English writing - how to write formal and informal Emails, for business or exam preparation | Fiona Munro | Skillshare

English writing - how to write formal and informal Emails, for business or exam preparation

Fiona Munro, Teacher and English Language Consultant

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18 Lessons (24m)
    • 1. 1 Introduction and Agenda for Formal Emails

      1:02
    • 2. 2 Useful Phrases for Opening Emails

      1:30
    • 3. 3 Opening Line Referencing a Previous Contact

      2:22
    • 4. 4 Opening Line with the Subject of the Email

      1:41
    • 5. 5 Useful Phrases for the Main Body of the Email

      2:41
    • 6. 6 Requests

      1:03
    • 7. 7 Enquiries

      1:05
    • 8. 8 Answering Questions and Providing Information

      0:51
    • 9. 9 Making or Arranging Appointments and Rescheduling

      1:56
    • 10. 10 Making Complaints

      0:52
    • 11. 11 Apologising and Replying to Complaints

      1:20
    • 12. 12 Giving Bad News

      0:41
    • 13. 13 Making Announcements

      0:28
    • 14. 14 Closing Lines Awaiting a Response

      1:14
    • 15. 15 Closing Lines Offering More Assistance

      2:10
    • 16. 16 Closing Lines Confirming Next Contact

      0:36
    • 17. 17 Closing Lines Responding to Complaints

      1:10
    • 18. 18 Closing Greetings and Wrap Up

      1:11

About This Class

  • This course will teach you how to write a formal email that you can use in a business situation or for exam preparation.
  • Phrases and layout examples are provided for many forms of emails, including responding to
  • inquiries,
  • making complaints and
  • responding to complaints,
  • making appointments and
  • rescheduling and many more examples. 
  • There are about 100 phrases provided that you can use to make email writing simple and professional.

