Title:
English for Business Communication 1 The Business Pre inter Unit 1 Part 5
pp14-15
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In part 5, the focus is on writing emails in both formal and informal styles. Examples
of both styles can be found in the text file that accompanies this podcast.
An informal email is written in a spoken style, rather like the way you might speak to
the receiver. Unless you know someone very well, you should avoid using this style of
writing for business purposes.
The differences between a formal and an informal email are as follows:
Firstly, you should use the receiver’s full name in a formal email and make reference
to the topic of the email. Modal phrases like “I would like to’, ‘Would it be possible
to…” and “I would be grateful if you could…” are widely used to show politeness and
respect to the receiver. Word choice is also important. Some words sound more
formal than others and sound more official and serious. If you look in the text file that
accompanies this podcast you can see formal and informal versions of words, phrases
and sentences with the same communicative purpose.
Here are some of the words and phrases that are targeted. The first word or phrase is
the formal version, and the second is the informal version.
Inform = tell
Assistance = help
Require =need
Attend = come to
Further = more, as in further or more information,
Grateful = happy , as in I would be grateful/ I would be happy
Near future= soon and would like = want
A useful way of practicing these skills is to write a formal version of an informal email,
or to write an informal version of a formal email. Email English by Paul Emmerson
from the publisher Macmillan is the best self-study book I have ever seen for business
purposes. It is not expensive and includes a phrase bank of all the phrases you need
for business purposes. It is a very worthwhile investment.
Keep practicing!
Discussion questions
How many emails do you write every week?
Who do you write emails to?
Have you ever written a formal email?
Target Vocabulary and Glossary of Terms
Formal
Informal
Dear Mrs. Jones,
Dear Joan, / Hi Joan
With regard to… /Re:-
I am writing about…
Would you mind…
Can you/ could you…
Thank you
Thanks
With kind regards
Yours / All the best / Cheers
Would it be possible to…
Can you…
Please accept my apologies
I’m sorry
I look forward to meeting you
I hope to see you soon
Links to Other Resources
http://www.wikihow.com/Write-a-Formal-Email
http://www.getsetgrow.org/2009/06/tips-to-write-formal-emails/
http://esl.about.com/od/businessenglishwriting/a/bizdocs_3.htm
http://www.hanyangowl.org/media/formalemail/formalemailformat.pdf
http://www.youtube.com/watch?v=887bWEduy8I&feature=related
http://www.videovocab.tv/
http://www.youtube.com/watch?v=ItyeRrhNWdM&feature=related
http://www.youtube.com/watch?v=270NOPYz3x4&feature=channel&list=UL
http://www.youtube.com/watch?v=1vnDOzPrxxw&feature=related
Examples of formal and informal emails
Formal
Dear Mr. Johnson,
Re: Order number 2546d
Thank you for your email dated 23/3/12. With regard to the order, I would like to know whether the delivery
can be made by Friday 28th March. Would it be possible to ensure delivery prior to the new financial year?
I would be very grateful if you can confirm delivery as soon as possible.
I look forward to receiving confirmation.
With kind regards,
Stephen Cannell
(Chief Purchasing Manager)
Informal
Dear Colin,
Thanks for the email about our order (2546d). Can you send the goods by Friday the 23 rd Feb, please? We need
to have them before the new financial year.
Let me know when you can send them
Best wishes
Steve