Improve your emails

I. Writing a correct subject line

1. Definition and purpose of a subject line:
The purpose of a subject line in an email is to provide a concise and informative preview of the
email's content. It helps recipients quickly understand the main topic or purpose of the email,
encourages them to open and read the message, and facilitates efficient organization of their inbox.
2. Choose correct subject lines for the emails below:
Dear Professor Johnson,

I hope this email finds you well. I am writing to request an appointment to discuss my research
project proposal for the upcoming semester. As I finalize my topic and research questions, I would
greatly appreciate your guidance and feedback to ensure that my project aligns with the objectives of
the course.

I am available to meet during your office hours on Monday and Wednesday afternoons. Alternatively,
I can adjust my schedule to accommodate a time that works best for you. Please let me know your
availability, and I will make the necessary arrangements.

Thank you for your time and consideration. I look forward to meeting with you to discuss my project
further.

Best regards,
Taylor Swift

Subject Line Options:

a) Meeting Request for Research Project Proposal

b) Discuss Research Proposal
c) Request an appointment to discuss my research project proposal for the upcoming semester.
d) Question about Assignment Submission
e) Request for Appointment: Research Project Proposal Discussion

3. Write a subject line for the topic below:

Subject: _________________________________________________
I hope this email finds you well. I am writing to seek clarification on a specific aspect of our company
policy regarding [briefly describe the policy or procedure you need clarification on].

I have reviewed the policy document provided, but I still have some questions about how it applies in
certain situations. Could you please provide additional information or examples to help me better
understand this policy?

Your assistance in clarifying this matter would be greatly appreciated.

Thank you for your attention to this request.

Best regards,
Taylor Swift

Subject:_____________________________________________________
Dear Mr.Akison,

I hope this email finds you well.

After reviewing your request for time off or vacation from [start date] to [end date], I am pleased to
inform you that your request has been approved.

We appreciate your hard work and dedication to your role, and we trust that you will make the
necessary arrangements to ensure that your tasks are covered during your absence. If you have any
pending assignments or responsibilities, please make sure to delegate them to a colleague and provide
any necessary handover documentation.

I hope you enjoy your time off and return refreshed and rejuvenated.

If you have any further questions or need assistance with anything before your departure, please don't
hesitate to reach out.

Best regards,
Taylor Swift

Subject:_______________________________________________
Dear Mr.Akison,

I hope this email finds you well.

I am writing to confirm our reservation / appointment for the following details:

Date: March 25, 2024

Time: 10:00 AM
Location: Main Conference Room
We are pleased to inform you that your reservation has been successfully booked and confirmed.
We look forward to welcoming you on March 25, 2024. If you have any questions or need to make
any changes, please don't hesitate to contact us.
Thank you for choosing [company / organization]. We appreciate your business / cooperation.
Best regards,
Taylor Swift
II. Understading the context and responding properly
Subject Line: Internship Positions Available
From: ACAcompany@gmail.com
To: fptuniversity@gmail.com
Date: March 15 2024
Dear FPT University Team,

Dear FPT University Team,

I hope this email finds you well.

I am thrilled to announce that FPT Shop is offering internship opportunities in our Marketing
Department. However, please note that we have a limited number of positions available—only five
spots are open for enthusiastic individuals who are eager to join our team.
 These internships offer valuable hands-on experience in digital marketing and social media
management. Interns will have the opportunity to work closely with our marketing professionals,
gaining insights into marketing strategies and tactics while contributing to real campaigns.
To ensure that we select the most suitable candidates for these positions, we have specific
requirements:

● Proficiency in both written and spoken English.

● Strong communication and interpersonal skills.

● Demonstrated interest/ experience in digital marketing and social media platforms.

