with emails you don’t get a second chance to make a good first impression
Don’t annoy customers or peers with wrong spelling or punctuation! Write effective, clear, and structured emails to elicit the required action timeously
Vocabulary & Phrases
Open the PDF (Click here) and do the exercise. Compare your answers with ours:
The 1st email is informal – It contains:
- a colloquial phrase – a bit of info;
- abbreviations e.g. pls;
- an emoticon;
- an informal greeting – Hi;
- no closing
Furthermore, some words are omitted – I was wondering / I’m not sure
The second email is more formal. It contains:
- a formal salutation – Dear;
- a formal closing – Best regards;
- more formal vocabulary e.g. attend, assist, arrange;
- no abbreviations or emoticons;
- contractions that are more common in informal emails, but can be used (not recommended) in all emails. Words are not omitted.
Making enquiries - Answers
Exercise 2 – A
Advantages of sending an email:
- Speed: Emails are faster to write and send than letters.
- Cost: Emails are cheaper than sending letters or phoning.
- Time to prepare: The message is in writing so you can prepare what you want to say – particularly important when responding to #2.
- Convenience: A phone call can be inconvenient to the person being called, especially if he or she works at a busy place like a travel agency (#3). An email or letter can be answered at the recipient’s convenience.
Disadvantages of sending an email:
- Accuracy: In contrast to a phone call, you need to take care when writing an email (or letter). Mistakes which may be overlooked on the phone could give a bad impression when in writing. The impression you make is particularly important when responding to #2 (job advert).
- You might get more detailed information with a phone call – especially with adverts #1 and #3 – as you can react to what the person says and ask follow-up questions.
Exercise 2 B
4b – 1d – 3a – 2c
Answers for Exercise 3
- Please answer asap.
- Can you help?
- Can you please send me …?
- I’m sending you the … in an attachment.
- I’m sending you …
- Thanks for your email/request.
- Let us know if you need any more help.
- We hope that you are happy with this.
- Thanks for choosing …
- We are working on your request.
Answers for exercise 4
- Could you please send
- would you be able to help?
- ‘d (or would) appreciate a reply asap.
- Thank you for your email.
- your request is being processed.
- in an attachment.
- hope you find this satisfactory.
- Thank you for your interest. / Do not hesitate to contact us if you require further assistance.