Writing A3 – Unit 1

LAYOUT FOR AN EMAIL AND LETTER

From: sender’s address
To: receiver’s address
Extension of trading agreement (short, enough meaning, not a complete sentence)
Subject:
1. Greeting Hi, Hello, Dear….
My name is.. I am in sales...
2. Introduction/ Purpose I am writing to enquire about
…”or “I am writing in reference to…
Could you please talk to Matt in the HR department and clarify our options on this./
3. Main content I would like you to design a poster to inform staff about the new policy

4. Pre-closing Please contact me if I can be of further assistance

5. Closing Best regards, Sincerely, Thank you, Best wishes” or “Cheers” ……..

Elise Musuman
6. Signature Marketing Department
75 Kneeland St, Boston, MA 02111
6 steps to writing a business email
 6 steps to writing a business email

1. Greetings
2. Introduction/ Purpose
3. Main content (useful details)
4. next steps / Pre-closing
5. Closing / Sign off
6. Signature
 Introduction

Purpose
Social opening

Purpose
Introduction

Reference
Social opening
 Greeting
Reference
Social opening
Greeting
reference
Purpose

introduction
 d
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I recently read your advertisement

Thank you for your email

With reference to your last email

Thank you for coming for We regret to inform you

I am sorry to read that

1. Greetings

Informal Semi-formal Formal To groups

Hello/ Hi/ Hey Hello Alex Hello Mr./Ms. Informal

without name Dear Lan Anh [Last Name] Hello [Team Name]
No greeting Hello Ms. Smith, Hello Sales Team,
Hello Marketing Team,
Hi [First Name] Hello Mr. Bond, Hi all, Hi team or Hi everyone
Hi James, Dear Mr./Ms. Dear Sarah, Roxy and Chad (a
Hi Hannah, [Last Name] small group of people)
Dear Sir/Madam Formal
Dear Coworkers
Dear Colleagues
Dear Hiring Committee
2. Introduction/ purpose
Introduction (short and simple)
Purpose (straight to the point and clearly state why you are emailing)
Hello James Murphy,
My name is Joe Milan and I’m a Recruiting Representative at
World Takeover Inc. We spoke last March at the Conference in
London. We would like your help with the next Conference in
Las Vegas this September.
(No details yet, that comes next)
3. Main content (Give useful details)

At the feedback sessions on March 15, our company will be discussing ideas
about using and hiding “Really Big Lasers.” While we expect a lot of feedback
from the general audience, we would like your expertise on two points:

1. Your opinion of the project and the issues raised from the audience

2. Overseeing the quality of the refreshments provided by WorldTakeOver

 4. Pre-closing/ next steps

Please let me know via email ASAP if you can participate. If

you can attend, please include (1) any recommendations
you have for the refreshments and (2) an outline of
the materials you’ll need to give your feedback.
Look forward to hearing from you,
Joe
4. Pre-closing/ next steps

Please let me know via email ASAP if you can participate. If

you can attend, please include (1) any recommendations
you have for the refreshments and (2) an outline of
the materials you’ll need to give your feedback.
Look forward to hearing from you, Next steps

Pre-closing
Joe
 Next steps: defined by 3 W’s
What the action to be taken
I would like one of your representatives to visit our store at 443 Halton Road,
London, to give an estimate for a complete refit.
Who person with responsibility for the action
Alex has agreed to supply the necessary references.
When the deadline for completion of the action
It is essential that work is completed before the end of February 21
The body paragraphs of your email always
include three parts:
(1) your purpose
(2) useful details
(3) the next action needed
 5. Close the Email

Formal Semi-formal Informal

Sincerely, Regards, Cheers,
Yours sincerely, Best wishes, Take care,
Yours faithfully, Kind regards, See you,
Hope this helps,
Have a great day,
Thank you so much,
Look forward to hearing from you,
Let me know if you have any
questions,
Notice:
1. Limit your signature to three or four lines of text
Your Name
Title (optional), Company
Address/Phone number
Your Name/ Title
Company / Phone
Address
2. Don’t put your email address in your email signature
3. Don’t use multiple color fonts
6. Signature (Signing your name)

For example:

