Reading and writing

E-MAILS

Exercise 42. Familiarize yourself with e-mail clichés given below.

Many people enjoy sending and receiving e-mails, especially if they share a common interest. E-mails are usually written in a less formal style than letters. It is common to start an e-mail with the name of the person you are writing to, without starting with the word “Dear”. The following are examples of some appropriate ways to start and end an e-mail:

(1) Writing to your partner / husband / wife Start: Dear + use the person’s first name Ending: “Take care”, or “Love”, or “Thinking of you” Signature: Your first name, or nickname

(2) Writing to a friend Start: Use the person’s first name or nickname Ending: “Best wishes”, or “Yours”, or “Take care” Signature: Your first name

(3) Writing to someone in your own company Start: Use the person’s first name (in a few companies you might need to be more formal, but this is rare in the UK) Ending: “Regards”, or “Best wishes” Signature: Your first name and last name, and below this your job title and department, and phone number (or extension)

(4) Writing to someone in another organization or someone in a formal position of responsibility Start: Dear + use the person’s title (eg: Mr, Mrs, Ms, Dr) and surname (eg: Dr Smith), or just “Sir/Madam” if you don’t know the name Ending: “Regards” Signature: Your first name and last name (you might add your title after this in brackets if you want to make it clear if you are a man or woman). Below this your job title (if appropriate) and contact details (you may want to include your telephone number or address).

EXAMPLE (SEMI-FORMAL)

TO… james.scarfield@tmb.de

FROM alison.mcdermont@hasbro.com

CC (Copy to)

BCC (Blind copy to )

SUBJECT Meeting in Berlin

Dear James,

You may remember we met at the Learntech fair in Kuala Lumpur last fall. You were interested in our company’s automation equipment. I am visiting Berlin at the end of next month and would like to visit you if you are around. I’ll be there from 27 to 31 March.

Let me know if you have time.

Regards,

Alison.

Alison McDemont

Product Manager

Has Bro Equipment Inc.

Box 28

Chicago

e-mail: alison.mcdermont@hasbro.com

EXAMPLE (INFORMAL)

TO… james.scarfield@tmb.de

FROM Alison.mcdermont@hasbro.com

CC (Copy to)

BCC (Blind copy to )

SUBJECT Meeting in Berlin

Hi James,

I’m over in Berlin from 27-31 March. Could we meet up some time? It would be great to see you!

Let me know if you’re free.

Best wishes,

Alison

Exercise 43. Write answers to the above e-mails.

1. Write a semiformal email to Alison. You have forgotten her but don’t want to show it. You’ve been recently promoted and are no longer interested in her company’s automation equipment. Politely decline her invitation to meet in Berlin using a valid reason.

2. Write an informal and enthusiastic email to Alison, saying that you are looking forward to seeing her and suggest the time and place to meet up. Offer to show her around Berlin.

Exercise 44. Practice e-mail writing.

1. You work for a group of marketing consultants. Last week, you gave a presentation at a conference in Moscow about marketing on the web. After your talk, a woman named Francesca Radici came up to talk to you and mentioned that her company might be interested in hiring your services. Unfortunately, you didn’t have time to discuss her requirements in detail, but she gave you her business card.

Write an e-mail to Ms Radici, including the following points:

• remind her about when and where you met

• apologize for not having more time to talk to her at the conference

• refer to her interest in your consultancy services

• refer to a brochure you are enclosing, and to your company’s website www.webmark.ru

• point out that your company has a lot of experience in web marketing

• offer to phone or visit her company to discuss her company’s needs.

2. Tim Wilson, a business associate from the UK, will be visiting you at your office next week. You have not met before. He has just sent an e-mail to let you know that he will be arriving at 10 p.m. on Sunday night. Write a polite, friendly e-mail to him.

Include the following points:

• company driver will meet Tim Wilson at airport (carrying a sign with his name)

• room booked at the Aerostar Hotel – hotel normally used by your company

• informed hotel about late arrival

• hotel: small, comfortable, quiet

• you will meet him 8.30 a.m. at hotel and walk to office (5 minutes)

• wish him a pleasant trip

3. R You are the manager of an Orbit records store. Write a persuasive e-mail to a famous recording star or their agent inviting them to visit your store. Explain why you want the star to visit the store and what they are expected to do if they accept your invitation. Offer a suitable fee for the visit. Lay out your e-mail correctly.

4. Write an informal answer to the following e-mail (accept the invitation or politely decline it).

To: elizabeth.wood@anymail.co.uk

Sent: Mon

26/05/2014 14:33

cc:

Subject: Party!

_________________________________________________________________________

Hi Liz,

We’re having a party on 5 July to celebrate Pete’s 50^th birthday, and we’ve hired the Regency suite at the Grand Hotel, New Street, Hadborough.

The party starts at 7 p.m. and it’ll go on till late – there’ll be a hot and cold buffet, a full bar, and music.

I really hope you and Alex can come – could you let me know if you’ll be able to make it by 16 June? The hotel needs to have a firm idea of the numbers by then.

All the best,

Rebecca

Exercise 45. Read a list of recommendations for e-mail writing. Do you find all of

them useful?