how to write a formal business english email
DESCRIPTION
Improve your business English writing with this look at email language and structure, including useful phrases. www.mybusinessenglish.comTRANSCRIPT
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How to Write a Formal Business English Email
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We write formal emails to people we don’t know well.
• In-company - distant colleagues/coworkers
• In-company/other company - new working relationship
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We write formal emails on significant workplace matters.
✗✔
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Model Subject: meeting with Mr. Jenkins concise but
specific subject line
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Subject: marketing meeting
Dear Brian, polite greeting
use of comma(sometimes
colon: in USA)
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Subject: marketing meeting
Hi Brian
Further to our conversation of 15 June,
reference to previous contact
thank
Thank you for the very informative speech you made...
introduce
My company is currently creating a new series of leather products and so (I am writing...)
background
As you would know, the value of the Dow Jones index has increased by 155 points in the last three
months, and so (I am writing...)
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Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins.
purpose statement
I am writing to + VI would like to + V
nocontractionsI am not I’m
‘correct’punctuation(less use of
dashes)
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Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you?
polite question form with
would
formal vocabulary
convenient
What about meeting up next Wed.?
Fewer phrasal verbs e.g. to meet up
give optionsdetailed
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Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you?
Please note that I have attached the draft contract for you to read (for your perusal).
referring to attachments
plain English
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Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you?
Please note that I have attached the draft contract for you to read and will send you the related report as soon as it is complete.
standard ellipsissubject ‘I’ already statedpromised action
(I) will + V
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Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24 or 25) be convenient for you?
Please note that I have attached the draft contract for you to read and will send you the related report as soon as it is complete.
I look forward to hearing from you. positive close
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Subject: meeting with Mr. Jenkins
Dear Brian,
Further to our conversation of 15 June, I am writing to arrange a meeting for you with the principle partner, Mr. Jenkins.
Would either next Tuesday or Wednesday (June 24/25) be convenient for you?
Please note that I have attached the draft contract for you to read and will send you the related report as soon as it is complete.
I look forward to hearing from you.
Kind regards,
James Roberts
Assistant to the Legal Executive
JYTaylor and Partners
PH: 056245362
polite sign off
full signature blockwith contact details
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Structure
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Structure
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Structure
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Structure
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Structure
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Structure
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10 Features of Formal Business Emails• Formal/polite greetings and sign-offs.
• Commas (USA sometimes colon:) for greetings and sign-offs, and traditional / “correct” punctuation throughout.
• Refer to previous contact/introduce ourselves or company.
• Language ‘formal’ and ‘polite’ and but still in plain English.
• Precise and detailed e.g. next Wednesday (June 25).
• No contractions e.g. ...if you’re coming... use if you are coming.
• Standard ellipsis rules (subject should be stated before it can be left out).
• Email acronyms rare e.g. By the way, not BTW.
• Polite letter-style closes are used e.g. I look forward to hearing from you.
• Full signature block with contact details.
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Common Functions and Phrases
• Refer to previous contact
• Further to our conversation of 25 June,...
• Thank you for noun/V+ing.
• It was a pleasure to meet you at the conference...
• State purpose
• I am writing to + V / I would like to + V...
• Refer to attachments
• I have attached.../ Attached you will find...
• Promise action
• I will + V...
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