What is your name?
What is your job?
How often do you write business
e-mails using English?
Business E-mail Functions
Opening greeting (Salutation)
Hello John,/Hi John,
John,
Dear Sir or Madam,
To whom it may concern:
Dear Sales Team,
Dear Mary,/Mr. Smith,/Ms. Mary Smith,/Dr. Smith:
(nothing)
Opening sentence
I am writing to you about…
It was a pleasure to meet you at...
Thanks for your quick reply.
Thank you for your letter/e-mail/fax/phone call.
How are you?
I hope all is well.
I would like to introduce myself.
In reference to your e-mail on November 15th,…
I apologize it has taken so long for me to respond.
Giving information
In response to your questions,…
The following is the information that you
requested.
Talking about attached documents
I have attached the marketing report.
Please see the attachment for further details.
Please find the schedule attached.
The attached document explains…
I have attached the document that you requested.
Requesting information
I would like information about…
Per our conversation, I would like…
Could you please tell me about…?
Could you please forward me information about…?
Business E-mail Functions
Making arrangements
Are you available for a meeting on December 9,
2013 at 9:00 a.m.?
I am available on December 9th, if that is
convenient for you.
I apologize but I am not available on that day.
Promising future action
I will send you the original documents by courier.
I will check into this situation and get back to you
within 24 hours.
I will forward you the documents by Friday,
December 2nd.
Requesting action
Please get back to me as soon as possible.
Please reply at your earliest convenience.
Thank you for your cooperation.
Thank you in advance for your assistance.
Closing sentence
If you have questions, please contact me via
e-mail.
If you need further information, please feel free to
contact me.
I look forward to hearing from you.
I am looking forward to your response.
Signing off
Best regards,
Kind regards,
Sincerely yours,
Thank you,
Thanks,
Tips for Writing Business E-mails
E-mails should be less formal than business letters.
Always use a title that describes what is in the e-mail.
Business e-mails should be short with no repetition. Most e-mails should be no
longer than 2 paragraphs. Most business people do not want to read long e-mails.
For formal e-mails, contractions (I’d, We’ve, etc.) are not recommended.
“Hello” or “Hi” with the person’s name, “Hello John,” is better in e-mails. Using “Dear” as in, “Dear Mr.
Jones,” is appropriate for more formal e-mails such as asking about new business or jobs.
Write a short opening sentence so the person knows why you are sending the e-mail for example, “In
response to your question…”
Then write: a) the answer to the question the person asked, b) your question or c) that you are attaching
information for the person.
Close by writing: a) what you want the person to do next or, b) what you will do next and c) a closing
sentence such as, “If you have questions, please contact me.”
Sign off with: “Thank you,” “Best regards,” etc. (Your Name). Your first e-mail to the person should include
your job title, company information and contact information.
Punctuation Marks
Period
1) Use a period to show that a sentence has ended.
Example: We have a meeting today.
2) Use a period to show that an abbreviation has ended. Only use one period to end a sentence.
Examples: Dr. Anderson is from Chicago, IL.
I live at Jl. Karet Pedurenan, No. 55.
3) Use a period as a decimal point.
Example: The office supplies cost $322.00.
Question Mark
1) Use a question mark to end a question.
Example: Do we have a meeting today?
What time is the meeting?
Comma
1) Use commas to separate nouns and adjectives in a list of three or more. The comma should not be
used after the second-to-last item except when using the abbreviation “etc.”. Et cetera means: and other
things of the same kind.
Examples: I need to buy paper, pens and paper clips.
She bought the red, black and gold carpet.
I need to buy paper, pens, paper clips, etc.
2) Use a comma to separate independent clauses (complete thoughts) when they are joined by the
following conjunctions. The comma comes before the conjunction.
and
or
for
nor
so
but
yet
Example: I want to buy the new tablet, but it is too expensive. (independent), (independent)
#1: I want to buy the new tablet. (complete thought)
#2: It is too expensive. (complete thought)
3) Use a coma after the salutation or signature in a business letter, memo or e-mail.
Examples: Hello John,
Best regards,
4) Use a comma to separate a dependent clause (incomplete thought) from an independent clause
(complete thought). The comma is only used when the dependent clause is at the beginning of the
sentence.
Example: If I get a promotion, I will buy a new car. (dependent), (independent)
#1: If I get a promotion (incomplete thought)
#2: I will buy a new car. (complete thought)
5) Use commas to separate a word or phrase that provides extra information about the subject.
Example: I am waiting for my colleague, our manager of finance, to come back from his business trip.
6) Use a comma to separate the name of a city from a country or state.
Example: I am from Chicago, Illinois.
7) Use a comma to separate the day of the week, the day of the month and the year.
Example: The workshop is on Monday, December 9, 2013.
8) Use comma(s) to divide large numbers into groups of three figures by separating off the thousands and
millions.
Example: The population in Jakarta, Indonesia is approximately 11,000,000.
Colon
1) Use a colon to introduce a list.
Example: The reporter interviewed the following people: the department heads, the members of the
faculty council and a representative group of students.
2) Use a colon to show an explanation or more detail.
Example: There was a problem with the report: it was missing data from this quarter.
3) Use a colon after the heading or title followed by the subdivision.
Example: Punctuation: colon
4) Use a colon after the salutation in a business letter, memo or e-mail.
