emailwriting.ppt

1、Email Writing,General tips,Use a “subject line” that summaries briefly and clearly the content of the message. Use short, simple sentences. One subject per email is best. Be very careful with jokes, irony, personal comments, etc. Take a moment to review and edit what you have written. Is the main po

2、int clear? Would some pieces of continuous text be better as bullet points or numbered points? Dont ignore capital letters, punctuation, spelling, paragraphs, and basic grammar. Be positive: actively, agreed, evolving, fast, good decision, helpful, mutual, solve, together, useful. (Not: busy, crisis

3、, failure, I cant, I wont, impossible, unavoidable, unavailable) The words you use show your attitude to life.,Neutral/Formal Style,with regard to / with reference to I can assure you that we note from our records that Please let me know your requirements I was wondering if you could Wed like to rem

4、ind you that I look forward to meeting you next week. thank you for your email received 12 June Im afraid I wont be able to attend Would you like me to? I would be grateful if you could Please accept our apologies for We regret to advise you that ,Example 1,I am afraid I will not be able to attend t

5、he meeting on Friday. As I will miss the meeting, I was wondering if you could send me a copy of the minutes? I will write to Anna as well, to inform her that I will not be there. Once again, please accept my apologies for the inconvenience I caused you. I can assure you that I will be at the next m

6、eeting.,Example 2,Thank you for your email of 25 May where your requested assistance on how to order online. It is necessary for me to know your requirements before I can offer you any assistance. I would be grateful if you could also provide details of the current product you are using.,formal expr

7、essions,offer assistance due to obtain information further opportunities enquire inform reserve verify,Subject Line,Exercise: Choose a subject line for each email.,Action re Contract; Meeting 14/5; Re your advertisement; Special Offer! Shipping confirmation; regarding your order,Email 1 Subject: _ W

8、e are in the process of arranging the meeting scheduled for 14 May, but there are still a few details I need from you. Do you want me to book hotel accommodation for you or you will sort it out at your end? Also, can you send us something about the project you were involved in last year? It would be

9、 helpful to have something to circulate before the meeting. Regards, Cathy,Action re Contract; Meeting 14/5; Re your advertisement; Special Offer! Shipping confirmation; regarding your order,Email 2 Subject: _ Sorry for the delay in replying Ive been out of the country on business. Unfortunately, th

10、e items you ordered are not in stock, but were expecting delivery by the end of the week. I will get back to you as soon as they arrive. If you need any more information, please feel free to contact me.,Action re Contract; Meeting 14/5; Re your advertisement; Special Offer! Shipping confirmation; re

11、garding your order,Email 3: Subject: _ Lisa, Ive emailed Michele and Jack about the changes to the contract. Shall I have a word with Michele to make sure she understands whats going on? Can you talk to Jack? Thanks. I truly appreciate your help.,Action re Contract; Meeting 14/5; Re your advertiseme

12、nt; Special Offer! Shipping confirmation; regarding your order,Email 4 Subject: _ Good news! Subscribers to your email newsletter can take advantage of fantastic price savings in our July sale. Ive attached a pdf file that gives full details, or alternatively just click on the link below. You can or

13、der over the web or by email our customer service staff are standing by. Looking forward to hearing from you soon.,Action re Contract; Meeting 14/5; Re your advertisement; Special Offer! Shipping confirmation; regarding your order,Email 5 Subject: _ Just a short note to let your know that we receive

14、d your order. We can confirm that the items were sent by mail today. To track your order, click on the link below. If there is anything else, just let us know. Best wishes, Donald,Key,Meeting 14/5 Regarding your order Action re contract Special Offer! Shipping confirmation,Often used expressions,Pre

15、vious contact: With reference to your email sent Reason for email: We are writing to inform you that Good news: You will be pleased to hear that.; we are able to confirm that Bad news: We regret to inform you that Request: Id be grateful if you could Offering help: would you like me to ; If you wish

16、, I would be happy to Attachments: Please find attached Final comments: Thank you for your help. / Do not hesitate to contact us. Closing: We are looking forward to ,Opening and closing,I am writing with regard to your recent email. We regret to inform you that there re no double rooms available for

17、 the nights you require. Should you need any further information about room availability, we will be happy to assist you.,Thanks so much for the wonderful present. Its exactly the book that I wanted. I am looking forward to reading it. Thanks again for the gift, and give my regards to your family.,S

18、ara, I just read your email. I felt so sorry to hear about what happened. You know you can count on me if you need any support. Ill call you at the weekend to see how things are.,Sorry, I cant make it to your birthday party. I am away that day. Sorry again that I cant come, but do have a great time.

