/herein
(nothing)
/hereto
in advance of /prior to before
in compliance with your request as you requested
in the amount of/in the sum of

for
in the near future soon

4
OLD-FASHIONED ENGLISH MODERN ENGLISH

our Mr. Kumar Mr. Kumar
pursuant to / subsequent to after
Please advise us Please tell us
said (contract) this (contract)
Same this
Thanking you in advance (nothing)
the undersigned I / me / we
with regard to / with reference to regarding / concerning
for your kind perusal (nothing)
to revert to get back to
please furnish details please send me details
esteemed company your company
Modern English Practice

5
Rewrite these statements using modern English.
1. I acknowledge receipt of your communication.
2. Awaiting the favour of your early response to the recommendations

hereby included.
3. Attached please find information to assist your decision.
4. It has come to our attention that the report is incomplete.
5. Due to the fact that our Mr Kumar is on holiday, we will not have a meeting
this week.
6. Please duly sign and return the enclosed report.
7. I hereby agree with the terms and conditions offered.
8. Please furnish us with detailed recommendations regarding this issue.
Indian and International English

6
You will be aware there are some differences between Indian English and International English. Some
of these are lexical (using different vocabulary) and some are grammatical (different use of tenses).
Underline any words / phrases in the email below which may be non-standard for an international
audience.
Respected Sir,
Thanks for the mail which you had sent last evening summarising everything we discussed about in
the meeting. Sorry I couldn’t reply sooner, but when the meeting got over the current went and we
couldn’t use the computers until the next day.
Anyway, if you would like to order for the books you mentioned in your last e-mail, please complete
the attached form and return the same to me by the end of the week. Then I would dispatch the order
by next Wednesday. Just to let you know, we have a special introductory price for a couple of other
titles (details attached). If you would like to avail of this offer, please let me know.
I also need your help sorting out the Internet connection in the training rooms. I asked John for help
last week and I again asked him yesterday, but nothing has been done – can you please do the
needful?
One more thing – I need an advice about some courses we are running. At the moment, we have too
much of time between the end of one course and the start of the next one. Can you suggest me a
time when we can meet to discuss this? Today itself is good for me.
Please revert for clarification.
Thanking you
Tina
.
Bloopers and Blunders

7
Tick the correct/most appropriate expression.
A Tick B Tick
1 I like this alot. I like this a lot.
Thank you for the above-mentioned

2 Thank you for the file.
file.
Although it is very late, I will send the Although it is very late, but I will send
3
report to you. the report to you.
As per your request, we have As requested, we have changed the
4
changed the details. details.
5 Please reply to my mail. Please reply back to my mail.
We have between 10 and 20

6 We have between 10 to 20 columns.
columns.
Please contact me if you require further Please contact me if you require
7
clarifications. further clarification.
Thank you for your e-mail dated 28 Thank you for your e-mail dated on 28
8
March. March.
I would like to discuss about the
9 I want to discuss the proposal.
proposal.
In order to resolve this problem, we To resolve this problem, we have
10
have installed the latest application. installed the latest application.
Kindly please send the document Please send the document
11
immediately. immediately.
12 One lakh rupees Hundred thousand rupees
13 Please fill in/fill out the attached form. Please fill up the attached form.
Language of Diplomacy
Match the standard/neutral expressions with more polite and diplomatic language and
complete the table.
8
a. Perhaps we should……
Why don’t we………?
b. I wonder if I could…….
Is it all right if I…..?
c. I’d appreciate your help on this.
d. Would you like me to….?
e. Could you give me some information about…..?I
f. Would you mind + verb-ing)…….? (Would you mind sending this file?)
Could you possibly….?
I was wondering if you could…………
Function Standard/Neutral Polite and diplomatic
1. I’d like to know a little more

about…
Asking for in-
formation 2. Thank you for your help in this
matter.
Requests and
3. Can I ask you to…?
Action
4. Shall I….?
Offering help
Permission 5. Can I……?/Could I….?
Suggestions 6. Shall we…..?

9

10

11

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John Crane - E-mail Writing

Choose the correct word and write it above the definition.

© British Council India

Restructure using BLADE

Look at the following email. Does it follow the BLADE structure?

2. Please add the option for Flush angle in section view.

6. Sometimes 3D model doesn’t load properly.

© British Council India

a) There will be a delay. - I’m af_____________ there will be a sl_____ delay.

b) There is a problem. – It se_____________ we have a sm_________ problem.

c) We can’t do that. - To be ho_____________, I’m not su_____________

d) That gives us little time. - Act_____________, that doesn’t give us mu____time.

e) It would be better to ask Kumar. - Wo_____________ it be better to ask Kumar perhaps?

f) That will be very expensive. – That wo_____________ be ch_____________.

a) Can we meet again next week? (wonder, could)

b) You’ve made a mistake on the invoice. (there, seems, slight)

c) The quality is poor. (not very)

d) Your estimate for the cost is too low. (might, a bit)

e) We should wait. (wouldn’t, better idea)

f) It’s a bad idea. (honest, I’m not sure, good)

g) Let’s cancel the project. (perhaps, should think about)

Old-fashioned English vs Modern English

Here are some useful expressions.

OLD-FASHIONED ENGLISH MODERN ENGLISH

advise tell/let us know/ say

as per/ in accordance with according to

at this time/at the present time/at the time of now/at present

Attached please find I attach/I am attaching/I have attached

It has come to our attention that ... We note that

comply with our request do as we request

due to the fact that because

enclosed please find I enclose/I am enclosing

for the purpose of for

for your information (nothing)

free of charge free

in advance of /prior to before

in compliance with your request as you requested

in the amount of/in the sum of

in the near future soon

© British Council India

OLD-FASHIONED ENGLISH MODERN ENGLISH

pursuant to / subsequent to after

Please advise us Please tell us

said (contract) this (contract)

Thanking you in advance (nothing)

with regard to / with reference to regarding / concerning

for your kind perusal (nothing)

to revert to get back to

please furnish details please send me details

esteemed company your company

Modern English Practice

Rewrite these statements using modern English.

1. I acknowledge receipt of your communication.

2. Awaiting the favour of your early response to the recommendations

3. Attached please find information to assist your decision.

4. It has come to our attention that the report is incomplete.

6. Please duly sign and return the enclosed report.

7. I hereby agree with the terms and conditions offered.

8. Please furnish us with detailed recommendations regarding this issue.

Indian and International English

© British Council India

Please revert for clarification.

Bloopers and Blunders

a) There will be a delay. - I’m af_________ there will be a sl_ delay.

b) There is a problem. – It se_____ we have a sm_ problem.

c) We can’t do that. - To be ho_, I’m not su_

d) That gives us little time. - Act_________, that doesn’t give us mutime.

f) That will be very expensive. – That wo_ be ch_.