Email Writing

Today we'll look into:

• MAIN FEATURES OF AN EMAIL.

• TIPS FOR WRITING AN EMAIL.

• ORGANIZATION OF IDEAS.

• SAMPLE.

• ASSIGNMENT
Overview of Email
writing
The purpose of an email is often to inform and persuade the reader. Emails
are a quicker way to communicate than sending a letter by post and so
are often used for ongoing situations or discussions.

Emails can give the reader immediate feed back, opinions or information
about a certain topic. Emails can also be used to persuade the reader
that the writer’s view is correct and that some sort of action or decision is
required.
However, emails can also provide a balanced argument which suggests
possible alternatives, but lets the reader make up their own mind about
the topic. The ways you use language and vocabulary when writing an
email will depend on the audience and the purpose you are writing for.
Tips for writing an
Email:
 Language – think about:
THE AUDIENCE THAT THE EMAIL IS FOR – OFTEN EMAILS ARE SENT
TO ONE PERSON, BUT THEY CAN ALSO BE SENT TO MULTIPLE
READERS AT THE SAME TIME. AN EMAIL SENT TO A GROUP OF
PEOPLE IS LIKELY TO BE SEMI -FORMAL AND WOULD USUALLY NOT
INCLUDE SLANG.
• THE CONTEXT AND YOUR RELATIONSHIP TO THE READER – THE
TONE OF MOST EMAILS SHOULD BE SEMI-FORMAL, BUT SOME
EMAILS CAN BE A LITTLE MORE RELAXED IN TONE; FOR EXAMPLE,
IF YOU ARE MAILING SOMEONE OF YOUR OWN AGE WHO YOU
KNOW WELL. EMAILS CAN ALSO BE MORE FORMAL; FOR
EXAMPLE, IF YOU ARE EMAILING YOUR BOSS ABOUT A SITUATION
AT WORK.•
Language – think about:
HOW LONG YOUR READER HAS TO READ YOUR EMAIL – BUSY
PEOPLE OFTEN RECEIVE A LOT OF EMAILS EACH DAY,SO
MAKING SURE THAT YOUR FORMAL EMAIL SOUNDS CLEAR,
PROFESSIONAL AND POLITE IS IMPORTANT TO MAKE SURE
YOUR MESSAGE GETS THROUGH.•

THE IMPRESSION YOU CREATE FOR YOUR READER – UNLESS

YOUR EMAIL IS TO YOUR FRIENDS AND IS JUST FOR SOCIAL
PURPOSES AVOID USING EMOJIS OR INFORMAL
ABBREVIATIONS SUCH AS ASAP.
Organization:
PLAN THE MAIN POINTS YOU WILL DEAL WITH IN YOUR EMAIL
BEFORE YOU START WRITING IT –AN EMAIL SHOULD DEAL WITH
JUST ONE OVERALL TOPIC, SO STAY FOCUSED AND AVOID
ADDING UNNECESSARY DETAIL. THE STRUCTURE OF A FORMAL
OR SEMI-FORMAL EMAIL IS USUALLY IN THREE PARTS. FOR
EXAMPLE:

1. A SUBJECT LINE
2. THE BODY OF THE RESPONSE .
3. A CLOSING SECTION
Organization:
A SUBJECT LINE –

JUST TWO OR THREE WORDS SO THAT YOUR READER CAN

TELL AT A GLANCE WHAT THE TOPIC IS, THEN A BRIEF
INTRODUCTION TO EXPLAIN WHY YOU ARE WRITING. FOR
EXAMPLE, IF YOU ARE EMAILING A STRANGER, INTRODUCE
YOURSELF VERY BRIEFLY AND THEN GET STRAIGHT TO THE
POINT. IF IT IS SOMEONE YOU KNOW, OR A RESPONSE TO AN
EMAIL YOU HAVE RECEIVED, YOU MAY NEED TO REMIND
YOUR READER OF THE SITUATION SO FAR.
Organization:
THE BODY OF THE RESPONSE –

