Student Book Email PDF
Student Book Email PDF
Student Book Email PDF
2
3 The e-mail screen A quick overview
Email tips
4
3 E-mail Components
Email structure
7
5 E-mail structure in details Formal/informal phrases
Important notes
Common abbreviations
17 6 Abbreviations
Missing words
PAGE APPENDIX
50 Final word
51 Phrase Bank
1
Mercy Tree Academy
Introduction
Course overview
Learners of English at intermediate or upper-intermediate level who want to write better emails.
Over the last few years, emails have started to have a huge impact on our professional and personal lives.
They often replace a telephone conversation or a letter and many of us have to deal with hundreds
each year. Emails are very often in English, making it more and more important to be able to understand
and reply quickly, efciently, and accuracy. English for emails will help you do this.
In many English courses writing gets a low priority. Sometimes you do have a chance to practice
some writing, but without a focus on emails. That is surprising, because emails are probably the
most common type of written communication. Our course will give you the help you need to write
effective emails.
Perhaps you think that it is not worth spending time on emails. They are informal, written quickly,
and no-one minds if you make mistakes. Well, that is true for some emails, for example emails between
close friends. But what about an email to someone where you want to make a good impression?
Or what about an email where you want to be a bit more careful or more diplomatic than usual?
Or what about an email in a professional context? It takes awareness and practice to write in a
style that ts the context, and our course has many exercises to help you do this.
First you will get an idea of how email writing style is different from the style of a letter.
You will learn the information about the three different writing styles.
Then you will practice and learn common phrases for most typical short emails, including the
steps to write an email, email format, opening and closing emails, giving news, internal message,
and attachment.
After that you will practice and learn the general grammar problems punctuation, spelling,
prepositions and basic grammar. Its an important section because it complete the image that
you create. A careless, disorganized email shows the outside world a careless, disorganized mind.
And you will learn how to write different kinds of emails like Job applications. We have prepared
this section to help you write your own cover letters, as well as other letters that are frequently
used in the job search process. And how to response to an advertisement in the newspaper and
how to request a position. And how to arrange meetings, exchanging information, etc Examples
have been included for you to use as general models in composing your own letters,
we expect you to use these examples as guides for your actual letters.
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Mercy Tree Academy
The course also contains the "phrase bank" which provides over 500 key expressions for structuring
emails effectively. For example:
arrangements, commercial, complaints and apologies, personal, reports.
These are organized by topic and purpose.
The phrase bank is invaluable both as a study resource and as a handy reference when writing
real emails.
E-MAIL COMPONENTS
Sender's
From: asaedd@zizoartsup.com name
Recipient's
To: ngismail@yahoo.com name
Carbon
Cc: rzayed@zizoartsup.com, smith34@hotmail.com copy
Greeting
Dear Mr. Saeed, (Salutation)
Ahmed Saeed
Purchase Manager
ZIZO Art Supplies
18 Abdel Ghani St.
Signature
Nasr City, Egypt
Tel: (202) 333-3333
Fax: (202) 555-5555
www.zizoartsup.com
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E-MAIL TIPS Mercy Tree Academy
Cc
An abbreviation for carbon copy. When you want to send anything written and
would like a copy to go to someone else, you write their e-mails address in the
"cc box". In addition, the person knows all recipients.
For example, if you I write an e-mail informing employees of deadlines,
I would probably like to send a copy to the department manager.
Bcc
An abbreviation for blind carbon copy. In this box I would write the address of the
person whom I would like to show the e-mail but without the other recipient's
knowledge. In addition, everyone receives it separately.
Subject
Greeting (Salutation)
The salutation can be formal or informal, depending on how well you know
the person you are writing to.
Body
An Email communicates information quickly, often brief and less formal than other
forms. Don't be too wordy in an Email. In Email be short and direct.
Closing
Like the salutation, this can vary from formal to very informal.
Signature
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Mercy Tree Academy
Formal
This is the style of an old-fashioned letters.
Ideas are presented politely and carefully.
There is much used of xed expressions and long words.
The language in impersonal.
Grammar and punctuation are important.
This style is not common in emails, but you can nd it if the subject
matter is serious. (for example a complaint).
Neutral /Standard
This is the most common style in professional/ work emails.
The writer and reader are both busy, so the language is simple,
clear and direct.
Sentences are short and there is use of contractions (I've for I have, etc.).
The language is more personal.
Informal
This is the most common style between friends.
Very short or it could include personal news, funny comments, etc.
There are everyday words and conversational expressions.
The reader will be more tolerant of bad grammar, etc.
Emoticons:
These written forms of body language are often used in less formal
emails to help the recipient understand exactly what you mean.
You can tell how formal an email by its greeting, body, closing,
and vocabulary.
Formal/Neutral Informal
Previous Thank you for your email of ... Thanks for your email.
contact Further to your last email, ... Re your email, ...
I apologize for not getting in Sorry I haven't written for ages,
contact with you before now. but I've been really busy.
Reason for I am writing in connection with ... Just a short note about ...
writing I am writing with regard to ... I'm writing about ...
In reply to your email, here are ... Here's the ... you wanted.
Your name was given to me by ... I got your name from ...
Body
We would like to point out that ... Please note that ...
Giving I'm writing to let you know that ... Just a note to say ...
information We are able to confirm that ... We can confirm that ...
