2020-10-10
1111
1. Before you start. Why do people use e-mail in business? Make a list of reasons.
2. Reading. Read some 'rules' for writing good business e-mails. Which rules do you follow?
How to write an effective e-mail
1) Use a subject line that tells the other person what the e-mail is about. Don't just write Information or Your e-mail.
2) If you are writing to someone you don't know, start by saying who you are and why you are writing.
3) Use written greetings (Dear Mr Smith) and endings (Yours sincerely), just as you would in a letter.
4) Use short, clear sentences.
5) Use paragraphs for different subjects. Leave a space between paragraphs.
6) In business e-mails, always use a formal and polite tone. Don't be too informal or familiar.
7) Don't use emoticons, e.g.☺, or acronyms, e.g. BTW (by the way).
8) Don't write in CAPITAL LETTERS - this is like shouting.
9) Don't repeat yourself - try not to use the same word more than once in a paragraph.
10) Check your spelling and punctuation- are they correct? If you are worried about your spelling, use a spell check.
3. Read the e-mail below from a student to a company about their work experience programme. Which rules in Exercise 2 does he break?
To: Amanda Lewis, Human Resources Manager
From: Luigi Ferrara
Subject: Information
1 Hello Amanda!
2 I'm Luigi from Pescara. 3Can you tell me about your student programme? I know your company takes students who want some work experience in their holidays, and 4 I want to apply for the programme because I want to get some experience of working in a big multinational company and I also want to practise my English and make it better, because I think it is VERY BAD. Sorry about that!! I want to know more about the program, so 5please give me some more information, in particular the dates, the details of the daily work, how much you pay, where I can stay, etc. I study marketing so I would like to work in the marketing department if it is possible. BTW, I'm a 20-year-old student of business living in Italy. Sorry, I forgot to tell you that ☺.
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6 Send me your reply soon. Thanks a lot. Bye. Luigi
4. Vocabulary. Look at the phrases in italics (1-6) in the e-mail. Match them with the formal phrases (a-f) below.
a) Could you send me more information... _____ _____
b) I look forward to hearing from you. _____ _____
c) I am writing to ask about... _____ _____
d) My name is Luigi Ferrara... _____ _____
e) Dear Ms Lewis _____ _____
f) I am interested in applying for... _____ _____
5. Here are some phrases to use in e-mails. Write starting (S), ending (E), saying why you are writing (W) or requesting (R) after each one and the ones in Exercise 4.
1) My name is... _____
2) I'm a student at... (school / college) _____
3) Dear Amanda (informal) _____
4) Thank you for your message. _____
5) With best wishes. _____
6) Please e-mail me if you need more information. _____
7) Yours sincerely _____
8) Thank you for your e-mail of 20th August. _____
9) Please send me details of... _____
6. Writing. Work in pairs. Rewrite the e-mail on the right using the rules in Exercise 2 and some of the phrases in Exercise 5.
Get real
You are interested in taking part in a work experience programme for business students. Write an e-mail to a company that offers such programmes. Organize your e-mail like this:
• introduce yourself
• explain why you are writing to them
• request some information about the programme.
Don't forget to start and end the e-mail in an appropriate way.
B BEING INDIRECT AND POLITE
1. The short phrases in the table below use standard / neutral language. Complete the table with the polite / diplomatic phrases from the box.
| Do you need any help with… Could you possibly… I was wondering if you could… Is it all right if I… Would you like me to… Perhaps we should… I wonder if I could… Why don't we … |
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1) Requests (asking somebody else) Can/Could you...?
....... Could you possibly.../.............................................................?
2) Permission (for yourself) Can/Could I...? ...................................,..............,...../.................................................?
3) Offering help Can I/Shall I...? ............................................../...........................................................?
4) Suggestions What about (+ -ing)/Shall we...?................................................./….....................................................?
2. Here are more ways to make your language polite / diplomatic. Complete the words in each sentence with the missing letters.
| 1. There will be a delay. => | 1.I'm afraid there will be a sm_ _ _ delay. |
| 2. There is a problem. => | 2.It se_ _ _ we have a sl _ _ _ _ problem. |
| 3. I disagree. => | 3. I th _ _ _ there m _ _ be an issue here. |
| 4. We can't do that. => | 4. To be ho_ _ _ _, I'm not s_ _ _we can do that. |
| 5. That gives us very little time.=> | 5. Act_ _ _ _ _, that does _’ _ give us m_ _ _ time. |
| 6. It will be better to ask Heidi.=> | 6. Wou_ _ _' _ it be better to ask Heidi? |
| 7. That will be very expensive => | 7.That mi_ _ _ be qu_ _ _ expensive. |
| 8. That will be very expensive => | 8. That won' _ be ch_ _ _. |
3. Rewrite each sentence with the words in brackets to make them more polite and diplomatic.
1) Can we meet again next week? (wonder/could)...................................................................................................
2) You've made a mistake on the invoice, (there/seems)....................................................................................................
3) The quality is low. (not very)....................................................................................................
4) Shall I speak to Mr Baker? (would you like)....................................................................................................
5) Your estimate for the cost is too low. (might/a bit)....................................................................................................
6) We should wait, (wouldn't/better idea)....................................................................................................
7) It's a bad idea. (honest/I'm not sure/good)
……………………………………………………...................
8) Let's cancel the project, (perhaps/should think about)
.........................................................;.........................................
4. Read the situation. Then complete the words in each reply with the missing letters.
Somebody sends you an email: I've just had a great idea! We could have a team meeting every Monday morning at 8am to plan the week's work.
You want to disagree:
1) It sou... nds … like a good idea, but I'm not sure it would work in pra................
2) I can see what you're sa.................., but wh.......... a...... the traffic on Monday mornings?
3) Wo.........'....... some people find that a li............... early?
4) To be ho……....., I'm not s............. that would be conv.............. for everybody.
5) I know what you m..............., but I can see one or two problems with that.
6) It's a good idea, but d.....'... you think 9 a.m. wo…..... be b..........r?
5. Look back at sentences (1-6) and find:
a) four examples of Yes, but.............../................/.............../..............
b) a normal question to show doubt……….........
c) two negative questions to show doubt.............../……........
d) an introductory phrase to prepare the reader for disagreement.........
6. Make the emails below more polite or diplomatic by changing the words in italics. Use techniques Expressions and sections 1-2.
Email 1
Luisa, thanks for your email about the new brochure and the attached file with the quote from the printers. (1) It is (2) very expensive. (3) Isn’t it a better idea to contact some other printing firms and get some alternative quotes? After all, (4) we have been very unhappy with the quality of their work on the last few jobs. What do you think?
1).......It seems / I think it’s.............................................................. 2)......................................................................................................
3)...................................................................................................... 4)......................................................................................................
Email 2
Frank - sorry we didn't have a chance to talk yesterday. Actually, I have (5) a favour to ask. (6) I wonder if you can have a word with Sandra in Human Resources about when the position of Sales Director is going to be advertised, (7) It's delicate for me, as I'm sure you understand, because there is a chance (8) I will be one of the candidates. Thanks.
5)...................................................................................................... 6)........................................................................................................
7)...................................................................................................... 8)......................................................................................................
Email 3
Steven, thanks for sending the suggestions on how to price our new range of accessories. (9) I don't agree with you. The prices you suggest (10) are (11) too high for the market. Don't you think a lower price (12) will result in higher sales and therefore higher profits? Let me know what you think.
9)............................................................................................................ 10............................................................................................................
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11)................................................................................................... 12)...................................................................................................
