English email writing 101
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Basic English Email Writing, including principles, phrases, and examples. Supposed to be applicable to all email writing. Mainly for formal communication 5C principle Structure(Subject Line, Greeting, Opening, Main Body, Ending, Sign-Off) Other details
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English email writing 101
- 1. English Email Writing 101 By 朱永載 Yung-Tsai Chu 2018/1/12
- 2. Outline Principle Structure Do’s and Don’ts for each part Useful phrases/sentences Reminders
- 3. Principle- 5C Correctness Spelling, grammar, punctuation Conciseness Topic sentence then 2-3 sentences in main body Complete Don't miss necessary information Clarity Use paragraphs Courtesy Formal VS. Informal
- 4. Formal VS. Informal Informal A birthday greeting to a colleague An email to a colleague who is also a good friend A social invitation to a friend at your workplace A message to a friend on a social networking site Formal An email to a customer A job application An email to your manager A complaint to a shop An email from one company to another company
- 5. Structure Subject line Greeting Opening Sentence (self intro if needed) Main Body(Detail) Ending(Call-To-Action) Sign-off
- 6. Typical Email Subject: Drug Abuse Seminar Invitation on 3/1 in Taipei Dear Prof. Heisenberg, My name is Yung-Tsai Chu from Ministry of Health and Welfare of Taiwan. We’d like to invite you to give a speech in a drug abuse seminar for drug enforcement and researchers in Taiwan. The seminar will take place on 3/1 in National Taiwan University, Taipei. We hope you can share your insight into modern illicit drug production. The length of speech is 50 minutes and it’s followed by a 10-minute discussion. We would be honored if you decide to take part in the seminar. Please do not hesitate to contact me if you have any questions. I look forward to your reply. Yours Sincerely, Yung-Tsai
- 7. Email Address 1. Formal name with your school/office/company is better 2. How to say email address @ at . dot
- 8. Subject Line Specific yet short and sweet No longer than 50 characters Noun instead of Verb
- 9. Examples Sales Promotion VS. Sales Promotion for 2012 A/W Collection Request VS. Quotation Request for Gift Bags
- 10. Something More You can add: change, new, revision, updated, modified important, urgent Friday Meeting Time = Change of Friday Meeting Time Sales Event Location = New Location for Sales Event Next Week Work Schedule = Revision to the Work Schedul
- 11. Greeting Informal Hello/Hi Ryan, Hi, Hey, John,(professional yet informal) No greetings if many email in short time Formal Dear Ms./Mr…. , Dear (full name), Dear Prof./Dr. , Dear Sir/Madam, To whom it may concern,
- 12. Opening Sentence Self-introduction and who your represent “My name is ___ and working in ____” “My name is ___ , (job title)” “On behalf of ____, we _____” Purpose (next page)
- 13. Opening Sentence I am writing to ask for further details about/regarding/concerning … inform you that my new address is … say thank you very much for all your hard work. apply for the job as Teacher of Maths at your school. confirm... I'm writing regarding…
- 14. Opening for Reply Thank you for _____ I’ m writing in response to your inquiry about _____ In response to your request, we can _____.
- 15. Main Body Consider changing to next paragraph 2-3 sentences per paragraph
- 16. Change to Next Topic... “There's one more thing I'd like to discuss with you” “Regarding…” “I'd also like to ask you about “
- 17. Ending Call-to-Action Ask for reply Ask for questions
- 18. Call-to-Action Could you please... Can I ask you to … Please... by tomorrow at the latest(direct, if urgent)
- 19. Ask for Reply I look forward to V-ing/N Hearing from you/meeting you/ your reply Please let me know your opinion about my proposal/ if this will be possible/convenient for you I’d appreciate your reply when you have received my email.
- 20. Questions If you have any questions, please don't hesitate to contact me./let me know
- 21. Sign-Off Neutral Regards, Kind Regards, Best Wishes, Formal Yours Sincerely Yours Truly,
- 23. Reminders
- 24. Useful Phrases “I'm forwarding _____ to you” “I've forwarded _____ to you” “I've cc'd/cc'ed/copied __name__ on this email” C.C. Carbon Copy B.C.C Blind Carbon Copy
- 25. Attachment “Please find attached _______” (photo, file, document, my CV...etc) “Attached is/are _______” “I’ve attached ______” Attach the file before starting writing
- 26. More Details Font: Arial, Times New Roman Size: 12 Avoid Colorful text, italics, CAPITAL LETTERS (shouting, aggressive)
- 27. Tense To speak about a timetable, use the present simple Next term runs from 1 September until 16 December. To speak about a future arrangement, use the present continuous or 'be going to’ Mr Toshiko is coming to our next meeting. Next term we are going to learn about pollution. Use the present simple after when, if and next time in future time clauses I will call you when I get to the station. Let's go for a walk if the weather is good.
- 28. Punctuation & Contractions No space before comma and period, space after them Avoid exclamation mark in email Parentheses: space before ( and after )
- 29. Contractions Contractions(縮讀字)- don't.won't.didn't: OK Informal contractions(no apostrophe): gonna.wanna.hafta
- 30. How to Say No Politely That would be great, but …. I’m afraid... I would love to help you, but … I really appreciate the invitation, but… I wish I could come, but unfortunately … I won’t be available on
- 31. Wrap Up Subject: Drug Abuse Seminar Invitation on 3/1 in Taipei Dear Prof. Heisenberg, My name is Yung-Tsai Chu from Ministry of Health and Welfare of Taiwan. We’d like to invite you to give a speech in a drug abuse seminar for drug enforcement and researchers in Taiwan. The seminar will take place on 3/1 in National Taiwan University, Taipei. We hope you can share your insight into modern illicit drug production. The length of speech is 50 minutes and it’s followed by a 10-minute discussion. We would be honored if you decide to take part in the seminar. Please do not hesitate to contact me if you have any questions. I look forward to your reply. Yours Sincerely, Yung-Tsai