I am delighted to tell you that ... Good news!
We regret to inform you that ... Unfortunately, ...
Asking for Could you give me some information about... Can you tell me a little more
information I would like to know ... about ...
I'm interested in receiving/finding out . I'd like to know ...
Please send me ...
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Mercy Tree Academy
Requests I'd be grateful if you could ... Please could you ...
I wonder if you could ... Could you...?
Do you think I could have...? Can I have...?
Thank you in advance for your help in this I'd appreciate your help on this.
matter.
I will contact you again shortly. I'll get back to you soon.
Final Thank you for your help. Thanks again for ...
comments Do not hesitate to contact as again if you require Let me know if you need
any further information. anything else.
Please feel free to contact me if you have any just give me a call if you have
questions. My direct line is any questions. My number is
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NOTES Mercy Tree Academy
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Practice 1 Mercy Tree Academy
A
Look at the following excerpts from emails and write appropriate subject line.
1 2
Subject:_____________________ Subject:__________________
Just a quick note to see if youve heard Many thanks for your email.
from production about the new schedule. The handbook for the XL20 motor
We need the info for tomorrows meeting. is now available online at
www.hardygardenssupplies.com
c c
3 4
Subject: _______________________ Subject:________________
I will be away from the ofce from I have to change our meeting to
3-5 October. Please direct all questions 3 pm instead of 12.00. Sorry!
to Maggie in my absence.
5 6
Subject:______________________ Subject:_____________________
Could you send me those staff I am writing to conrm your order
guidelines asap? of 1000 coffee mugs with logo
Our dept hasnt seen them yet. Thx. (see attached), color 32c.
Your order no. is 66193 F/2.
Please quote this number
in all future correspondence.
B
look at paragraphs below. Each paragraph belongs to either a formal or
an informal email. Find the two emails and write the letters (a-j) in
the table below.
a b
Attached you'll nd the new price for our A quick note to tell you about
complete product range. We've discussed this with next week's meeting
other distributors & they agree the increase can be
passed on to their customers without any problems.
c d
See you then! Enjoy yourself at the premiere Regards, Heidi
tonight!
e f g
Hi Vladka, Bye, Ivan I'm writing to inform
How's it going? you of our price
increases for
next quarter.
h
Dear Sam,
i
We're meeting at `Frank's` in Haverhill Street at
about 5.30 pm. John is bringing the Swiss visitors
with him directly after the factory tour. We'll hold a
meeting rst, then have dinner. Is that OK?
j
Hope you have a successful third quarter ad
we look forward to future business contacts
with you.
C
Match the informal phrases (1-15) with the neutral/formal phrases (a-o).
Informal Neutral/Formal
d
1. What do you need? a) With regard to ... (or With reference to)
2. Thanks for the email of 12 Feb. b) I can assure you that ...
3. Sorry, I can't make it. c) We note from our records that you have not ...
4. I'm sorry to tell you that d) Please let us know your requirements.
5. I promise e) I was wondering if you could ...
6. Could you .? f) We would like to remind you that ...
7. You haven't g) I took forward to meeting you next week.
8. Don't forget h) Thank you for your email received 12 February.
9. I need to i) I am afraid I will not be able to attend.
10 . Shall I...? j) Would you like me to ...?
11 . But, ... / Also, ... / So, k) I would be grateful if you could ...
12 . Please could you l) Please accept our apologies for ...
13 . I'm sorry for m) It is necessary for me to ...
14 . Re n) We regret to advise you that ...
15 . See you next week o) However ... / In addition ... / Therefore ...
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Practice 2 Mercy Tree Academy
A
Look at the emails a f. which messages are formal and
which are informal?
We would also appreciate a visit from your rep in order to get more information about
the product. Could you ask one of them to contact us, please?
From: "Darren Thornten" <Darren.thornten@odt.com>
Looking forward to your reply.
Cc: "Tanya Backer" < Tanya.becker@odt.com>
To: "Hallwell, Gray" < gray.ahllwell@odt.com>
Yours sincerely,
b Subject: Hols
Evan Davis Hey Gray!
Purchasing Assistant How was the holiday? I'll be away on mine when you get this! I'm off
to Florida. :)
Just a note to tell you that all the info to update you on
the last couple of weeks is with Tanya.
She's collected memos & post for you & also a list of important
points from me.
Hope you had a great time. I'm really looking forward to mine.
Speak to you when I get back.
I WON'T be checking emails at all while I'm away!
See ya
D
From: Daniel Prewitt <dtprewitt@triangle.com>
To: Lorna Braun < lornabraun@redcol.com>
Thank you for your order of 24 April for 200 corporate umbrellas.
I would appreciate it if you could check the logo size & color on the attachment.
Please confirm by email if this is correct before we make up your order.
Subject: Reservation
d
I would like to reserve a room for 3 nights 1-3 December inclusive.
Could you also confirm the corporate price I was quoted of EUR 145.50
including breakfast buffet?
I hope this email reaches you before you leave the office.
I'm afraid the rep who's coming to visit you tomorrow has been take ill.
Would it be OK if we put off her visit until she's well?
Hope this isn't going to cause too much trouble.
Let me know if I can be of assistace.
