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Writing at work – emails

Esti mated ti ming: 20-30 minutes

• Emails are one of the most common ways people communicate at work

• Emails to friends or family can be informal. At work, emails should

always be formal, even with colleagues you may get along with well

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Emails – the basics

CC: someone
Address: the who you want to
person you are see the
sending the information in
email to the email you are
sending.

The subject:
what is the The main part of the
email about, email where you
this can be just write your message.
a few words.
For example,
‘Team meeting
25th March’

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Emails – the basics

• You must always have a
subject, as well as an
email address in the “To”
box.

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Formal email example

The purpose of the email and
Dear Mandeep Gill,
the main subject.
I am writing to complain about the condition of the RECEPTION. Over the last
two weeks, I have noticed a great deal of litter.

It is my opinion that this litter is a health hazard. For example, yesterday a

service user fell over and cut his hand on a broken bottle. The service user in
question needed four stitches.
Why you are
I believe that there are a number of things that you could do to rectify this writing this
problem. Firstly, it may be possible for you to purchase additional litterbins. This email.
would help prevent service users discarding their litter recklessly.

In addition, I think that our hospital needs more adequate security to prevent
vandals littering. What you need
 
to tell the
In conclusion, I hope you will take my concerns seriously and I look forward to
your reply. manager to
End your rectify the
Yours sincerely,
email. Offer problem.
John Smith
solution.
4
Patient Experience Administration Apprentice
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Emails – writing to colleagues

• Read the email on the next slide and spot the mistakes.

• What should not be included in a work email?

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Write a list of the mistakes:

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Answer these questions:

Who is this email addressed to? How do we know?
How should the email start?
What is the email about?
What makes this too informal for a work email?

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Rewrite the email

Rewrite the email to make it more appropriate for work.

Think about:
• It is addressed to your manager
• You are asking if your manager wants you to do extra work shifts over
the bank holiday weekend.
• You are unable to work an extra shift. How could you tell them in a
formal way?
• Remember to include a subject

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Write your subject in this box (delete this text)

Write your formal email in this box (delete this text)

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Extra shifts over the bank holiday weekend

Hello Mahmoud,

I just wanted to inform you that I am not able to work any extra shifts over the bank holiday weekend
(Monday 31st August) as I have a family commitment.

I am able to do my usual shifts for the rest of the week.

Let me know if you want to discuss this further.

Kind regards,
Debbie

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Example answer
• Compare your email to the example answer on the last slide.
• What are the similarities between your answer and the example answer?
• Is there anything you forgot?
• Have you remembered punctuation like full stops and capital letters?
• Do you think you can improve the example answer?

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