Joe Milan | Recruiting Representative

WorldTakeOver, Inc. | (999) 666-6666
10 Secret Dr.Hideout Island, FL 99 USA
An overstuffed email signature
Your email needs to:
* Use an appropriate greeting
* Introduce your topic in a single sentence
* Add details to your topic in a short paragraph
* Add a call-to-action to explain what you need the other
person to do
* Use an appropriate sign-off
Match key phrases to the correct columns
1. Greetings 2.Introduction 3. Main 4. Pre- 5. Closing 6. Signature
/ content closing/ next
Reference/ steps
Purpose
I want to follow up on our meeting last week and confirm our plans for this month.
I’m writing regarding the issues we’ve been having with our database system.
Dear Mr Smith,
It was a pleasure meeting you at the meeting yesterday
I was given your email address by a common acquaintance of ours, Mr Johnson.
My name is David Smith and I am the project manager of the engineer Department at AT
company.
Ladies and gentlemen
Thank you
Please arrange the meeting of all department heads
Both clients and staff have been experiencing severe problems for several days now. We are
unable to up date records and access information on customer interactions. This is costing us large
amounts of money, both in time spent trying to fix the problem, and in lost sales.
Regards
I want to follow up on our meeting last week and confirm our plans for this month. (3)
I’m writing regarding the issues we’ve been having with our database system. (3)
Dear Mr Smith, (1)
It was a pleasure meeting you at the meeting yesterday (2)
I was given your email address by a common acquaintance of ours, Mr Johnson. (2)
My name is David Smith and I am the project manager of the engineer Department at AT
company. (2)
Ladies and gentlemen (1)
Thank you (6)
Please arrange the meeting of all department heads (5)
Both clients and staff have been experiencing severe problems for several days now. We
are unable to up date records and access information on customer interactions. This is
costing us large amounts of money, both in time spent trying to fix the problem, and in lost
sales. (4)
Regards (6)
Dear Mr Merton
Please find attached an order (R1432) from our principals, MacKenzie Bros Ltd, 1-5 Whale
Drive, Dawson, Ontario, Canada.
They have asked us to instruct you that the 60 sets of crockery ordered should be packed in 6
crates, 10 sets per crate, with each piece individually wrapped, and the crates marked clearly
with their name, the words 'fragile' and 'crock ', and numbered 1-6.
They have agreed to pay by letter of credit, which we discussed on the phone last week, and
they would like delivery before the end of this month, which should be no problem as there
are regular sailings from Liverpool.
lf the colours they have chosen are not in stock, they will accept an alternative provided the
designs are those stipulated on the order.
Please send any further correspondence relating to shipment or payment direct to MacKenzie
Bros, and let us have a copy of the commercial invoice when it is made up.
Dear Lina,
I need to bring something to your attention: many staff are using very weak
passwords on their laptops and for database access.
Our work depends on keeping our clients’ personal financial information safe. If we
lose or clients’ trust on this issue. It will not be easy to recover. I trust that you can
see that it is better to take action now, rather than after something goes wrong.
I suggest we make a rule that passwords must be a specific length, and that staff
must change their passwords at least once a month. Please let me know what you
think about this.
Regards,
Vijay
 Home work
Your writing has:
From:
To:
Subject:
Appendix 1 (p63) for more key phrases for business letters and emails
Can't attend a meeting email
Unfortunately, I will not be able to ........
I'm afraid that I can't make tomorrow's meeting ........
I am afraid that due to personal reasons ..........
(Allow me to) I apologize for any inconvenience this may cause ........
Something very important has just come up.........
Is there any chance we can put the meeting back until .....?
Would you object if we postponed the meeting to next week?
what day would be convenient for you?
From: Uwe Timm Managing Director
Subject: Meeting Invitation
Dear colleagues,
I trust you are all well. Please find here with a brief note for your diaries. I detail below the latest
information about this year’s Delta International Annual General Meeting.
Date and Time: 12th November 10.00 to 16.00
Venue: Four Seasons Hotel Prague
We have negotiated special rates for Delta International delegates, including family members.
Please make all bookings through my PA Barbara Koenig, who can provide further information.
As in previous years, I would advise making an early reservation to ensure accommodation.
I will send an agenda and details of the social programme nearer the time. I look forward to
seeing you and your families again in the near future.
With best regards.
Yours sincerely,
Uwe Timm
email of invitation

My name is ...... I am writing on behalf of .....

We're holding a meeting on .........(topic of meeting)
We are pleased to announce that we are sponsoring
we would like to invite you to .........
Write an email to invite your friends (colleagues,
I'd appreciate it if you could come ......... teachers, scientists, ...) to a meeting (party, conference,
The meeting will take place ........ workshop,...)
Your email should include time, venue, activities,...on the
The event will be held ..........
meeting
Let me know as soon as possible
please confirm your attendance by ............
email of request
I am writing in reference to .........
We have a number of questions which we hope you could answer
I am writing to request your help following .....
We would appreciate it if you could .......
Could you possibly ...........
Could you also please confirm (whether) ......
We require this information as soon as possible.
We are considering ..........
We would be very grateful if you could provide us .....
I would really appreciate it if you could deal with these matters urgently
VMI, an international financial services company based in Valencia,
Spain is holding its first international conference. The Venue you choose
must have:
- reasonable access to an intentional airport
- one large conference room
- preferably 4 or more seminar rooms
- a choice of activities outside the main conference program
You are Head of Marketing team. Write an e-mail to your participants to
find out if they have any recommendations added to your selected venue
email of response
With reference to your last email regarding ...........
With regards to your request to ...........
I would like to confirm the following ...........
I hope that this answers your questions.

Someone is applying for a position in your company;

however, currently, you do not have any vacant
section.
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b
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If you are interested in, I would be happy to

Please find attached

Could you please explain

It is important that
 You will be delighted to hear that

I am now in a position to confirm

I am very sorry that you are unable to

I’d like to draw attention to

I would very much like to

 I am now in a position to confirm

I would appreciate it if you could

 It is important that

I am afraid that
 Unfortunately, we are unable to

I’d like to draw your attention to

We strongly recommend that

Please find attached