Have a nice day :-)
Subject: Internet use
Yanis To: Jackie; Dean; Sonal; Marten:
Amanda; Brain; Robert; Chris;
f Jane; Angela; Tim; Simon.
Cc: Andrew; Annabel
From: Jenny
Deal All:
Please note that starting immediately
use of the Internet during
working times will be limited.
Access will be granted
between 15.00- 08.00 every day.
Jane Morris
Human Resources Assistant
B
Now look at the emails again nd the following.
A
Match the vocabulary in formal emails (1-10) with the less
formal vocabulary below.
- to answer - to ask - to get in touch with - help - to need - ok - to put off
- to be sorry - to set up - to tell
1. convenient = _____________ 6. to contact = _____________
2. assistance = _____________ 7. to postpone = _____________
3. to inform = _____________ 8. to arrange = _____________
4. to reply = _____________ 9. to enquire = _____________
5. to regret = _____________ 10. to require =
_____________
B
Now complete the emails below with words from above.
Be careful of how formal or informal they are!
1
Dear Mr. Bass,
I'm writing to_________1 about your range of less exclusive products. Our company has diversified recently
and, in addition to the professional equipment we have previously purchased, we now_________2 products
for the hoppy golfer. Could we__________3 arrange a meeting to see one of your
sales reps who can__________4 us about your products? The week of 19 August would
be____________5 for us.
As I will be out of the office from 2 to 6 August, please_________6 my assistant, Sylvie Jouet, directly.
Best regards,
Simon Pilgrim
2
Hi Sylvie
Just a quick note to say we are very ________7 for the delivery delay. I'm afraid we'll have to__________8
the delivery date for 10 days because of the truck drivers' strike. When exactly do we_________9 the goods?
If it's very urgent I'll__________10 the manager of the forwarders whether we can___________11 a special
delivery somehow. I'll__________12 asap, but please let me know the latest date for the goods.
A
You are going to write two emails on a similar topic,
the rst formal/neutral and the second informal.
EMAIL 1
Write to a customer to tell them that the product/service they want is not available
at the moment.
Prepare the situation using the questions below. The information can be real or
imaginary.
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Mercy Tree Academy
TIP Abbreviations
The use of abbreviations and symbols (e.g. for for example, info for for
information, and & for and) are more common in informal emails,
although some standard abbreviations like asap are also found
in formal emails.
In some emails you can nd very abbreviated forms,
(especially those from native speakers of English).
The writer wants to write very quickly and the meaning is clear from the context.
There are three techniques:
Practice 1
A
How many do you know?
Thx ________________ Rgds ________________
B
What do you think the following abbreviations stand for?
Write out full meaning.
C
Each phrase below has one word missing. Add the missing word.
15. With reference your enquiry, I've attached all the information you need.
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Practice 2 Mercy Tree Academy
A
Look at these sentences and write them out in full.
B
Write out the emails in full.
Email 1
Subject: Yr order ref no KD654
In relation to yr order rec'd today,
we cannot supply the qty's you need at this moment.
Pls conrm asap if apart-delivery wd be acceptable with
the rest to follow L8R_ Rgds, Stefan.
Email 2
Subject: Thx for yr msg
Re your msg left on my ans machine - yes,
I'm free 4 lunch on Wed next wk. Btw,
good news about yr interview. Hv 2 work now.
CU, Jane. ;)
Email 3
Subject: Options for Tech Help
We have a Tech Assistance section on our website,
with an extensive list of FAQs.
Customers nd this v convnt as it is avail 24/7.
Otoh, if you need to spk to sb in person,
you can call during wkng hours.
Bw, Alan.
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Mercy Tree Academy
Enquiries
Saying how you got the We met last Thursday on your stand at the Munich Trade Fair.
contact I am emailing you off your website, which I found through Google.
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Practice 1 Mercy Tree Academy
A
Complete the table with phrases below.
- Can you help? - We hope you are happy with this. - Let us know if you need any more help.
- Please answer asap. Im sending you the in an attachment. Im sending you
- Thanks for choosing - We are working on your request. Can you please send me ?
- Thanks for your email/request.
Requesting information
Replies
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Practice 2 Mercy Tree Academy
A
Rewrite these emails to make them polite.
Dear Giovanni
Jane at headquarters gave me your name and said you will help me.
I need some information about the upcoming trade fair in Milan.
1) Who is attending from the Milan ofce?
2) How many hotel rooms have you booked?
3) What time and where is the Tuesday night reception?
Send me the information immediately.
Regards
Martin
PS I want you to send me your extension number too.
I can't nd in on my international list.
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Mercy Tree Academy
Requesting action
Open
Thank you for sending .... We are interested in .... However,
there are one or two things we would like
to clarify before going ahead.
Discussing terms
Do you give any discount on an order of this size?
Would you be prepared to let us have the goods on credit?
We need these items by ... at the latest.
Close
If we can reach an agreement on these matters we are sure
that we can do more business with you in the future.
The present perfect is used to talk about deadlines and whether or not they
have been met.
It is also used to describe the status of tasks in progress.
Adverbs like yet, already, or just are often used with the present perfect in
this type of sentence.
In American English the simple past is used instead of the past perfect with
single words above. There is no different in meaning.
The will future is used in replies to emails requesting action to say what the
writer will do and when.
Note that contracted form ( ll instead of will ) is usually used.