If any of your students meet these requirements and are interested in gaining practical experience in
social media marketing, we encourage them to apply for these internship positions.
Please feel free to share this information with your students. If they have any questions or need
further details, they can contact me directly. I would be happy to provide more information about the
internship roles and the application process.
Thank you for your attention, and we look forward to welcoming talented individuals from FPT
University to join our team at FPT Shop.
Best regards,

Taylor Swift
Manager of Human Resources
FPT Shop

You are a FPTU student who is interested in the position. Write an email (150 words) to request
more details about the recruitment process. In the email, you must include:

- Reasons for your interest in the position

- Demonstration of your abilities and experience to prove your potential
- Request for more detailed related to working hours and recruitment process

Task 1: Understand the requirements:

1. Who are you in the context? The FPT student who is seeking for the internship, interested
in this position.
2. Who do you need to respond to? Taylor Swift, Manager of Human resources in FPT shop.
3. What is the relationship between you and the recipient? The recuiter and the applier
through the FPT university.
 4. How many requirements do you need to meet? What are the requirements? There are 3
requests: Proficiency in English writing and speaking, strong communication, interpersonal
skill and demonstrated interest in digital marketing and social media platform.
5. Outline some details to respond. Check whether your responses are suitable for the context
or not, and whether you give enough information for the recipient.
Outline:

- Introduce my self
- Proof that I can satisfy all of the requirements

- Reasons for my interest in the position

- Request for more detailed related to working hours and recruitment process

Task 2: Write your email:

Parts/ Content
Instruction

Writing email From: tranthanhthien.le@gmail.com

addresses
To: ACAcompany@gmail.com

Date: March 15 2024

Mentioning the
main purpose
Subject: Request for information of FPT internship position.
Use his/her last
name
Opening Dear Ms. Swift, ,
paragraph

I hope the email finds you well. I am Le Tran Thanh Thien, Digital Marketing
student of FPT university that your email announced with. I am writing this email
with the reason that I am seeking for the internship and request more information
Body paragraph
about the working hours and recruitment process.
1: Reasons for
your interest in
the position
About my personal information, I have a grand ambitious in digital marketing but I
only have the theories of what I have learned in university and do not know how to
use them in the realistic situation. When I found your recruitment, I know this is a
Body paragraph
chance for me to improve my level in the subject I have followed. The reasons are I
2: Demonstration
could work in the professional environment, gain insights to marketing strategies
of your abilities to and tactics while contributing to real campaigns.
prove your
potential
Regards to your requests for applying this internship position:

Body paragraph - My IELTS score is 7.0 in both speaking and writing. Moreover, I have the
3: Requesting for experienced to be a master of ceremonies for 1 English event.
me details related - As I have mentioned about the experience to be a MC, I confidently say
to working hours that my communication and interpersonal skill can adapt your demand
and recruitment - I have engaged with Digital marketing since I was a high school student
process and my interest has been growth from that time. I have joined in many
event so that I can improve my skill but it is not the professional
environment I am looking. I have defined that the last key factors I need to
develop my self is the real practical experience before graduating school
Closing paragraph
and looking for a job.

Unfortunately, there are some questions that I would like to ask about your
recruitment feeds. I would appreciate it if you could tell me more detail about how
many hours for a daily works in this positioning and what policies, documents
should I need to prepare for this recruitment process?

Thank you for considering my interest, and I look forward to hearing back from you
soon.

Best regards,
Tran Thanh Thien LE
FPT University student
Tranthanhthien.le@gmail.com
Notes:
1/ Use a formal tone (want to => would like, can => could. I’m => I am)
2/ Some phrases to request more information:
"Could you please provide more information about..."
"I would appreciate it if you could..."
"Would it be possible to..."
"I kindly request..."

Task 3: Peer feedback

Criteria Yes/No + Suggestions

1. The email has

“From/To/date
and subject
line”
2. The subject
shows the main
idea/ purpose
of the email
3. The opening
paragraph has
the
introduction of
the writer and
 position; the
purpose of the
email.
4. Each body
paragraph has
a clear point.
5. The details of
the paragraphs
are well chosen
and suitable.
6. The writer has
written his/her
name, position
and contact
details at the
end of the
email.
7. The
vocabulary and
grammar are
used correctly.
8. The tone is
formal and
semi-formal.