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Workplace Communications Writing Formal Emails
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Workplace Communications: writing formal emails

Feb 12, 2017

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Page 1: Workplace Communications: writing formal emails

Workplace Communications

Writing Formal Emails

Page 2: Workplace Communications: writing formal emails

Agenda:1. Introductions2. Functions of formal emails3. Vocabulary shift4. Grammar shift5. Email structure6. Useful phrases

Page 3: Workplace Communications: writing formal emails

Do you agree or disagree?• If you can speak English well, you can write good

emails.

• One of the most important features of an email is the subject line.

• Using the “cc” option is a great way to inform others who are not directly involved.

• One reason for emailing is to reduce the response time.

Page 4: Workplace Communications: writing formal emails

Compare these interior styles

How are they connected with email styles?Images:Image Green http://bit.ly/1fGGBj2 by jinkazamah CC-BYImage Roberson Mansion Parlor Room http://bit.ly/1MVbq2d by StilfehlerCC BY-SA

Page 5: Workplace Communications: writing formal emails

Why do we write formal emails?

• To thank for something• To make a request/ ask a question• To offer help/ provide info• To complain/express dissatisfaction• To apologize• To express sympathy• To make suggestions

Page 6: Workplace Communications: writing formal emails

Vocabulary shiftInformal

Do you need a hand with anything?

Formal

Should you need any further assistance, do not hesitate to contact

us.

Images:Original image http://bit.ly/1VbdTqP by eridesign CC-BYImage San Francisco fence http://bit.ly/1PU9Hsq by pb3131 CC-BY

Page 7: Workplace Communications: writing formal emails

Vocabulary ShiftInformal

• get• put off• ask• put up• drop• inform• tons of• help• go up• thank

Formal

• obtain• postpone• request• tolerate• cancel• tell• many/much• assistance• Increase• appreciate

Page 8: Workplace Communications: writing formal emails

Grammar shiftInformal

Can you tell me?

Formal

Could you please provide me with some updates?

Images:Image T.Pot White Rice http://bit.ly/1i2xaMV by Calgary Reviews CC-BYImage Risotto time http://bit.ly/1Ihfli7 by John Athayde CC-BY

Page 9: Workplace Communications: writing formal emails

Grammar ShiftInformal

• Can I…?• I want• Tell me if you need help.

• Just a short note to let you know…

• Talk to you later…

Formal

• May I…?• I would like to• Should you need any

assistance, don’t hesitate to contact us.

• We are writing to inform you…

• We are looking forward to ….

Page 10: Workplace Communications: writing formal emails

Email Structure

Original image http://bit.ly/1MOnf91 by pahminu CC0

Page 11: Workplace Communications: writing formal emails

Five Parts of a Formal Email

Subject line

Greeting

Opening

Body

Conclusion

ClosingOriginal image http://bit.ly/1MOnf91 by pahminu CC0

Page 12: Workplace Communications: writing formal emails

Rate These Subject Lines

1. Hello.

2. Thank you!

3. My experiences at the school: thank you!

4. Important!

5. Job application

6. RE: Job application for e-Facilitator 2012

Page 13: Workplace Communications: writing formal emails

Greetings

• Dear Ms. Warner,• Dear Mr. Patel,• Dear Pamela,• Dear Robert,• Hi/Hello Mary,

Note: There is always a comma after the greeting!

Image Handshake – 2 men http://bit.ly/1WT3zWh by Flazingo Photos CC-BY-SA

Page 14: Workplace Communications: writing formal emails

Openings

• I am writing in relation to…• I am writing with regard  to the sale of..• With reference to your email sent

(date)• It was a pleasure meeting you at…• Thank you for your email of (date)

concerning the conference…• I am writing on behalf of ….

Page 15: Workplace Communications: writing formal emails

Email Outline

Page 16: Workplace Communications: writing formal emails

Making a request• I would appreciate if you could…• I would be most grateful if you

would…• Would you be so kind and ….• I was wondering if you could…• Could you please• I would like to know...

Page 17: Workplace Communications: writing formal emails

Apologizing• We apologize for any inconvenience caused.• Please accept our sincere apologies.• Please let us know what we can do to

compensate you for the damages caused.• We will make sure that this will not happen

again in the  future.• I am afraid I will not be able to attend the

conference.

Page 18: Workplace Communications: writing formal emails

Complaining• I am writing to express my dissatisfaction with…

/ to complain about…• I regret to say that I was not completely satisfied

with the room you provided us.• We regret to inform you that your payment is

considerably overdue.• I would like to receive a full refund and

compensation for the damages.• I am interested to hear how your company can

compensate us for the distress we suffered.

Page 19: Workplace Communications: writing formal emails

Being diplomatic

Joanne, I am still waiting for your reply!!!

Didn’t we agree to meet on TUESDAY?

We have a slight/minor/little

problem.Unfortunately, the mistake

is rather serious.

Images:Image Girl frown http://bit.ly/1JwvcKt by Steven Depolo CC-BYOriginal image http://bit.ly/1NIpPho by platinum portfolio CC-BY

Page 20: Workplace Communications: writing formal emails

Attaching files• I am attaching my CV for your

consideration.• I am sending you the brochure as an

attachment.• Please see the statement attached.• Please find attached the file you requested.• I am afraid I cannot open the file you have

sent me.• Could you send it again in … format?

Page 21: Workplace Communications: writing formal emails

Conclusion• I look forward to seeing you.• I look forward to hearing from you.• I look forward to meeting you.

Page 22: Workplace Communications: writing formal emails

Closing• Yours faithfully, (when you start with

Dear Sir/ Madam,)• Yours sincerely, (when you start with

the name e.g. Dear Ms Collins)• Sincerely yours, (AmE)• Sincerely, (AmE)• Yours truly, (AmE)

Page 23: Workplace Communications: writing formal emails

Email ChecklistO

utlin

e • Subject line• Opening• Topic 1 with Detail• Topic 2 with Detail• Conclusion• Closing Gr

amm

ar a

nd

Mec

hani

cs • Sentences begin with a capital letter.

• Sentences have proper punctuation.

• Spelling is correct.• There is a subject-

verb agreement in each sentence.

Page 24: Workplace Communications: writing formal emails

Email ChecklistGr

amm

ar a

nd M

echa

nics

• Sentences begin with a capital letter.

• Sentences have proper punctuation.

• Spelling is correct.

• There is a subject- verb agreement in each sentence.

Subject line: Thank you!

Dear Tina and Gary,

We just wanted to mentioned to you what a great

time we had at dinner the other night

You two are trully impressive cooks! We are still

talking about that delicious shrimp, and the cake

looks like something out of a magazine.

We always enjoys spending time with you all and the

kids get along great.

We’re looking forward to next time at our place!

Thanks so much,

Page 25: Workplace Communications: writing formal emails

Email ChecklistO

utlin

e • Subject line• Opening• Topic 1• Example -

Detail• Topic 2 with

Detail• Closing

Subject line: Thank you for the wonderful dinner last night!

Dear Tina and Gary,

We just wanted to mention to you what a great time

we had at dinner the other night.

You two are truly impressive cooks! We are still

talking about that delicious shrimp, and the cake

looked like something out of a magazine.

We always enjoy spending time with you all and the

kids get along great.

We’re looking forward to next time at our place!

Thanks so much,

Page 26: Workplace Communications: writing formal emails

Thank you!See you online!