A
Use the words in brackets to complete the gaps in these in these emails.
Hello Jane
Ramon
Hi Ramon
ATB
Jane
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Exchanging information
Thanks Thank you for your email of 4 June inquiring about ...
Saying what you are I am attaching a document that gives full details of ...
attaching I am attaching our current catalogue and price list as a pdf le.
Answering specific You will also note that .... Our experience in this field includes ...
questions We dispatch the goods within 24 hours of a rm order, and
for rst-time customers our minimum order is 1000.
I am afraid that model is no longer available. However, ...
Close We feel sure that ...May I suggest that I call you at your convenience
to discuss the matter further?
Colloquial phrases
Contractions
Emails often reect spoken English and tend to use contractions
instead of full form,
When things aren't going according to plan, an email exchange can become
heated.
The use of diplomatic language lets you point out mistakes gently,
without offending the person you're writing to.
A
Find the matching pairs.
* Watch out when mail is used as a verb; in AmE to mail also means sending
something by the traditional postal service (i.e. by snail mail) !
B
Now rewrite this email using standard language to replace
the colloquial phrases.
Hello Sally
Thanks for getting in touch and giving me the low-down on the Mach sales meeting.
By the way, I called Barbaras ofce and tried to chase up the January gures
but shes been on holiday so no success there! Perhaps you could touch
base with Gray and ask him to mail me the info directly.
I hope he can Id hate to have to put the meeting on hold.
A
Rewrite the following email to make it
more diplomatic.
to
a s ke d you
!I
Bob
e a p roblem nce details
v ere
We ha t h e conf ill haven't
e
send m EK but I st at's going
WE Wh e
LAST a n y thing. a s a s ked m e
ed lh th
receiv w the hote e w ill lose
N o y or w
on?!! fo toda T a goo l
d
e i n N O
for th ion. This is hote
t e ONLY s
rese r va
! T h i s is t h
o r o u r date
on!! nf ge
situati i n M adstow ve to chan
ble ha
availa n't want to n.
and I
do atio
re n ce loc
n fe OF
the co TAKE CARE
E !
PLEAS MEDIATELY
IM
THIS
Jack
Formal/Neutral Informal
Reason for writing I'm writing to arrange a time for our Just a quick note to arrange a time to meet.
meeting. When would suit you?
What time would be convenient for
you?
Saying when you I would be able to attend the I'm free Thursday am.
are/ are not free meeting on Thursday morning. I won't be around until after lunch.
I'm out of the ofce until l pm. Any time after that is okay.
Any time after that would be ne. Sorry, can't make it next Monday.
I'm afraid I can't manage next
Monday.
Changing This is to let you know that I will Re our meeting next week, I'm afraid I can't
arrangements not be able to attend the meeting make Thursday.
next Thursday.
I wonder if we could move it to ...? How about ... instead?
I apologize for any inconvenience Sorry for the inconvenience.
caused.
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Mercy Tree Academy
TIP Invitations
Formal/Neutral Informal
Inviting We would be very pleased if you could I'm writing to invite you to ...
come to
Would you like to come to ...
I would like to invite you to ... / attend our ...
Please let me know if you can make
Please let me know if you will be able to it.
attend.
Prepare Before the meeting it would be useful if you Please prepare ... before the meeting.
could prepare ...
Please bring to the meeting ...
It would be helpful if you could bring ...
Accepting Thank you for your kind invitation. Thanks a lot for the invitation.
The date you suggest is ne. The date's fine for me.
I would be delighted to attend the meeting. I I'd love to come to the meeting.
am sure it will be very useful.
It sounds like a great idea.
Refusing Thank you for your kind invitation. Thanks a lot for your kind invitation.
I hope we will have the opportunity to meet I hope we can meet up soon.
on another occasion in the near future.
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Mercy Tree Academy
Practice 1
A
Read the following sentences and cross out the incorrect prepositions.
1. The conference begins at / on / in Monday at / on / in the afternoon.
2. Could you pick me up at / with / on 5 oclock.
3. The report must be nished in / by / at Tuesday.
4. All holidays must be taken at / on / in June.
5. The company was founded by / in / on 2001.
6. Ill be at a clients in / at / on the end of the week.
7. On / In / At the moment Im very busy but Ill be able to nish
the report by / until / on next week.
8. If I havent heard from you by / in / at the weekend, Ill call you in / on / at Saturday.
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Practice 1 Mercy Tree Academy
B
Use the notes below to write an email to a client to set up a meeting.
Tus
Second meeting to nalize terms and conditions next week
Three possible times:
Monday 13/3 2 pm
Thursday 16/3, any time
Friday 17/3 morning any time
Need approx 2 hours
(Urgent: deadline for reserving conference room tomorrow noon!)
C
Nigel Sharp receive the following reply to an email he sent.
What words or expressions does Christine use to:
1. Say that the suggested dates are not convenient? Find two examples.
2. Say that shes sorry? Find two examples.
3. Suggest changing the meeting to a later date?
4. Suggest a new time to meet?
And later in the week is also impossible- Ill be travelling with Mary to meet clients.
Sorry about this, but its been very hectic here. Im afraid Ive been even had to put off
meeting the CEO until the end of the month! Would it be all right with you if we
postponed our meeting until the week after next? I should have time on 18 or 19 May.