19、 I hope we can meet up soon. Probably we can do coffee sometime next week.,I am mailing this via the “Contact Us” link on your website. Id like to know a few more details about the anti-virus software thats listed on the website. I look forward to receiving information from you asap.,Im writing with

20、 reference to our order number GH796. The goods arrived this afternoon, but you only sent 200 pieces instead of the 900 we ordered. Please deal with this matter immediately. I expect a reply from you by Friday morning at the latest.,Ive just heard from Jennifer about the Lijiang contract. Its fantas

21、tic news you worked really heard on this and you deserve the success. it really is great news, and Im sure that it is only the beginning of our work in the southwest market.,Exercise: Fill in the blanks.Email 1,Helen, I believe that you have had contact with FDT in the past. Im going to their office

22、 next Tuesday and _(1) them. In particular, can you tell me something about Lucas Rein, their sales director? Have you meant him before? _(2) Thanks, Martin.,Id appreciate your help on this Ill send it to you Id like to know a little more about Please get back to me if you need any further informati

23、on.,Email 2,Bob the management committee are meeting on 14 June and theyre going to discuss last years figures. _(1) for the meeting. Could you do it by the end of this week? I know its short notice. And _(2) in case theres any question I cant answer. Thanks. Laura.,Id like you to prepare a report.

24、Of course, Id be pleased to help I need you to be there at the meeting. Please get back to me if you need any more information.,Email 3,Alan I know youre very busy at the moment, but I need some help. I have a group of visitors from Holland coming on Wednesday afternoon after lunch. Unfortunately, I

25、 cant be back in the office until about 3pm. _ until I get back? Id really appreciate it. Thanks, Irene.,Of course, Id be pleased to help. Shall I show them around Can I ask you to look after them,Invitations,Dear Cathy/ Hi Cathy Im writing to invite you/We would be very pleased if you could come to

26、 a meeting here on June 10. It has been arranged/Ive arranged it to bring together all our colleagues working in this program to share experiences about teaching workshops. Your attendance will be very welcome/it will be great to see you. The meeting will last all day and will have an informal agend

27、a you wont need to/it will not be necessary to write a report or prepare for a presentation. Refreshments will be provided during the day. Hope to see you at the meeting/Your presence at the meeting will be very useful. Please let me know if you will be able to attend /can make it. Best regards, Joh

28、n Sanders,Reply 1,Thank you for your kind invitation. I would be delighted to attend the meeting. I am sure it will be very useful. Please let me know if there is anything I can do to help. Would it be possible to bring Marie Wang as well? Shes a new member of our team and is very involved with the

29、program. Thank you once more for your invitation and I look forward to seeing you.,Reply 2,Thank you for your kind invitation. Unfortunately, I have another appointment on that day. I am very sorry that I cannot attend the meeting. In any case, send my regards to everyone at the meeting and please l

30、et me have a copy of any report arising from the discussion. I hope we will have the opportunity to meet on another occasion in the near future. Im sure the meeting will be a great success.,Be direct and brief,Compare version 1 and version 2 Many thanks for your email which I received yesterday. Tue

31、sday at 10.30 is fine for me as my 9am meeting will be finished by then. Can you send me the latest agenda for the meeting? Looking forward to seeing you there. Many thanks for your email. Tuesday at 10.30 is fine for me. Can you send me the latest meeting agenda? Thanks.,Compare version 1 and versi

32、on 2,I am writing to all my colleagues to let you know that I will be away from my office from 23-30 September on a visit to San Francisco. Please direct all questions that you have to Jing in my absence. I will be away from my office during 23-30 September. Please direct all questions to Jing in my

33、 absence.,Exercise: Rewrite the email. The maximum length is 60 words, including the subject line.,Subject: Thank you for your help at the conference in London Thank you so much for your help during the conference on the future of education that I attended in London last week. Your help was really a

34、ppreciated as I had never been to UK before and everything was new to me! The conference was really interesting! Of course, while I was there I also had the great pleasure to meet your UK colleagues. The are a wonderful group of people and I would like to give my best regards to all of them. As you know, there are plans to hold a meeting on our campus at the end of the year. I look forward to our chance of meeting again.,possible ans