Transcripts

1. 1 Introduction and Agenda for Formal Emails: welcome. Today, we're going to look a business e mails on phrases that you can use sentences. OK, so I'm going to give you the structure that you can use in your email. Okay? The way we'll be going through it as well is in the layout off the email. All right. From the beginning, with our introduction through to the body of the email, and we will be finishing with closing phrases. But we're going to look a little different versions of emails that you can right here. It can be responding to complaints writing complaint, enquiring about a product, organizing appointments, rescheduling appointments, announcements. Could be giving good news or bad news. Okay, All of these structures will be written out for you on. Yeah, we'll talk through them together, and you will find it much easier to write your emails and future 2. 2 Useful Phrases for Opening Emails: we're going to begin with phrases for opening greetings. Okay, You'll see that on the slide. Here we have two options. Opening greetings to one person or opening greetings to more than one person. Okay, A standard structure that you can use all the time. All right, dear Mr Mrs. Okay, Doctor or professional professor, people like to be a traced by their title. Okay, We work very hard for us to figure. It's for our degrees. And it is nice for them to be used in the title if you know the person we have more casually there. Hi. Hi, Fiona. I put my name. All right. And then, dear sir or madam, let me see more formal. You can write this as a greeting. If you don't know the person's name or if it is a man or a woman that you are addressing, it's completely acceptable to write. Yes, sir. Or madam, the next options to more than one person. We can write, dear. All a more casual. Hi, everyone. Hi, guys. I wouldn't use this with your normal business emails. Okay? And then greetings at the bottom Teoh A large group of people to all the staff member to all the new employees. Till the sales people 3. 3 Opening Line Referencing a Previous Contact: right, We're going to look at now opening lines referencing a previous contact. So you have spoken to the person before? Perhaps on the phone. Perhaps you've met them before. Perhaps you were in a meeting together on a course together. You could now reference that previous contact. My first example. Thanks for your email this morning or your Thanks for your email earlier. Thank you for your email. Lost week. All acknowledging. Previous cont. Thanks for your quick reply. They have come back to you. We are responding again. Thanks for getting back to me so quickly. Thanks for your phone call this morning. What about this one? Thank you for the information about Thank you for your interest. Thank you for your help with Thank you for your hospitality. Thanks for sending me information. I Austro. Thanks for contacting me about. Thanks for attending. Perhaps you invited them to attend a meeting or a conference. Thanks for asking us about. Thanks for informing us. Thanks for giving us feedback on the previous meeting. Thanks for inviting me to something. Thanks for talking to me about situation. We can also use exciting, more casual. It was great to see you again. It was nice to see you again. The next section. I've just read your email about the price of metals. I've just got your message about something I've just got your request for. It was a pleasure. It was my great pleasure to meet you last week. Sorry for my late reply. Oh, sorry. It took me so long to get back to you. Sorry. Not to reply sooner. These are nice if you have taken a bit of time to respond to the person's email. 4. 4 Opening Line with the Subject of the Email: the section is nice. I like to open with sentences like this. Okay. Opening line with the subject and the email I'm writing to you in connection with Well, I'm writing to you with regards to and writing to you regarding I am writing to you concerning I am writing to ask or I'm writing in order to ask. I am writing to inquire. I'm writing to confirm I am writing to check. I'm writing to inform you. I'm writing to follow up on I'm writing to let you know I'm writing to tell you and writing to thank you I'm in, right. I am hiding to invite you to Oh, I'm writing to update you. I'm writing to announce that I'm writing to ask for a favor. I like these ones because they're very direct. Get straight into the subject The point of the email. This is just a quick note to say as promised as we discussed. I'm writing to say here I'm writing to you because I have just found out that you're interested in a product I'm writing to you because I thought you'd like to know that we have a special one. I'm writing to you Because I need to inquire about your price. I'm writing to you because I would like some more information. 5. 5 Useful Phrases for the Main Body of the Email: moving on to the main body of our email now. So the main body now is the purpose of our email. The 1st 1 here for your reference. Okay. Please find the information. Please find the document attached. I use this one very often. If I'm sending an attachment Police find the document attached that you request. Please find the document that you required. Please see the information. The website of the diagram below You are going to list it next. If you look at the first line, if you look at the first bullet point if you look at the first paragraph or section If you look at the first page off the document Bill, I you will see that and we drawing their attention to the main body. But very often the next part also I use it the part in bold the part in red or the part in green are my notes on my comments. The part in Boulder. My bosses feedback the parts in red of the changes in the second drop. It's a nice way of editing previous correspondents. You've received an email with comments you can say to back with your comments in writ, for example, and say part in red on my feet. I've faced it in the graph below. I've copied in something below and I put a copy off the image. The document I've attached the graph we were talking about. I've attached the sales report or the sales report is attached. Here's the information I promised you all that you asked for. Well, that I mentioned earlier here is the document that you asked for. Here's the sales report that you asked for. More information on this is available at Mr Website. Uh, more information on this is available on the Internet. More information on this is available on page three. 6. 6 Requests: Let's look at requests. No. Okay. Nice to always be very put a light in English. We like to be very polite when we're using formal language. Not just the vocabulary. It's help. A light. We are. Could you could you possibly send me? Would you mind sending me? I was wondering if you could something. I was wondering if you would be able to I'd be very grateful if you could take action in the next few days. I'd be very grateful if you could through something in the next few days. I really appreciate your advice. Would really appreciate some help. And really appreciate. If you could say the report, You notice how they're very polite and the use of modal verbs here. Okay. To emphasize that the likeness 7. 7 Enquiries: Let's continue with enquiries. Okay? Again, You will notice It's polite, right? Could you tell me, could you possibly tell me? First of all, I'd like to know my could be first question is about Okay, if we are continuing in the body of the email My second question, My last question. My final question about I also have a question about or just I have a question about, if possible, people. I, uh I also need to know, if possible. I need to know what time I should be there. What time can I expect? Delivery. My three questions are below or my three main questions are below. It's a nice, polite phrase. Please find my questions, Billa. 8. 8 Answering Questions and Providing Information: these praises are for answering questions and providing information. Okay, but someone has submitted an email to you asking for information. This is how you can respond. Uh, you asked us about Fine. The answer to your question or below. Please find my answers below in answer to your first question or in answer to your second question, it gives us arrest year. Uh, and you can see them The order of the way. We responded to answer your question. About what? Time delivery can be expected. Okay. Very nice. Simple phrases that you can use each time. 9. 