Example: Dear Senator Harkin:
5) Use a colon to separate hours from minutes.
Example: Our meeting starts at 9:00 a.m.
6) Use a colon to show ratios.
Example: The odds of their company recovering is 2:1.
books@auditing.com
Title
Auditing Report
Hello David,
Salutation
Opening
As we discussed during the conference call, I would like to receive the auditing report by the close of business on
November 29th. Please organize the report as follows: timing of the audits, revenues and expenses in compliance with
regulations, those in violation and your analysis. Are you available to attend the meeting on December 9th at 9:00 a.m.?
If you need further information, please let me know.
Best regards,
Closing
Signature
Randy Jones
Finance Manager
Small Business Financing, Inc.
Ratu Plaza Shopping Mall 1st Fl.
Jl. Jend Sudirman Kav. 9
Jakarta, 10270 Indonesia
T +62 21 2700 7878 F +62 21 720 2615
www.sbf.co.id
M +62 878 8400 4430
Professional Sentences and Punctuation Game
Complete the sentences with the correct words and punctuation marks.
1. Please find the _________document that you requested
Answer: Please find the attached document that you requested.
2. I am __________on December 9th Is that date __________for you
Answer: I am available on December 9th. Is that date convenient for you?
3. Hello John
__________ __________for your quick reply
Answer: Hello John,
Thank you for your quick reply.
4. I am __________ __________to your response
Answer: I am looking forward to your response.
5. If you need further __________ please feel free to __________me
Answer: If you need further information, please feel free to contact me.
6. I have __________the finance report that you __________
Answer: I have attached the finance report that you requested.
7. Best __________
John
Answer: Best regards,
John
8. It was a __________to meet you at the conference
Answer: It was a pleasure to meet you at the conference.
9. I __________it has taken me so long to respond to your e-mail
Answer: I apologize it has taken me so long to respond to your e-mail.
10. In _______to your e-mail regarding the quarterly meeting I have __________the PowerPoint
presentation
Answer: In reference to your e-mail regarding the quarterly meeting, I have attached the PowerPoint
presentation.
11. I __________ forward you the document by Friday December 2nd
Answers: I will forward you the document by Friday, December 2nd.
12. __________whom it may concern
I am __________ to you about the franchise advertisement on your website
Answer: To whom it may concern:
I am writing to you about the franchise advertisement on your website.
13. __________yours
Randy Smith
Answer: Sincerely yours,
Randy Smith
14. __________get back to me as __________as possible
Answers: Please get back to me as soon as possible.
15. __________contact me at your earliest __________
Answer: Please contact me at your earliest convenience.
16. __________Mr. Randy Smith
Answers: Dear Mr. Randy Smith:
Dear Mr. Randy Smith,
17. I look __________to __________from you
Answer: I look forward to hearing from you.
18. Thank you __________ __________for your time and consideration
Answer: Thank you in advance for your time and consideration.
19. I _____all is well
Answer: I hope all is well.
20. In __________to your questions I have listed our hotel rates and room availability below
Answer: In response to your questions, I have listed our hotel rates and room availability below.
21. __________WSE Team
Answer: Dear WSE Team,
22. The __________document explains our proposal
Answer: The attached document explains our proposal.
23. __________you please forward me information about your products
Answer: Could you please forward me information about your products?
24. Are you __________for a conference call __________ Monday December 9th __________8:00 a.m.
Answer: Are you available for a conference call on Monday, December 9th at 8:00 a.m.?
25. I __________mail you the hard copy of the contract by Monday December 2 2013
Answer: I will mail you the hard copy of the contract by Monday, December 2, 2013.
26. __________ __________for your cooperation
Answer: Thank you for your cooperation.
27. If you have questions please __________me
Answers: If you have questions, please contact me.
28. __________you
Mary Smith
Answer: Thank you,
Mary Smith
29. __________you __________tell me about your hotel rates and room availability
Answer: Could you please tell me about your hotel rates and room availability?
The winning team is…
Your team works for a large company that needs to employ a small company for a specific job.
Write to the company about the job.Prepare the situation using the questions below. The
information can be real or imaginary.
What is your company’s business? What products or services do you offer?
What job or project needs a small company? For example: an IT project, auditing your books,
training for your staff, a legal service, a design service, etc.
Who are you going to write to?
How did you get their contact information? For example: the Internet, recommendation from
a colleague, etc.
What exactly do you want the company to do?
What do you need to know? For example: charges, availability, etc.
Do you have questions to ask them about their experience or knowledge?
Write the e-mail. When you finish, check your grammar, spelling, punctuation and style. Is
your e-mail clear, well-structured and easy to understand?
Exchange e-mails with a different group. Now you are the team of a small company that a
large company needs to do a job. Write a reply to the e-mail your team received. Prepare your
response using the prompts below. The information can be real or imaginary.
Thank the company for their e-mail.
Say that you have attached a file with some information about your company. For example:
your company’s publicity material, rates, list of clients, etc.
Ask questions about things you need to know. For example: dates, times, size of the job, etc.
Respond to any other requests in the e-mail you received.
Write the e-mail. When you finish, check your grammar, spelling, punctuation and style. Is
everything clear, well-structured and easy to understand?
Return the e-mail to the original group.
Read the reply and discuss it with your group.
Thank you all for attending!