Writing Email in English for business .pptx

This presentation describes how to write an email

1. WRITING EMAIL English Business Thursday, May 30th 2024

2. TABLE OF Contents Introduction 01 02 03 04 05 06 Elements of email Abbreviations and Accronyms Glosarry Closing 07 07

3. Introduction Job Search Strategy Page 01 of 07 Do you have email address? Do you know how to write email? Do you usually write email? Who do you send the email? Why do you send email?

4. Job Search Strategy Page 02 of 07 DEFINITION OF EMAIL Email or Electronic mail (e-mail) is a method of transmitting and receiving messages using electronic devices (Wikipedia) Electronic mail, commonly shortened to “email,” is a communication method that uses electronic devices to deliver messages across computer networks. "Email" refers to both the delivery system and individual messages that are sent and received (Cloudflare) Business emails are the foundation stones of professional communication. They carry your message across to the right people at the right time. Whether announcing a new product, scheduling a meeting, responding to a customer query, or just thanking a client for their business, you must write and send a business email.

5. Writing Email Page 06 of 07 ELEMENTS OF EMAIL Subject Line Greetings Friendly Opening Referring to previous contact Apologizing The reason for writing email Attachments Making request Replying to a request Making Arrangements Closing the email Shining off

6. Writing Email Page 07 of 07 Subject line Keep the subject line clear and to the point. It should highlight the main message of the email. This will grab their attention and provide a focus. An email without a subject may be ignored.  Example of good subject line: Staff meeting Agenda 31st May Invitation Letter Customer Support Business Meeting Time

7. Writing Email Page 07 of 07 Greetings The more formal way of starting emails is to use ‘Dear’ followed by the surname Example of Greetings: Dear Mr./Mrs. Smith (more formal) Dear Ms. Smith (for women if unsure married or not) Dear Sir/Madam (don’t know the name Dear Alex (if you know the person well Hello/Hi John (informal) Dear all (Formal) Dear Everyone (informal)

8. Writing Email Page 07 of 07 Friendly Opening If you know the person well, or have already had some previous correspondence with them, you can start with a friendly opening such as: I hope you are well How are you? I hope you had a nice holiday I hope everything is going well …

9. Writing Email Page 07 of 07 Referring to previous contact You may need to mention the time you were previously in contact with one another. Perhaps it was a phone call, a meeting or an email. You could say: It was lovely meeting you yesterday It was nice speaking to you on the phone last week Thanks/Thank you for your email Thank you for your enquiry

10. Writing Email Page 07 of 07 Apologizing Sometimes you may have to apologize if there’s been a delay in your reply. In more formal emails you could say: I apologize/I am sorry for the delay in replaying to your email I apologize/I am sorry for the delay in replying to your email, but I wanted to make sure the figures were correct. Sorry it’s taken me so long to get back to you .

11. Writing Email Page 07 of 07 The reason for writing the eamil This will help and guide the reader. You can use formal phrases, for example: I’m writing in connection with… I am writing regarding…. I am writing with regard to…. I’m writing to….. As discussed, I’m sending you…. I wanted/would like to follow up on…./ask about…

12. Writing Email Page 07 of 07 Attachments If you have attached documents and files to the email, point this out by writing: Please find attached ….(formal) I’ve attached/I’m attaching… (informal)

13. Writing Email Page 07 of 07 Making Request You should make it clear what you want or expect from your email. Use these phrases to make your request: I would appreciate it if you could….(formal) I would be grateful if you could….(formal) Would you be able to………? (informal) Would you be able to write a short job description and send it back to me as soon as you can? (informal ) Could you (Please)……..(formal) Could you send me the link when you have a moment? (informal) Could you send me the link when you have a moment? (informal) I Would appreciate it if you could send me the report by Friday (Urgency )

14. Writing Email Page 07 of 07 Replying to a request You could use the following phrases when replying to a request. These expressions are more common in more formal emails:  As requested, I have attached the document with the details. Unfortunately/I’m afraid I don’t have the information you asked for at the moment . As soon as we have an update, I will let you know . Would you be able to write a short job description and send it back to me as soon as you can? (informal ) Could you (Please)……..(formal) Could you send me the link when you have a moment? (informal) Could you send me the link when you have a moment? (informal) I Would appreciate it if you could send me the report by Friday (Urgency )

15. Writing Email Page 07 of 07 Making Arrangements You may need to make arrangements in an email, such as meetings, appointments or video calls: I was wondering if you were/would be available next week. Would Tuesday suit you? Would Tuesday work for you? Would Tuesday be suitable? I’m afraid I’m not available/free on Tuesday. Would Wednesday work? Could you send me the link when you have a moment? (informal) …. ….

16. Writing Email Page 07 of 07 Closing the email You may need to make arrangements in an email, such as meetings, appointments or video calls: Please do not hesitate to contact us/me with any further queries. Contact us if you have any queries about the contract. We are always available to answer your queries. If you need/require any further information, please do not hesitate/please feel free to contact us/me.  I look forward to hearing from you/seeing you next week/meeting you soon. Could you send me the link when you have a moment? (informal) I look forward to our meeting tomorrow Let me know if you have any questions/need anything else …. Just get in touch if you have any questions/need anything else

17. Writing Email Page 07 of 07 Signing off Again, this depends on who you’re writing to. The more formal expressions are: Kind regards Best Wishes Best Thanks All the Best With people you know well, you can use: Of course, always write your name afterwards. ‘Yours sincerely’ and ‘ Yours faithfully ’   are only used when the content of the letter is impersonal, very formal or when you do not know the name of the person. Use ‘Yours sincerely ’ when you know the name of the person you’re writing to. Use ‘Yours faithfully ’ when you don’t know the name of the person.