9 Making or Arranging Appointments and Rescheduling: going to look at making changing appointments or re shattering something that does happen often in a business environment. Because of our busy schedules, the 1st 1 we have here. I'd like to meet you on Monday. Uh, if you are available or breathing. Okay. I'm available on Friday. If that is convenient or if that is okay with you, I'm afraid I can't. My Friday we can't give a reason. Because if you want uh, I would say I'm afraid I can't make Friday. How about Monday? So how about means I'm offering an alternative? I can't make Monday. How about Tuesday? I can't make two o'clock. How about three o'clock? Last one, do you to? We're going to give a reason here. Uh, I'm afraid we need to put forward. Okay. Or delay or postpone. Put back. Cancel. Cool off. Reschedule. New or rearrange. Okay. These words are important here because you will see them quite often in a business environment. So you want to do something where you need to put forward something, we need to move it to a later date. We need to delay something if we want to postpone it. Put it back. Cancel it Call it off is the same as cancel, reschedule set Another time set another day to move it again to rearrange it. 10. 10 Making Complaints: making complaint ISO next section. When you're making complaint, it's important to be direct. Okay, it's not nice to make complaints. It's not easy to make complaints. Often it is necessary, though. If we expect someone to improve, we need to make a complaint. Let's be direct. I'm afraid I was not happy with the service I received last week. Unfortunately, the service was not what I expected. I'm afraid I'm not completely or fully satisfied with the service that I received in complaints. Let's be direct. It's polite, Okay? It takes an uncomfortable situation and just makes it very formal, very straightforward. 11. 11 Apologising and Replying to Complaints: one exception is apologizing, replying to complaints. All right, also very important because when somebody complains, we are naturally very upset, very angry about something. Okay, So when we're apologizing or replying to a complaint, we need to acknowledge that emotion. Yeah, So you'll see how phrases here the 1st 1 says, I was sorry to hear about importantly, here you're not sorry or apologizing for admitting blame to something. You are just accepting that emotion. So I was sorry to hear about terrible service you received. First of all, I would like to apologize for the delay in your delivery. Please accept our sincerest or please accept our apologies for the inconvenience caused or for any inconvenience calls with the delay in your delivery again direct, which makes it polite. Okay. Nice phrases to use when responding to complaints 12. 12 Giving Bad News: next topic is giving bad news again. An uncomfortable situation cannot be a pleasant situation. So we're direct Reforma with it. We regret to inform you that your application was not successful. We are sorry to announce that we have hired somebody else for the position. A very short to the point. And straight away it conveys the meaning. Okay, off the body of the email. This is why we are right. We regret to inform you that your application was unsuccessful. 13. 13 Making Announcements: a very similar structure, with the next one making announcements, announcements. We don't use the regret and unfortunate here. We just say we would like to inform you that your application was successful. We look forward to working with you. We keep a direct Okay, It's good news, which is nice. But again, put it right out there on the table, as they say, we would like to inform you. 14. 14 Closing Lines Awaiting a Response: when we are coming towards the end of our email Now we want closing line that is awaiting a response. So in the way that we phrase structure are sentence, we want to encourage a reply. A response If we have a look at the examples here, I look forward to hearing from you. I look forward to hearing from you soon means I am waiting for your reply. I am looking forward to hearing from you soon. Next one, Please let me know if that's okay. Please let me know if that is acceptable with you. Okay. Please let me know if you can help, huh? Please let me know if you need an extension. Please let me know if you need to reschedule. Okay. You'll see. With all of these structures here, we are asking for a response. We're telling people in our wording that we're waiting for them to reply to respond to us. Yeah, you would use this if you're in a situation where you need that reply in order to move forward with your project or your planning 15. 15 Closing Lines Offering More Assistance: in your email, we now could have a closing line offering more assistance. Perhaps the information we have given them might encourage more questions. So we want to let them know that we are available to respond to any queries or questions that people may have if you need any more information. If you require any further information about the product. If you require any further information in order to plan your project, if you need any more in for might be more casual. Okay, Samos need more info? Also more casual. I would prefer using the beginning. Once you're writing a formal email of business email, you want to keep it professional. Yeah, I'm very often used. If you require any further information, please contact me. We have some other options here. If you have any more questions about this product, any more questions, please feel free to contact me. Please do not hesitate to contact me. It sounds strange. I know the structure. It just means don't think about it. Don't worry about it. Contact me. I'm here to answer your questions. Do not hesitate. Please contact me. Please feel free to contact me the same thing. It's encouraging the person to write back. Feel free. I'm here. I'm available. Please get in touch. Also a nice phrase to get in touch means to make contact. When you get in touch with someone, you make contact with them. Just let me know if you need any help and drop me a line at any time. Drop me. A line can be written. Send me something. Drop me a line you could call to if you have anything that you would like to ask. 16. 16 Closing Lines Confirming Next Contact: Let's look at some closing lines confirming the next contest that I look forward to seeing you on Monday. I look forward to meeting you. Think. See you on Monday. See you next week. See you next Thursday. I hope we have the chance to meet again soon. I hope we have the opportunity to meet again soon. Speak to you soon. Speak to you, then speak to you on Monday. 17. 17 Closing Lines Responding to Complaints: These are now some closing lines responding to complaints. Okay. Can with complaints. We keep it very professional, very formal, Very business like and I hope that is acceptable to you. So you have offered in your body summary some various options. Okay, To resolve the problem. I hope that is acceptable to you. That is OK with you. Once again, please accept our apologies for any inconvenience caused. Once again, please accept our apologies for any delay. Thank you for your patients. Thanks for your patients. Thanks for your understanding. Well, thank you for you understand? Very nice. When dealing with complaints, we are wording it to say that we have heard the complaint. We're going to do this to resolve their complaint. And we are saying I hope this is acceptable to you. Thank you. We apologize. 18. 18 Closing Greetings and Wrap Up: The last section here is closing. Greetings. All right, We can write base to go on. Some people like to put kind regards. That is also acceptable. We can have sincerely or sincerely yours. Very formal, but appropriate. Best wishes is more casual. I wouldn't use that again. Uh, so often with formal email, all the base. Okay on, uh, base wishes again. Twice. Right. But thank you. I hope that this is being very useful for you. I'm sure it will be in front of this structure in the layout of your email. And it will make it much more simple for you to write email. Please follow me so that you will know when I upload new videos. I'm going to add many more courses on business English and just General Grandma too. Thank you for your time. All right.