Elementary (Level 5-6)

Write business emails

1

• Business emails should …

• … in a business email.

• There are … in business emails.

What should you write in business emails?

2

- I would like to ask for the original copy of the files.

- Please let everybody know that we will have a meeting tomorrow.

- I miss you very much.

- This is to let you know of the progress of our project.

- Everything about this place is so beautiful.

- Please schedule a meeting with me to talk about this problem.

Choose which expressions are good for a business email.

3

People send business emails when they want to say something important about to work. When you

send a business email, always include the topic in the subject line. The emails need to be short and

direct. Address the people you want to send the email to first. The beginning of your email should

already have the purpose of your message. Include some instructions at the end of the email.

Remember to sign your name at the bottom with your position or department in the company.

Look at the examples in the next two pages.

4

SUBJECT: Meeting rescheduled to 3:00 p.m.

Mark,

I am writing to you to inform you of the schedule of our

meeting tomorrow. Instead of 9:00 a.m., it will be at 3:00

p.m. instead.

Please inform your whole team about this. Keep in mind that

your report about your project should not be longer than

thirty minutes. Thank you.

Anna Stein

Creatives Director

Questions:

1. Did Anna say the purpose of her email right away?

2. What were her instructions to Mark?

5

SUBJECT: Re: Hiring a business analyst

Lisa and Nathan,

Your request to hire a business analyst is approved by the head of the

department. We agree with you on the company’s need for more

employees to finish our projects.

I will let you know immediately when somebody applies for the job.

Please contact me if you have any questions.

Cody Lee

Human Resources Department

Questions:

1. What is this email about?

2. How did Cody sign his email?

6

Put the sentences that are good for business emails in Column A.

Put the sentences that are only for normal emails in Column B.

Column A Column B

1. ___________________________

2. ___________________________

3. ___________________________

1. ___________________________

2. ___________________________

3. ___________________________

A. This is to formally request a

leave for February 14, 2016.

B. Our director informed me of

our need of a more organized

filing system.

C. The countryside was so

beautiful when I visited her

last week.

D. Please do not be afraid to ask

me any questions about this.

E. Let me know when you want

to have lunch together.

F. I am so glad to hear from you

after all this time.

7

Please put the sentences in the correct order to make a business email.

SUBJECT: Request for a salary increase

(1) ___________,

(2) ______________________________. (3) ______

__________________________________________.

(4) ________________________________________

_____________________________. We will review

your performance in the company so far. (5) _______

_____________________.

Eric Santos

(6) ________________

A. Just reply to this email if you have

any other questions.

B. We will need to have a meeting

with the head of your department

to discuss it.

C. Carol

D. This email is to answer your

request for a salary raise.

E. Human Resources Department

F. Please come to my office tomorrow

at 5:00 p.m.

8

- Always remember who … your email.

- Put … in the subject line.

- Say … at the beginning of …

- Keep … short and direct.

- Sign … at the end of the email.

- Read your … before you ...

Complete the sentences for tips on writing business emails.

9

Your cousin will have his/her first day at

work on Monday. He/She asks you for

some tips about emailing. Teach him/her

how to write a business email.

Work in pairs. Choose from the cards below, and make a conversation with a classmate.

Role Card 1

You are an employee who needs to send

an email to your boss about your

department’s report. You want to tell

him/her that you are done with it. What

would you include in your business email?

Role Card 2

10

Hint:

Talk about the topics you can talk about in

business emails. Say what he/she should always

write in a business email.

The new employee of your company asks you if you

have any tips on writing emails. Tell him/her what

you should and should not include in business emails.

11

• Business emails are for important messages about work.

They are always short and direct.

• Always remember who you are going to send the email to and how you should talk to them.

• Include the topic of the email in the subject line, so the receiver will know what it is about

right away.

• Say the purpose of the email at the beginning of the email.

• Sign the end of the email with your name of your position or department in the company.

• Make sure you have the correct information in the email before you send it.

Read the following sentences about writing a business email.