INCLUDE RELEVANT POINTS ABOUT THE TOPIC, DEVELOPED

AND SUPPORTED APPROPRIATELY – YOU SHOULD DIVIDE YOUR
EXPLANATION INTO FAIRLY SHORT PARAGRAPHS, EACH
DEALING WITH A KEY ASPECT OF THE TOPIC.
Organization:
. A CLOSING SECTION –

EXPLAIN BRIEFLY WHAT IS NEXT. IF YOU WANT YOUR READER

TO DO SOMETHING, MAKETHAT CLEAR HERE; FOR EXAMPLE,
PLEASE LET ME KNOW BY THURSDAY IF …’ OR TO SHOW THAT
YOU ARE OPENTO FURTHER DISCUSSION, END YOUR EMAIL ON
A FRIENDLY NOTE; FOR EXAMPLE, THANK YOU FOR YOUR HELP
WITHTHIS – LET’S KEEP IN TOUCH..
Organization:
. MAKE YOUR EMAIL EASY TO READ AND FOLLOW –

FOR EXAMPLE, YOU CAN USE HEADINGS OR SHORT LISTS

WHERE IT’S APPROPRIATE. YOU CAN ALSO CHOOSE TO
EMPHASISE THE MOST IMPORTANT INFORMATION WITH BOLD -
BUT DONOT OVERDO IT. APPROPRIATE CONNECTING WORDS
AND PHRASES CAN OFTEN DO A BETTER JOB – FOR
EXAMPLE,‘HOWEVER, IT IS CRUCIAL TO REMEMBER …‘
Organization:
USE A SUITABLE GREETING AND SIGN OFF APPROPRIATELY –

THIS WILL DEPEND ON WHO YOU ARE WRITING TOAND WHY,

SO FOR EXAMPLE ‘DEAR MR GREEN’ AND PERHAPS ‘BEST
WISHES’, OR ‘DEAR SIR/MADAM’ AND ‘YOURSFAITHFULLY’ .IF
YOU ARE WRITING TO A GROUP INFORMALLY AND DON’T
WANT TO USE ALL THEIR NAMES ‘GREETINGS’MIGHT BE A
USEFUL OPENING.
POINTS TO REMEMBER
► Informal email:
1. A
2. B
3. C
4. D
5. E
► Formal Email:
1. A
2. B
3. C
4. D
5. E
INFORMAL EMAIL
Subject: Upcoming Family Get-Together!

Dear Mr Ali,
I trust this email finds you in good spirits. I wanted to share some exciting news with you about
an upcoming family gathering that's in the works. I'm really looking forward to catching up and
having a great time together!
Firstly, we're planning to have a get-together at a lovely beach resort next month. It's going to
be a weekend full of relaxation and fun activities like sunbathing, swimming, and beach
games.
Secondly, we've managed to secure some cozy cabins right by the beach for our
accommodation. This means we'll have easy access to the water and can enjoy the beach life
to the fullest.
Lastly, we're also planning a bonfire night where we can gather around, share stories, and toast
some marshmallows. It'll be a perfect way to end our days at the beach.
I'll keep you updated with more details as we finalize the plans. If you have any suggestions or
preferences, feel free to let me know!
Looking forward to catching up and creating some amazing memories together.
Warm regards,

Mr. Ahmed Imtiaz

FORMAL EMAIL
Subject: Upcoming Board Meeting

Hey Ali, Hey Ali,

I hope you're doing well! I wanted to give you a heads-up about our next board meeting scheduled for
at the office .it's going to be a crucial discussion, and your presence is highly valued.

We'll be covering topics like production, the incident and Marketing, so it's important that you come
prepared with any insights or questions you may have.

Looking forward to seeing you there and having a productive session!

