EMAILS

Business > The Basics

prepared by Krissy Osabel
Exercise 1
Useful Expressions
q I am writing to...
q I would like to inform you...
q With reference to our meeting yesterday, ...
q Should you have any questions or concerns, please feel free
to contact us.
q Please do not hesitate to contact us if you require any further
information.
q I look forward to hearing from you.
 Exercise 2
Email
To: josh.clinton@futureinnovations.com

Subject: A Business Opportunity

Dear Mr. Clinton,

I am Mike Johnson from "Simply Unique." I am writing to express my interest

in working with you on an innovative project I believe you might be
interested in.
My partner James Workton and I are currently working on opening an
innovative, robotic coffee shop, which would be fully operated by machines.
We already have a designer, a machine engineer, a coffee specialist and an
accountant in our team. We only lack a good marketing specialist. As both
my partner and I are familiar with your skills and experience, we believe that
you would be the perfect fit for this job.
 Exercise 2
Email

If you are interested in hearing more about the project, please feel free to
reach out to me directly. We can arrange a meeting to discuss the matter in
greater depth.

I look forward to hearing from you.

Sincerely yours,
Mike Johnson
Check your understanding:
1. What is the purpose of this email?

2. Why are Mike Johnson and his partner interested in working

with Mr. Clinton?

3. How should Mr. Clinton contact Mike Johnson and his partner?
 How to Write a Business Email
Exercise 3
Study Manual
Standard structure. In order to sound formal and professional when
sending business emails, you need to follow the standard
structure:
Greeting: If you know the name of the recipient, start your letter
with “Dear Mr./Mrs. + surname”. If you don’t know the name of the
recipient, start with “Dear Sir/Madam”.

The purpose of the email: If you are writing to someone for the
first time, you should introduce yourself briefly (state your name,
position and the name of the company you work for). Then, write
one or two sentences to explain your reason for writing.

Further detail: Provide the necessary background information

or supporting detail in a few sentences. Be clear and concise.
 How to Write a Business Email
Exercise 3
Study Manual
Closing: Include a closing remark saying what you expect the
recipient to do.

Signature: You can use one of the following phrases: "Kind/Best

Regards", “Yours sincerely”, or “Yours faithfully”. Sign off with
your full name and don't forget to include your contact information.
 How to Write a Business Email
Exercise 3
Study Manual
Formal language. Make sure to use appropriate language. Avoid
using slang, informal language, and abbreviations. Don't forget to
proofread your email before sending it.

Use an appropriate email address. Never use your personal email

for business, especially if it is something like sunshine84@yahoo.com.
Your business email must consist of a variation of your name and
surname.
 1. Which is easier to write, an email or a letter? Why?

2. Are emails an effective way to communicate in

business? Why? Why not?

3. Do you immediately reply to emails sent to you?

Why? Why not?

4. Do you check your work email after hours? Do you

think this is a good practice? Why? Why not?

Exercise 4
Discussion