LESSON 6: Emailing

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BUSINESS SKILLS

LESSON 6: EMAILING


WRITING AN EMAIL

AIM OF THE LESSON: TO LEARN HOW TO WRITE AN EMAIL

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READING

Read the definition of an email and complete it with the words from the box.

recipients submission digital address forward

Electronic mail, commonly called email or e-mail, is a method of exchanging messages from an author to one or more . Modern email operates across the Internet or other computer networks. Some early email systems required that the author and the recipient both be online at the same time, a la instant messaging.

Today’s email systems are based on a store-and-forward model. Email servers accept, , deliver and store messages. Neither the users nor their computers are required to be online simultaneously; they need connect only briefly, typically to an email server, for as long as it takes to send or receive messages.

An email message consists of three components, the message envelope, the message header, and the message body. The message header contains control information, including, minimally, an originator’s email and one or more recipient addresses. Usually descriptive information is also added, such as a subject header field and a message date/time stamp.

Click here, to see the key!

Electronic mail, commonly called email or e-mail, is a method of exchanging digital messages from an author to one or more recipients. Modern email operates across the Internet or other computer networks. Some early email systems required that the author and the recipient both be online at the same time, a la instant messaging.

Today’s email systems are based on a store-and-forward model. Email servers accept, forward, deliver and store messages. Neither the users nor their computers are required to be online simultaneously; they need connect only briefly, typically to an email server, for as long as it takes to send or receive messages.

An email message consists of three components, the message envelope, the message header, and the message body. The message header contains control information, including, minimally, an originator’s email address and one or more recipient addresses. Usually descriptive information is also added, such as a subject header field and a message submission date/time stamp.

Source: http://en.wikipedia.org/wiki/Email

 

Exercise 2: Label the components of the email.

Message header Message body Subject header field
Carbon copy field Blind carbon copy field

message_fields

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message_fields_key

Do you know how to read an email address?

paulasmith @ viamail . com

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paulasmith @ ? at viamail ? . = dot com

 

Exercise 3: Email phrases: giving information for writing & giving information

Complete the phrases with the words from the box.

reference connection enquire
regarding reply regard

Giving reason for writing:

  1. In to your email, ?
  2. We are writing to you ?
  3. I am writing with to?
  4. I am writing in with ?
  5. your question ?
  6. With to ?
  7. I am writing to about

 

 

regret let tell
able happy

Giving reason for writing:

  1. I am writing to you know…
  2. I am to confirm ?
  3. We are to let you know / to inform you / to confirm that ?
  4. We are delighted to you that ?
  5. I to inform you …

 

 

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Giving reason for writing:

  1. In reply to your email, ?
  2. We are writing to you regarding ?
  3. I am writing with regard to ?
  4. I am writing in connection with ?
  5. Regarding your question ?
  6. With reference to ?
  7. I am writing to enquire about

Giving information:

  1. I am writing to let you know…
  2. I am able to confirm ?
  3. We are happy to let you know / to inform you / to confirm that ?
  4. We are delighted to tell you that ?
  5. I regret to inform you …

Exercise 4: USEFUL EMAIL PHRASES

Order the phrases into a proper column. Put a tick in a proper column.

Phrases: ASKING FOR INFORMATION MAKING REQUESTS OFFERING HELP
Could you give me information about ?
I am interested in finding out/ receiving information about ?
I would appreciate if you could ?
I would like to know whether ?
I would be grateful if you could ?
I wonder if you could let me know ?
Would you like me to ?
I would appreciate your help in this matter.
Do you think I could have ?
Please, let me know whether you would like me to …
If you wish I would be happy to ?
I would like to find out / to ask …
Click here, to see the key!

Phrases: ASKING FOR INFORMATION MAKING REQUESTS OFFERING HELP
Could you give me information about ?
I am interested in finding out/ receiving information about ?
I would appreciate if you could ?
I would like to know whether ?
I would be grateful if you could ?
I wonder if you could let me know ?
Would you like me to ?
I would appreciate your help in this matter.
Do you think I could have ?
Please, let me know whether you would like me to …
If you wish I would be happy to ?
I would like to find out / to ask …

Exercise 5: USEFUL PHRASES

Read the sentences and complete them with the phrases from the box.

find attached I am afraid it would be better as a pdf file
  1. there is a small problem with our delivery.
  2. As agreed on our meeting I am sending the report .
  3. Please the documents for the meeting.
  4. I am sorry but I am not able to give you this information, if you asked John from Sales Department.
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  1. I am afraid there is a small problem with our delivery.
  2. As agreed on during our meeting I am sending the report as a pdf file .
  3. Please find attached the documents for the meeting.
  4. I am sorry but I am not able to give you this information, it would be better if you asked John from Sales Department.

Exercise 6: USEFUL PHRASES

Rewrite the sentences and put the words in the correct order.

  1. I / attached / a / have / with / leaflet / details / a / and / map / our
  2. I / am / venue / times / to / about / the / opening / of / you / writing / enquire
  3. I / am / email / your / of 3rd May / with /to / reference/ writing
  4. Please / would / me / know / me /contact / whether / like / to / the Account Manager / let / you / you
  5. I / regret / that / inform / has / your / been / down / to / you / application / turned
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  1. I’ve attached a leaflet with our details and a map.
  2. I am writing to enquire about the opening times of you venue.
  3. I am writing with reference to your email of 3rd May.
  4. Please let me know whether you would like me to contact the Account Manager.
  5. I regret to inform you that your application has been turned down.

Exercise 7 – WRITING AN EMAIL

Follow the patter below and write an email to each subject.

  1. GREET THE RECIPIENT
  2. GIVE THE REASON FOR YOUR WRITING
  3. GIVE MORE DETAILS OF THE SUBJECT
  4. GIVE FINAL COMMENTS
  5. INFORM ABOUT ATTACHMENTS
  6. ENCLOSE THE FINAL STANDARD SENTENCE AND A FORMAL ENDING

Here are the subjects:

You are a Sales Manager. Inform your team about the recent sales results.

You are an HR manager.Inform your employees about the familiarization trip and its details.

You are a boss, ask your assistant to prepare a report you need asap.