Please let me know if either of these days is convenient.
A
Below are two email exchanges. Match the emails with their replies.
a
b Just writing to conrm my visit.
a quick note to arrange a time for you to visit the Monday 21st sounds ne. Could
factory next week. How about Monday, you collect me from the station?
21st May at 10:15? My train arrives at 10.00. Thx
Where should we meet? Should I pick you up from Looking forward to seeing
the station? the factory.
Pls send me an email by 5pm today to conrm this. CU Monday.
d
c
Thank you for your invitation to visit your factory. Im writing to arrange a meeting
with you and Ms Milton to visit
I can conrm that Friday morning at 9 am is our factory. You expressed interest
convenient for us. We will be arriving in this last time we spoke.
the station at 8.30.
Can you arrange for someone to collect us? I would like to propose next Friday
at either 9 am or 3 pm. The tour
We look forward to seeing you next Friday. usually lasts two hours.
Please let me know which time is
convenient for you.
mal informal
forr
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Practice 2 Mercy Tree Academy
B
Find phrases in the emails in practice 1A to complete the gaps.
Making arrangements
Im writing to ar_____________________________1.
A quick note to ar_____________________________2 to meet.
Just writing to organize a time for your visit.
When would suit you best ?
What about 5 oclock
H__________________________________________3 Tuesday?
Is 5 oclock suitable ?
Is Tuesday convenient?
Is 3 P.M. OK?
Please let me know wh_______________________________4 .
Please let me know if this is convenient.
Conrming arrangements
Job applications
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Mercy Tree Academy
Example 1
Here is an example of a sample cover letter written in response to an advertisement in
the newspaper. Before taking a look at the letter, here are some useful key phrases to
use in your own cover letters.
Sincerely,
Kenneth Beare
Example 2
Here is an example of a sample cover letter requesting a position. Before taking a look
at the letter, here are some useful key phrases to use in your own cover letters.
My current position coordinating two local area sales teams has provided the
opportunity to work in a high-pressure, team environment, where it is essential to
be able to work closely with my colleagues in order to meet sales deadlines.
Thank you for your time and consideration.
Sincerely,
Kenneth Beare
A
The sentences with one of these words: as, at, for, from, in, of, on, to.
B
Write an email applying for a job.
Some ideas are given below, but adapt and change them as you wish.
When you nish, work with a partner. Check each others grammar,
spelling, punctuation andstyle.
Is everything clear, well-structured and easy to understand?
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Attachments
TIP Attachments
Practice 1
A
In each gap there are two possible answers from
A, B, C or D. Write both answers. The rst one has
been done for you.
3. This report has just arrived. I'm .../it to you. Hope it's not too late.
A) moving C) replying
B) forwarding D) sending
4. I'm sending various forms for you to complete. Please .../...special attention
to AF200.
A) give C) make
B) pay D) take
5. Please complete the attached forms, and return them to me .../3 June.
A) by C) before
B) until D) to
6. As agreed, I'm sending the pre-meeting notes. Let me know if there's anything else we
can do / before we meet.
A) from our part C) on our side
B) from this end D) on this way
7. I'm attaching the Business Plan Review. Please/that several alterations in dates have
been made.
A) look C) note
B) appoint D) be aware
8. Please nd attached my report. / if there are any problems with deadlines etc.
A) get back with me C) get back to me
B) get in touch D) make a touch
10. Here is the itinerary for Sri Lanka. Please /that I have included everything you
want in it.
A) check C) control
B) agree D) conrm
A
Write three very short emails referring to attachments.
Some ideas are given below, but adapt and change them as you wish.
E-MAIL 1
An email to colleagues about a report
which you have attached as a Word
document. Ask them for comments by a certain date.
E-MAIL 2
A second email to the same people as in 1,
saying that you forgot to attach the report.
Ask them to conrm that they have received it.
E-MAIL 3
An email to your staff with some forms attached that
they have to complete and return to you by a certain
date. Say why it is important.
Review the rules for full stops, commas, capital letters, apostrophes,
colons and semi-colons.
- to begin a sentence.
- for names of people (Ahmed, Omar).
- Places (Egypt, Cairo, England, London, Europe, New York, The United States)
- Events and organizations.
- for job titles (Doctor, Lawyer).
- for nationalities languages and adjectives\nouns of nationalities
(Arabic, French, English, an Italian lm, a Chinese restaurant,
an Egyption citizen, an Englishman).
- for calendar information like days,
months etc (Saturday, Sunday, January, September).
- in short forms to show that one or more letters have been left out
- before the possessive -s to show ownership or the relationship between people
- to separate long items in a list, particularly if there are commas inside some items.
It is also used to join two sentences with a related meaning (this is rare).
A
Rewrite the email, putting in a) capital letters b) four full stops and
c) two commas.
best regards
michael bretz
hi jean - how are you? thanks for your email about mr williams. in fact im meeting him on
friday 16 march. were meeting in his brussels ofce and im a bit nervous about it because
i dont speak french very well! has the marketing director of the company and reports
directly to the ceo. Its going to be an interesting meeting and i havent been to belgium
before so im looking forward to it. anyway ill be in touch when i get back.
Angela - have you read johns report yet? i think its main conclusions are correct. this is
in the pipeline despite our large r&d budget and our share price is at its lowest point since
last november. i hope the board take it seriously.
