WRITING 5: A WORK EMAIL

WRITING 5: A WORK EMAIL

Hello students! How are you this wonderful day? It´s time for some writing tips. Imagine you´re working in an office in an English-speaking country and you need to send an email to a workmate (or to your boss!) Do you know the basic rules to write a work email? And the other way round, do you know how to reply an email? If the answer is ‘no’, you must read this post. Here you have some useful tips. Go on!

BASIC RULES

How often do you send or receive emails in English? In what situations? When writing a work email, you have to follow these rules:

-Salutations (e.g. Dear Sarah) and endings (e.g. Best wishes) are not always necessary. It depends on the situation.

-Polite expressions (e.g. I look forward to hearing from you) can be used in emails. (In FORMAL emails).

-Abbreviations are commonly used (even in FORMAL emails).

-Emails are often no longer than one or two lines. You have to make your emails as concise as possible.

-It is possible to miss out pronouns and other words at the beginnings of sentences.

-Punctuatuon rules in emails are different from those in letters. (E.g. commas are often omitted or used to join sentences. Exclamation marks are common in informal emails).

-Spelling mistakes and typos (typing errors) are not acceptable. You must check for spelling mistakes.

-The register of emails (FORMAL or INFORMAL) depends on the situation. (However, even formal emails are often more informal than formal letters).

THE WRITER CAN PERFORM THE FOLLOWING FUNTIONS

-Make an invitation. (E.g. Can you make lunch tomorrow?)

-Accept an invitation. (E.g. Sounds great!)

-Congratulate someone. (E.g. Congrats!)

-Make an offer. (E.g. Could you contact me asap to let me know if this would be of interest?)

-Accept an offer. (E.g. I would be delighted to accept your offer of…)

-Wish someone luck. (E.g. Hope it goes well! I´ll keep my fingers crossed for you!)

-Cancel and engagement. (E.g I´m really sorry but I can´t make lunch after all…)

-Make a request. (E.g Do you happen to have any vacancies for trainee placements at the moment?)

FORMAL AND INFORMAL STYLE

You use formal style when writing to your boss or when writing abour a serious matter. You use informal style when writing to a workmate who is your friend.

Formal expressions

-Dear Ms Brown. (Querida Sra. Brown)

-Could you send me details of the meeting? (¿Podría enviarme los detalles de la reunión?)

-The meeting is scheduled for Monday. Let me know if this is difficult. (La reunión está organizada para el lunes. Hágame saber si hay algún problema).

-I´m afraid, I´m busy. Could we possibly reschedule this? (Me temo que estoy ocupada. ¿Sería posible reorganizarla?)

-Any time next week would be good. (Cualquier día de la próxima semana estaría bien).

-Unfortunately I´ll be out of the office next week. (Desafortunadamente estaré fuera de la oficina la próxima semana).

-Would you be able to meet for lunch tomorrow? (¿Podría quedar para comer mañana?)

-Thanks for the lunch invitation. I´d be delighted to accept. (Gracias por la invitación. Estoy encantada de aceptar).

-I´m sorry to cancel at such short notice. Could we make it later in the week? (Siento cancelarlo con tan poco tiempo. ¿Podríamos dejarlo para finales de semana?)

-Would Thursday be convenient? (¿El jueves sería conveniente?)

-Thursday will be fine. I look forward to seeing you. (El jueves está bien. Deseando verla.)

-Yours sincerely / Yours faithfully. (Atentamente, saludos cordiales).

Informal expressions

-Hi Mike / Hi. (Hola, Mike).

-When is the meeting? (¿Cuándo es la reunión?)

-Is that OK? (¿Está bien?)

-I´m tied up on Monday. Could we make it another day? (Estoy ocupada el lunes. ¿Podemos dejarla para otro día?)

-Would next week be OK? (¿La semana que viene está bien?)

-Sorry, I´m not in. (Lo siento, no estoy).

-Can you make lunch tomorrow? (¿Puedes quedar para comer mañana?)

-Sounds great. (Suena genial).

-Re lunch, something has come up. Sorry about this. (Sobre el almuerzo, me ha surgido algo. Lo siento).

-How about Thursday? (¿Qué tal el jueves?)

Thurs will be fine. See you then. (El jueves está bien. Te veo entonces).

-Cheers /Lots of love. (Saludos).

Neutral

-Dear Sarah.

-Sarah.

-Dear all.

-(Kind) regards.

-Best (wishes).

-Yours.

-All the best.

EMAILS ABBREVIATIONS

As soon as possible: asap.

Please: pls.

Meeting: mtg.

Regards: rgds.

By the way: BTW.

To be confirmed: TBC.

For your information: FYI.

Monday: Mon / Tuesday: Tues / Wednesday: Weds / Thursday: Thurs / Friday: Fri / Saturday: Sat /Sunday: Sun.

Evening: eve.

Best wishes: BW.

Regarding: re.

All the best: ATB.

OTHER USEFUL EXPRESSIONS

-Here´s a copy of…

-I am sending/fowarding with this email…

-Attached is/are… /I attach… / Please find attached…

-Could you possibly try resending it?

-Can you give me a ring to confirm?

-Please, get back to me asap if there are any queries.

-Let me know ir you have special dietary requirements.

-Do you think you could send me a copy of your CV?

 

SOME EXAMPLES

INFORMAL EMAILS

Hi Laura

Just a quick email to say I´ve arrived in Chiclana. Can´t wait to see you! Can you make dinner at McDonald´s on Tues-say 21.30ish?

Charles XX

 

Marta,

Just writing to remind you to buy the drinks for Laura´s party. People like coke and soda. Hope you can make it.

Cheers, 

Jack.

FORMAL EMAILS

Dear Ms Rogers,

Could you resend me the information about our new client? I´ve had a problem with my computer and all my documents have been deleted.

Many thanks,

Marta.

Dear Charles,

I think our meeting is scheduled for next Wednesday at six o´clock, as ever. Let me know if this is difficult.

Regards,

Sarah.

 

And that’s all for today. Are you able to write a work email now? If so, leave us a comment, and, as always, thanks for visiting our blog!

teacher
teacher