Writing Emails in English

Writing in English is sometimes seen as easier than speaking because you usually have more time to think about what you are writing and can correct any mistakes. With spoken English you need to respond immediately and can often forget words and tenses which can be embarrassing. I’m going to look briefly at some formal and informal writing styles, including some useful phrases that will hopefully help you. All correspondence should have a purpose, so ask yourself ‘why am I writing?’ The subject should be clear to the reader immediately; if action is required by the reader then this should be stated in the subject line and then repeated in the first line of the email. The emails below are about the same subject, however the first is formal and the second informal.

To: Brad Pitt
From: Heather Daniell
Subject: Action required re Marketing meeting Nov 25th
cc: George Clooney

I am writing with regard to next week’s meeting on November 25th at 9.30 am. I have already received confirmation that Angelina, Tom, Clint and Keira will be attending and have had apologies from Elvis and Michael. I would be grateful if you could bring samples of the new posters and leaflets that you have produced. Clint has kindly offered to present the pricing strategy to us at 9.30 however, will have to leave at 10.00.

I would appreciate confirmation of your attendance by return email. If you have any questions regarding this matter please do not hesitate to contact me.

I look forward to seeing you next week.

Regards

Heather


Just a quick note about next week’s meeting on November 25th at 9.30 am. I’ve heard that that Angelina, Tom, Clint and Keira can make it and Elvis and Michael can’t. Please can you bring samples of the new posters and leaflets that you’ve produced. Clint will present the pricing strategy to us at 9.30 but, has to leave at 10.00.

Please let me know if you’re coming asap. Call or email if you need to know anything else.

See you next week.

Bw

Heather

Most emails are informal, however if you are writing to someone you’ve never met before or someone quite senior in a company then you may wish to ‘play safe’ and use more formal language. If you aren’t sure then you should copy the style of the incoming email. Good luck and happy emailing!