Writing emails I can write a business email.

1 LANGUAGE IN CONTEXT
Read the texts below and answer these questions.
1 Who do you think is the sender and who is the receiver in each text
(e.g. boss, client, supplier, colleague, employee, etc.)?
Text a Text b
Sender
Receiver

2 Match the texts to the purposes.

1 making an invitation __________
2 making a first contact __________
a b
Hi Liam, Dear Mr Owen,
We’re having the meeting I am writing to introduce myself. I am your
Tuesday! Hope you can new sales contact for Taylor and Whitaker
come. Sorry about the short and I look forward to working with you in the
notice. future. I will be in your area next week and
Thanks. would like the opportunity to meet you.
All the best, Please do not hesitate to contact me about
Joel this or any other matter in the future. I am
always available on 0970 567 4738.
Yours sincerely,
Nite Peterson

3 Read the texts again. Then work with a partner and match texts a-b to
sentences 1-5.
1 The sender knows the receiver very well. __________
2 This is the first time the sender writes to the receiver.
__________
3 It is formal and very polite. __________
4 It is direct and friendly. __________
5 The sender wants to arrange a meeting. __________

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2 USEFUL EXPRESSIONS
A Discussion

1 Look at the pieces of advice about writing emails. Which ones do you
agree with? Discuss your answers with a partner.
 Always start with ‘Dear….’
 Use complete words – don’t use contractions or abbreviations.
 Use complete sentences.
 Emails in business can be formal or informal.

2 Look at these emails and check your answers above.

Colette,
Thanks for booking the meeting with
the Du Pont clients. Could you book
me a room at the Park Inn Hotel,
Geneva for the three nights? The
usual – non-smoking, quiet double
room!
Thanks.
Bruno
btw. Do you know if Claire is going
too?
Dear Sir or Madam,
I am writing to enquire if you have a
double room, single occupancy, available
for three nights, 27th, 28th and 29th March,
for Bruno Levy. He requires a non-
smoking, quiet room.
I look forward to hearing from you.
Sincerely yours,
Colette Montand
Personal Assistant

3 Decide which of the following are formal (F), informal (I) or can be found
in both situations (B).
1 To whom it may concern _________
2 Cheers, _________
3 See you soon, _________
4 Thank you for your enquiry. _________
5 I need your info asap. _________
6 I hope this email finds you well. _________
7 We look forward to hearing from you. _________
8 Looking forward to the meeting. _________
9 Hi Sam, _________
10 See you soon! _________

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B Language to learn

Formal expressions Informal expressions

Dear Sir or Madam, Hi Sam,
Dear Mr Dunne, Colette,
To whom it may concern, It’s me again!
Thank you for your enquiry. How are you?
I hope this email finds you well. Take care!
We look forward to hearing from you. See you soon!
Sincerely yours, I need your info asap.
Yours sincerely, Cheers,

Both formal and informal

Looking forward to hearing from you.
Best wishes,
Regards,

C Practice

1 Practice 1: Read the email below and answer these questions.

1 Which of the emails above does Carlo reply to?
2 What can the customer do to confirm the booking?
3 What other requirement(s) does Carlo want to know about?

Dear Colette Montand,

We have a double room for the nights you require. It is a quiet room at the
back of the hotel and is on a non-smoking corridor. The price is 300 Swiss
francs per night, including breakfast.
The hotel has security-controlled parking for an extra 25 Swiss francs per day.
We will hold the booking for 48 hours but we require your credit card number
to confirm it.
Could you please also inform us if Mr Levy requires parking?
Yours sincerely,
Carlo Graf

2 Practice 2: You are now Colette. Write an email to Bruno asking him if
he needs to book a parking space.

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3 Practice 3: Write an email to reply to Carlo Graf. Use the cues below.
Dear
Thank / for / email
I / writing / confirm / booking
Credit card number: VISA 6783 2789 9045
Mr Levy / not need / book / a parking space
Sincerely

4 Practice 4 (can be assigned as homework): Mr Bruno Levy is going to

be in Paris for two days on leaving Geneva. Write to a hotel in Paris to
book another room for him.

3 PROGRESS CHECK
When is it necessary to write a formal business email?

Today I can …
 write a business email.

4 iTalk_2W1.1_Writing emails