B
Find ten spelling mistakes in the rst email. Then correct the second email .
How many mistakes can you nd?
(Look out for punctuation too!)
Hi Charly
Ragrds
Tibor
Deer Mahendra
Kind regards
Mia
A
Correct the mistake in each sentence.
7. I'm sorry I haven't written for ages, but I been really busy.
A
11. If you require any further informations, please do not hesitate to contact me. ..
B
Each paragraph in the emails below has three mistakes.
Correct the mistakes.
E-MAIL 1 Paragraph 1
1..
It was a pleasure to meet you in Budapest last week 2..
and I would like to thank you for your interest in our 3..
ofce products. You mentioned that you were going
visit Turkey soon, and when you do I like to invite
you to visit our factory outside Istanbul. Paragraph 2
We would be very pleased to showing you round our 1..
new factory and modern production facilities. 2..
3..
As you would being our guest, we would of course
arrange for you to stay in a good hotel and take you
out to dinner. Please to let me know when you have
nalised your travel plans. I look forward to see you in
Turkey in the near future.
E-MAIL 2
Paragraph 1
You will all be aware that we been interviewing 1..
candidates for the position of Marketing Director. 2..
I am now pleased to inform that we have appointed 3..
an excellent candidate, Simone Verhart.
Simone has worked in marketing for over fteen
years and I am sure that she will be a valuable Paragraph 2
member of team. 1..
2..
I would like to invite you a short lunchtime reception 3..
in Conference Room 2 next Tuesday 5 Feb where you
will have chance to meet Simone on an informal basis.
Refreshments will be available.
Please let me know if you can come so that I can
to estimate numbers.
Paragraph 1
1..
E-MAIL 3 2..
3..
I am write re our order for 1,000 pieces of footwear, reference VK899.
The money was transfer to your account on 23 January and we yet
haven't received the goods. You promised in your email of 15 Dec that
Paragraph 2
you would ship within 7 days of a rm order.
1..
I called your ofce this morning but the secretary told that you were away 2..
until tomorrow . Please call me at the morning and let me know what is 3..
happening. We have customers waiting for these pieces and the delay is
causing us for to lose business.
Page | 48
C Mercy Tree Academy. All rights reserved. www.mercycom.com
Mercy Tree Academy
Dos
Donts
Final word
Effective & professional business writing will reect not only on our
image but also on our organizations image as a whole.
Page | 50
C Mercy Tree Academy. All rights reserved. www.mercycom.com
Phrase
bank index
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Formal/Neutral Informal
Name Dear Mr/Mrs/Ms Dupuis Hi/Hello Mary
Dear Mary Mary, ...(or no name at all)
Previous Thank you for your email of ... Thanks for your email.
contact Further to your last email, ... Re your email, ...
I apologize for not getting in Sorry I haven't written for ages,
contact with you before now. but I've been really busy.
Reason for I am writing in connection with ... Just a short note about ...
writing I am writing with regard to ... I'm writing about ...
In reply to your email, here are ... Here's the ... you wanted.
Your name was given to me by ... I got your name from ...
We would like to point out that ... Please note that ...
Giving I'm writing to let you know that ... Just a note to say ...
information We are able to confirm that ... We can confirm that ...
I am delighted to tell you that ... Good news!
We regret to inform you that ... Unfortunately, ...
Attachments Please find attached my report. I've attached ...
I'm sending you ... as a pdf file. Here is the ... you wanted.
Asking for Could you give me some information about... Can you tell me a little more about
information I would like to know ... ...
I'm interested in receiving/finding out . I'd like to know ...
Please send me ...
Requests I'd be grateful if you could ... Please could you ...
I wonder if you could ... Could you...?
Do you think I could have...? Can I have...?
Thank you in advance for your help in this matter. I'd appreciate your help on this.
Promising I will I'll
action I'll investigate the matter. I'll look into it.
I will contact you again shortly. I'll get back to you soon.
Offering help Would you like me to...? Do you want me to ...
If you wish, I would be happy to ... Shall I...?
Let me know whether you would like me to... Let me know if you'd like me to ...
Final Thank you for your help. Thanks again for ...
comments Do not hesitate to contact as again if you require Let me know if you need anything
any further information. else.
Please feel free to contact me if you have any just give me a call if you have any
questions. My direct line is questions. My number is
Close I am looking forward to ... (+ -ing) Looking forward to ... (+ -ing)
Give my regards to ... Best wishes to ...
Best wishes Speak to/See you soon.
Regards Bye (for now)/All the best
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Negotiating a project
Asking for information What are your usual charges (fees/rates) for ...
Can you give me some more information about ...
Asking for a suggestion How do you think we should deal with this?
What do you think is the best way forward?
Negotiating: being firm I understand what you're saying about ... (but ...
I can see what you're saying, but ...
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Checking understanding
Asking for clarification I'm not sure what you mean by ...? Could you clarify?
Which ... do you mean?
I don't understand this point. Can you explain in a little more detail?
Are you sure about that?
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Formal/Neutral Informal
Reason for I'm writing to arrange a time Just a quick note to arrange a time to
writing for our meeting. meet. When would suit you?
What time would be convenient
for you?
Saying when I would be able to attend the I'm free Thursday am.
you are/ are not meeting on Thursday morning. I won't be around until after lunch.
free I'm out of the office until l pm. Any time after that is okay.