18. Job Search Strategy Page 02 of 07 Abbreviations & Acronyms Abbreviations and acronyms can save time, but they can make the email sound informal or the recipient may not understand them. There are some abbreviations which are very common and part of everyday written communication, so these would be safe to use in any type of email, such as ‘pm’ or ‘am’. Others are also common, but are only uses in informal emails, for example, ‘ eg ’ (for example), ‘BTW’ (by the way), ‘FYI’ (for your information), or ‘Re ’ (regarding). There are some rarer abbreviations but it is best not to use them, even in informal emails. These include ‘COB’ (close of business), ‘IMO’ (in my opinion) or ‘NRN’ (no reply necessary).

19. Job Search Strategy Page 02 of 07 Simple Element of Email Subject Line Salutation Body, including the message’s purpose Closing signature

20. Job Search Strategy Page 02 of 07 Simple Element of Email

21. Job Search Strategy Page 02 of 07 Types of Email Following-up Email Introducing yourself Appreciating the Customer Inquiring about something Asking for referrals

22. Job Search Strategy Page 02 of 07 Following-up Email Hello [Client], I'm following up with you about your recent phone call with [company]. I just wanted to confirm your appointment for your [service] on [day] and [time]. Please let us know if this day and time still work for you! Sincerely, [Name]   [Phone number] [Email address] Hello Mr.  Kolps , I'm following up on your recent purchase of one of our products here at Metal Auto Shop. I just wanted to confirm your appointment for your oil change on Tuesday at 1 p.m. Please let us know if this day and time still work for your Sincerely, Heather  Kronsky

23. Job Search Strategy Page 02 of 07 Introducing yourself Email Good morning, [Client], I would like to formally introduce myself. My name is [name] and I am from [company], a company focused on [industry]. We understand the importance of [topic that relates to the customer's needs]. If you're interested in our services, please contact me at [contact information]. I'm looking forward to hearing from you! Best, [Name]   [Phone number] [Email address] Good morning Mr. Sheehan, I would like to formally introduce myself. My name is Ethan and I am from Secure Shield, a company focused on protecting your home with security cameras and alarms. We understand the importance of keeping your family safe, and we want to ensure you have the best security system to meet your needs and budget. If you're interested in our services, please contact me at [email protected] or call me at 555-555-5555. I'm looking forward to hearing from you! Best, Charles Crenshaw

24. Job Search Strategy Page 02 of 07 Appreciating the Customer Good morning, [Client], I would like to formally introduce myself. My name is [name] and I am from [company], a company focused on [industry]. We understand the importance of [topic that relates to the customer's needs]. If you're interested in our services, please contact me at [contact information]. I'm looking forward to hearing from you! Best, [Name]   [Phone number] [Email address] Good morning Mr. Sheehan, I would like to formally introduce myself. My name is Ethan and I am from Secure Shield, a company focused on protecting your home with security cameras and alarms. We understand the importance of keeping your family safe, and we want to ensure you have the best security system to meet your needs and budget. If you're interested in our services, please contact me at [email protected] or call me at 555-555-5555. I'm looking forward to hearing from you! Best, Charles Crenshaw

25. Job Search Strategy Page 02 of 07 Appreciating the Customer Good morning, [Client], I would like to formally introduce myself. My name is [name] and I am from [company], a company focused on [industry]. We understand the importance of [topic that relates to the customer's needs]. If you're interested in our services, please contact me at [contact information]. I'm looking forward to hearing from you! Best, [Name]   [Phone number] [Email address] Good evening Mrs. Yoo, I'm reaching out on behalf of  LettuceEat  to thank you for your review of our restaurant on  ReviewIt . We really appreciate your kind words and recommending our restaurant to others on the platform.  LettuceEat  is so happy you enjoyed our vegan options and your experience with us. Please come back soon! Regards, Sarah Gibbs

26. Job Search Strategy Page 02 of 07 Inquiring about something Good morning, [Client], I'm emailing you regarding [topic]. I just wanted to confirm with you about [question]. Please get back to us at your earliest convenience. We want to make sure of [topic].Best, [Name]   [Phone number] [Email address] Good afternoon Mr. Rutgers, I'm emailing you regarding your shipping address for your most recent purchase. I just wanted to confirm with you that your billing and shipping addresses are different? Please get back to us at your earliest convenience. We want to make sure we get your order correct! Best, Hannah Jones

27. Job Search Strategy Page 02 of 07 Asking for Referrals Good morning, [Client], I hope you're having a great day. I'm contacting you in regard to a potential referral. If you would be willing, [company] would love it if you could refer a few of your friends to our [product]? Sincerely, [Name] Hello Mrs. Farris, I hope you're having a great Friday. I'm contacting you in regard to a potential referral. If you would be willing, Acing the Test Academy would love it if you could refer a few of your friends to our tutoring services? We would highly appreciate their service. Sincerely, Fiona Turner

28. Job Search Strategy Page 02 of 07 Glossary Query: A request for information. Recipient: the person receiving the email. Correspondence: communication by exchanging letters or emails. Request: asking for information. Deadline: the latest time or date by which something should be competed. Acronyms: an abbreviation formed from the initial letters of other words and pronounced as a word STRENGTHS

29. Job Search Strategy Page 02 of 07 Example of Email

30. Job Search Strategy Page 02 of 07 Reference https://www.londonschool.com/blog/how-write-effective-business-and-work-emails-english/ https://www.sender.net/blog/business-email/#What-is-a-Business-Email?%C2%A0 https://www.indeed.com/career-advice/career-development/business-email-template

31. THANK You 085242019725 [email protected]