Third Year – English V Ms.

Chatti

Professional Email Writing

Before You Write:

1. Examine the following emails and label them according to their contexts: Casual or
formal, social or professional.
……………………………………… ………………………………………

Hi, Mr. Reed. How are you?
I hope all is well and that you had a
pleasant weekend.
I’m writing because Sandra requested the
budget numbers for fall quarter 2020.
Could you send them to me?
Thanks.
Best,
Edna
Hello. How are you?
I was wondering if after all these years
you’d like to go over everything.
Can I tell you I’m sorry for everything that
I’ve done?
When I call, you never seem to be home.
Hugs,
Adele

2. Examine the format of each of the above emails. Do you notice any difference(s)?
3. Consider the following points. Judge the degree of formality in them:

Helpful phrases: Business greetings: Signing off on a

I hope you’re well/Hope your business email
Hi/Hello [insert name
weekend was good Best
here]
Could you/Would you Best wishes
Hi, how are you?
Thanks/Thanks so much Sincerely
Dear [insert name here]
If you could ___, that would Thanks (if you haven’t
(for something more
be great already said “thanks”
formal)
I’m writing because… /I was directly beforehand, of
wondering if… course)
[Your name here]
4. The four main parts of an email:
Subject
Greeting (degree of closeness, formality)
Email text (purpose, request, complaint, offer..)
Closing (degree of closeness, formality)

Lesson 3 September 2021

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 Third Year – English V Ms. Chatti

5. Pay attention to the language structure:

A couple basic structures:

If you could ___, that would be great.
Could you ___ please? (E.g. send me the report)
Would you like me to [do an action]? (E.g. attach the meeting notes)
Another important thing to note is how you refer to people in emails.

Usually, when in an already-established office setting, these will work:

[Person’s first name]
Mr./Ms./Mrs./Dr. [Last name] (More formal)
[Person’s first and last name] (More formal)

Dear Hiring professionals (If they don’t know the name)

Dear Hiring Team
[Person’s first and last name]

If you are applying for work, it’s best to use:

This resume is for HR department. Actually I want to make it complete but my brain just stopped. give me
some advice please....
Thank you sir!
5. In pairs, critique and correct the emails below:

Email 1:
Subject: professor!
Professor! how are you?
Do you remember me?? I was a student who was taking
advanced conversation class last year and got a job in
Singapore.
These days, too many things bother me a lot. So I try to
change a job.
I make a resume and cover letter. I am very shy to
show you and it seems very ridiculous but I need your
help.

Email 2:
Hi, Mr. Parisotto.
We are the number one business school in Canada at the moment. We are looking for professors to teach
for the winter semester. Please send us your resume, and our highly qualified staff will contact you
sometime soon.

6. Now, be dramatic, and enact your emails: Structure your character emails as a narrative and
do a staged reading. Bring your emails to life!

Lesson 3 September 2021

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 Third Year – English V Ms. Chatti

As You Write:
Taking into consideration the details we have just discussed, write a professional email to your
professor requesting a meeting, a reschedule, or asking for a letter of recommendation.
TIPS:
☺ be clear (few mistakes)
☺ be brief (not too wordy, no extra information).
☺ In business, the tone of an email is very important. Tone means the feeling people get when
they read your message. Emails should be polite. But unlike a business letter, an email does
not usually have to be super polite. Also the style (or formatting) of the email message is
important.

PROFESSIONAL EMAILS GUIDELINES:

 Include a one or two word topic in the subject line. It helps the reader know what the email is
all about.
 Always include a greeting (Dear) and a closing (Sincerely). Always!
 Use business language, always spell check, reread and do not use abbreviations.
 Use formatting just as you would a business letter.
 Do not ever use ALL CAPS. ALL CAPS MEANS YOU ARE SCREAMING AT THE OTHER
PERSON.
 Jokes, witty remarks and sarcasm do not translate in email. This can get you into really, difficult
situations.
 Complaining and gossiping have no place in email.
 Keep the communication short and concise.
 The use of emoticons should only be used between really great friends.
 Reread before hitting send.
 If you can walk around the office and talk to someone, send the email later. Get up and talk to
a colleague. Send an email when there is factual information they may need.
 Never forward a forward a forward.

After You Write: The hidden meanings in your messages

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 Third Year – English V Ms. Chatti

Answer this quiz:

1. You are writing to a close colleague/co-worker. Choose the best greeting and sign off:
a. Dear Kylie, – Yours sincerely, c. Hi Kylie, - Regards,
b. Hello Kylie, – Yours faithfully, d. Dear Mrs Kylie, - Regards,

2. You are writing to Sarah Porter who you do not know well:
a. Dear Ms. Porter, c. Dear Sandra,
b. Hey Sandy, d. Dear Ms. Sandra,

3. You are writing to inform a colleague about meeting. The best subject line is:
a. Monthly sales meeting is on tomorrow c. Sales meeting arrangements
at 9:30 d. (no subject)
b. Meeting

4. You are writing to a member of your team on a Monday to request a report. The best
opening is:
a. How was the weekend? c. I’m writing to see if you have
b. I want the report right now. completed the report.
d. My weekend was fantastic.

5. Which purpose phrase is correct?

a. I am writing about our brand new c. I am writing to tell you our brand new
product. product.
b. I’m writing informing you about our d. I’m writing to let you know about our
brand new product. brand new product.

6. Which request is best for a simple request for information?

a. Would it be at all possible for you to c. Could you please send me your product
send me a product brochure? catalogue?
b. Send me your product catalogue please. d. Send me your catalogue ASAP.

7. Which phrase for referring to attachments is the least appropriate?

a. The July report is attached. c. Please find the July report attached.
b. Attached you will find the July report. d. I’ve attached the July report.

8. Which closing question phrase is correct?

a. If you have some questions, don’t c. Feel free to contact if you have any
hesitate to contact me. question.
b. If you have any questions, just ask. d. If you have any questions, please don’t
hesitate to contact me.

Lesson 3 September 2021

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