Any time after that would be Sorry, can't make it next Monday.
fine.
I'm afraid I can't manage next
Monday.
Changing This is to let you know that I Re our meeting next week, I'm afraid I
arrangements will not be able to attend the can't make Thursday.
meeting next Thursday.
I wonder if we could move it How about ... instead?
to...? Sorry for the inconvenience.
I apologize for any
inconvenience caused.
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Arrangements
- Meetings
- Invitations
Formal/Neutral Informal
Inviting We would be very pleased if you could I'm writing to invite you to ...
come to Would you like to come to ...
I would like to invite you to ... / attend our ... Please let me know if you can make
Please let me know if you will be able to it.
attend.
Prepare Before the meeting it would be useful if you Please prepare ... before the meeting.
could prepare ... Please bring to the meeting ...
It would be helpful if you could bring ...
Accepting Thank you for your kind invitation. Thanks a lot for the invitation.
The date you suggest is fine. The date's fine for me.
I would be delighted to attend the meeting. I I'd love to come to the meeting.
am sure it will be very useful. It sounds like a great idea.
Refusing Thank you for your kind invitation. Thanks a lot for your kind invitation.
Unfortunately, I have another appointment Unfortunately, I have something else
on that day. Please accept my apologies. in my schedule on that day.
I hope we will have the opportunity to meet I hope we can meet up soon.
on another occasion in the near future.
I am sure that the meeting will be a great Good luck with the meeting!
success.
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Writing styles
- Formal/Informal
Thank you For your email received 12 Feb Thanks for the email.
With regard/reference to ... Re.
I would be grateful if you could ... Please could you ...
We regret to advise you that ... I'm sorry to tell you that...
Please accept our apologies for... I'm sorry for ...
I was wondering if you could ... Could you...?
We note that you have not ... You haven't ...
We would like to remind you that .. Don't forget that ...
It is necessary for me to ... I need to ...
It is possible that I will I might ...
Would you like me to...? Shall I...?
However, ... / In addition, ... / Therefore, ... But, .../Also, .., / So,
If you require any further information, please If you'd like more details, let me
do not hesitate to contact me. know.
I look forward to meeting you next week. See you next week.
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- Direct/Indirect
Page|58
Commercial
Saying how you got the We met last Thursday on your stand at the Munich Trade Fair.
contact I am mailing you off your website, which I found through Google.
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Thanks Thank you for your email of 4 June inquiring about ...
Saying what you are I am attaching a document that gives full details of ...
attaching I am attaching our current catalogue and price list as a pdf file.
Answering specific You will also note that.... Our experience in this field includes ...
questions We dispatch the goods within 24 hours of a firm order, and
for first-time customers our minimum order is 1,000.
I am afraid that model is no longer available. However, ...
Close We feel sure that ...May I suggest that I call you at your convenience
to discuss the matter further?
If you need any further information, please do riot hesitate to contact
me. My direct line is ...
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Open Thank you for taking the time on the telephone this morning to explain..
Summarizing key points I understand that you are looking for ... and I am confident that we can
find a good solution for your needs.
Giving additional I have attached some information about our company, including ...
information I have attached a list of some of our clients, which you will see include ...
Saying you will call back As agreed, I'll give you a call during the last week of September.
I have made a note to call you again after you've had a
chance to ...
Perhaps then it would be a good idea to meet to discuss...
Close In the meantime, if you would like to discuss any other points, please
don't hesitate to give me a call on my direct line ...
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Open Thank you for your email of ... inquiring about a possible order for
...
Saying yes In relation to ..., we would be happy to let you have ...
Looking for a With regard to ..., unfortunately we are not able to....
compromise However, I am sure we can find an acceptable compromise.
We are prepared to accept ...
Please return the attached form asap so that your order can be
processed without any delay.
Close I have arranged for a member of our customer services team to give
you a call later in the week. They will be able to deal with any
further points.
Page|62
Open Thank you for your recent email, and we accept your quotation.
Our completed order form is attached, and we give full bank details below.
Close We are confident that the goods will meet your expectations. Should
there be any questions, please do not hesitate to contact me, either by
email or phone.
Page|63
First reminder - We are writing concerning a payment of 112,600 for invoice number
open KJ678 which is now overdue. A copy of the invoice is attached.
According to our records, the sum of 14,500 is still outstanding on your
account.
First reminder - Please send a bank transfer to settle the account, or an explanation of
action why the balance is still outstanding. If you have already dealt with this
matter, please disregard this email.
We would appreciate your cooperation in resolving this matter as soon
as possible.
Second/Third On (date) I wrote to you regarding your company's unpaid account,
reminder - open amounting to 4,500. May we please remind you that this amount is
still outstanding.
I wish to draw your attention to my previous emails of (dates) about the
overdue payment on your account. We are very concerned that the
matter has not yet received your attention.
Second/Third We need a bank transfer in full settlement without further delay.
reminder - action Clearly, this situation cannot be allowed to continue, and we must ask
you to take immediate action to settle your account.
If you have any queries on this matter, please do not hesitate to contact
me.
Thank you for your cooperation.
Final demand - open Following my emails of (dates) I must inform you that we have still not
received payment for the outstanding sum of 14,500.