Best regards,

Ahmed
[A.V.P]
[0333 456789]
Text A
This text is taken from an article in which the parents of young sportspeople
describe their experiences. Sofia Polowyj, the mother of twin nine-year-old
aspiring gymnasts, says that gymnastics is in their blood. ‘My husband and I
met as young gymnasts, so we know about the joys and pitfalls of the sport,
although then there was just the glory of medals to aim for. It’s tough on
them – the early mornings in the gym, the strict diets, the school holidays
spent in training camp rather than at the seaside. But they rarely complain
and we’re with them every step of the way to make sure they enjoy their
successes and refocus when they don’t perform so well. Obviously, I want
them to succeed and if they ultimately choose a different path, well, that’s
fine too.’

Budding footballer 10-year-old Ranit Myska, has already played in several

international tournaments in Spain and Singapore, organised by his training
academy in India. His father, a doctor, funds his training and his foreign
travel, and believes that his son benefits hugely from such opportunities. ‘I
know some parents think I’m insane,’ he says, ‘and it costs a lot in my time
and money but the relentless emphasis on academics when I was young
wasn’t healthy either.’Ranit’s ambition is to join a major football team’s
programme when he’s 15, so he’s dedicated and committed to his rigorous
training, but he’s also doing well in school. ‘The determination he’s
developing in his football has spilled over into his academic work,’ says his
father. ‘There’s no downside for him, despite the arduous training and the
sacrifices we make as a family.’
Text A

In the UK, Sarah Sage’s experience with her young athlete daughter
has been mixed, but she has few regrets. Her daughter was singled out
at school by her sports teacher for what was described as ‘her
prodigious natural talent’ and the next four years were a blur of training
and competition. ‘Niggling injuries didn’t deter her, and she loved her
athletics family at the academy. Eventually though, she began to see
her school friends’ lives as more varied, less intense. She struggled with
having every minute of her day pre-planned with no time left for
spontaneity or just hanging out. There were tears when she gave up her
dream of elite athletics, but she still enjoys running. A punishing training
regime at a young age doesn’t suit everyone, however talented they
are.
Text B: Should we rethink elite sports for kids?
Given the enormous incomes elite sportspeople can earn, it’s no
wonder that in many countries across the globe, programmes that
aim to identify and develop future elite athletes have been
established. Once selected, potential elite footballers, cyclists,
gymnasts and others can spend many years being moulded and
trained to fulfil their ambitions. These programmes, once entered,
can shape the lives of children, and those of their families, for a long
time.

It’s thought by some coaches that specialising in a specific sport

early in childhood is essential to achieve elite levels of success. Just
like ballet dancers and musicians, it pays to start early. In sports such
as gymnastics and diving, athletes usually peak in their late teens, so
specialising in childhood is considered crucial. Athletic careers are
also inevitably shorter than most other career choices and children,
parents and trainers are often aware of that.
Text B: Should we rethink elite sports for kids?

Many children who specialise early develop personal qualities of

resilience and dedication that would shame an adult. However, some
psychologists suggest that if a child doesn’t have other hobbies or
doesn’t try new activities, it can make them feel like their identity is
solely tied to the sport they specialise in, which can affect their
development detrimentally.

Delaying intense specialisation might give a young athlete more time

to develop outside of their sport. Some think that if young athletes can
try a range of different sports, perhaps eventual success at elite levels is
more likely, not less. However, with safeguards in place, many child
athletes grow up to look back on their years of intense training with
pride and gratitude, even if they never make the grade in the elite
world.
Assignment:

► Note down the arguments in favour

and against presented into both texts
in your note book.

► Formulate your own opinion.

► Share with class.

 Marked Assignment (25 marks)
► Email Task
► A young child in your family has been selected to join an intensive training programme for
their chosen sport and is eager to join. The child’s parents have asked for your views about
whether or not their child should join.
► Write an email to the child’s parents. In your email you should:

► • evaluate the views, attitudes and ideas given in both texts and discuss the factors the
parents should consider before deciding
► • based on what you have read, give your views on whether or not the child and their
family will benefit from the programme.

► Base your email on what you have read in both texts, but be careful to use your own
words. Address both of the bullet points. Write about 250 to 350 words. Up to 10 marks are
available for the content of your answer, and up to 15 marks for the quality of your writing.