I wrote to you on (dates) regarding the balance of 4E12,600 on your
account.
I attach copies of both emails.
This sum is now two months overdue.
We are very concerned that the matter has not yet received your
attention.
Final demand - Unless we receive payment within seven days, we shall have no
action alternative but to take legal action to recover the money.
In the meantime, your existing credit facilities have been suspended.
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Open I am writing ...in connection with my order FS690 which arrived this
morning.
To complain about the poor service we received from your company, to draw
your attention to the negative attitude of some people in your customer
services section.
Complaint Our order dated 16 September clearly stated that we wanted 1,000 items,
however you ...
The equipment I ordered has still not been delivered, despite my phone
call to you last week to say that it is needed urgently.
Unless I receive the goods by the end of this week, I will have no choice but
to cancel my order.
Close I hope that you will deal with this matter promptly as it is causing me
considerable inconvenience.
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- Apologising (supplier)
Apologizing I was very concerned to learn about ... Please accept my sincere
apologies.
Denying We appreciate that this has caused you considerable inconvenience, but
responsibility we cannot accept any responsibility in this matter.
promising action Can you leave it with me I'll look into the matter and get back to you
tomorrow.
Compensation To compensate for the inconvenience, we would like to offer you ...
Close Thank you for bringing this matter to my attention. Please accept my
assurance that it will not happen again.
Once again, I hope you will accept my apologies for the inconvenience
caused.
I very much hope you will continue to use our services in the future.
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Personal
- Being friendly
You heard something, but are not sure It seems that ... Apparently, ...
Something is true, but surprising Actually, ... In fact, ...
Something is obvious or already known Obviously, ... Of course, ...
Saying what you really think Unfortunately, ... Luckily, ...
Going back to a topic To be honest, ... Frankly, ...
Changing the topic Well, ...So, ...Anyway, ...
Summarizing with the most important point Anyway, ... So, ... By the way, ...
Anyway, ... Basically, ...
Formal/Neutral Informal
Open
I'd like your advice about a I've got a bit of a problem.
problem I have.
Asking for
I was wondering if you had any Do you have any ideas about
advice
ideas about...? What should I do?
What would you advise me to do?
Close
Please write back when you have Please email me when you get the
the time when you get the chance chance
and let me know what you think.
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- Giving advice
Formal/Neutral Informal
Open I was sorry to hear about your I'm sorry you're having such a hard
current difficulties. time at the moment.
Giving advice I think it might be a good idea to ... I think you should ...
Have you thought of ... (+ .ing)? What about ... (+ -mg)?
Options I think this option would be I think it's better than ... (+ -ing)
preferable
to ...(+ -ing)
Close I hope I have been of some help. I hope I've helped a hit.
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- Suggestions
Making a suggestion I think we should/I suggest that we/ Let's go to ...
Shall we/Perhaps we could/Why don't we go to ...
I suggest/How about going to...?
- Special situations
Well done!
I was really sorry to hear you're not well. ... Hope you feel better
soon.
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- Job application
Reason for writing With reference to your advertisement on the ... website, I am interested
in applying for the post of ...
Your background I am 26 years old and am currently studying for a degree in ... at ...
and experience University.
For the last two months/years I have been working as a ... at ...
Referring to your I have attached my CV as a Word document. You will notice that I ...
CV as well as.... You will
Page|70
Reports
- Report structure
Closing comments Please have a look at the report and let me have your comments.
Please feel free to contact me if you have any questions.
Linking words
Sequence Firstly, Secondly, ... Finally, ...
Talking generally In general, ... Usually, ... On the whole, ...
Contrast However, ... Nevertheless, ... On the other hand, ...
Adding another point In addition, ... Moreover, ... On another point, ...
Examples For example, ... For instance, ... e.g.
Alternatives Either ... or ... Alternatively, Instead of ...
Real (surprising) situation In fact, ... Actually, ... As a matter of fact,
Something is obvious Clearly, ... Obviously, ... Of course, ...
Most important point Especially, ... Above all, ... In particular, ...
Rephrasing In other words, ... That is to say, ... i.e.
Result/consequence As a result, ... Therefore,... For this reason,
New topic In relation to ... Regarding ... With reference to ...
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Giving both sides of an argument In general ..., however ... On the whole ..., but ...
Making a statement less certain It is possible/probable that ...It seems/appears that ....
tends to be ...
Page|72
Prepositions
- Common prepositions of time.
since a point in time, from that time from that time until
now or until a point in the past:
Weve been here since Tuesday.
It was the end of the summer. They had been there since June.
for a period of time:
they have been together for three years.
during a named period or an event:
we always work hard during the summer.
until/ till a point in time, the point in time which the action finished:
We slept until/till 8.00.
from a time to/until/till a time:
we slept from 11.30 to/until/till 8.00.
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Note:
You can often use in or at with buildings.
You can saty in a hotel or at a hotel
You can eat in a restaurant or at a restaurant.
We usually say at when we say where an event takes place
(for example: a concert, a cinema, a meeting, a football match)
"Where were you last night?" "at the cinema"/"at the theatre."
We went to a concert at the opera house.
We say at someone's house: I was at my uncle's house.
We say arrive at / in a place
We use in when we are talking about the building itself:
The rooms in my uncle's house are very small.
We say:
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Punctuation
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