Organising your writing

Organising your writing

Writer purpose

When you write an email, you need to make clear why you are writing. You can do this by using the phrase 'I am writing to (+ verb)' at the start of your email. Here are some examples:

I am writing to

• ask for further details about ...

• inform you that my new address is …

• complain about your customer service.

• say thank you very much for all your hard work. 

• apply for the job as Teacher of Maths at your school.

Paragraphs

• Emails are easier to read if the writer uses paragraphs.

• A paragraph in an email is often two or three sentences long.

• Each paragraph starts on a new line.

• When you start writing about a new topic, you can start a new paragraph.

• 
  

Writer purpose

Match the beginnings of the emails with the descriptions of the writer's purpose.

Multiple Choice

The writer thanks the reader for their email.

• I look forward to speaking to you tomorrow.

• Many thanks for your email this morning.

• My name is Andy Carr, and I am a software designer. I saw your advert on dazzle.com, and ...

• Could you please give the office key to Jawal?

Multiple Choice

The writer greets the reader (e.g. by asking about their health).

• I am writing to complain about the delay.

• By the way, my wife has just had a baby, so I´m very happy!

• I hope you and your family are well.

• I look forward to speaking to you tomorrow.

Multiple Choice

The writer asks the reader to do something.

• I look forward to speaking to you tomorrow.

• Many thanks for your email this morning.

• My name is Andy Carr, and I am a software designer. I saw your advert on dazzle.com, and ...

• Could you please give the office key to Jawal?

Multiple Choice

The writer mentions their next communication (e.g. meeting, phone call or email) with the reader.

• I am writing to complain about the delay.

• By the way, my wife has just had a baby, so I´m very happy!

• I hope you and your family are well.

• I look forward to speaking to you tomorrow.

Multiple Choice

If the reader does not know the writer, the writer explains who they are.

• I look forward to speaking to you tomorrow.

• Many thanks for your email this morning.

• My name is Andy Carr, and I am a software designer. I saw your advert on dazzle.com, and ...

• Could you please give the office key to Jawal?

Multiple Choice

The writer explains the purpose of the email.

• I am writing to complain about the delay.

• By the way, my wife has just had a baby, so I´m very happy!

• I hope you and your family are well.

• I look forward to speaking to you tomorrow.

Paragraph topics

Match the topics with the paragraphs or sections of the email.

Multiple Choice

Hello Mrs Hannan,

I hope you are well, and that you are still teaching at Perrymead School.

• reason for writing

• request

• greeting

• ´look forward to´ + ending

• other news

Multiple Choice

As you may remember, I was in your English class last year. I am now applying for jobs, and I need to give employers a reference. I am writing to ask if you could possibly do this for me.

• reason for writing

• request

• greeting

• ´look forward to´ + ending

• other news

Multiple Choice

Would you mind if I put your name on my CV as a referee? Could you let me know if this is possible?

• reason for writing

• request

• greeting

• ´look forward to´ + ending

• other news

Multiple Choice

I also have some good news: I am engaged, and we’re getting married next February, so of course I am very excited!

• reason for writing

• request

• greeting

• ´look forward to´ + ending

• other news

Multiple Choice

I look forward to hearing from you soon.

With best wishes,

Elena Chaois

• reason for writing

• request

• greeting

• ´look forward to´ + ending

• other news

Sequencing information

Complete the sentences.

Multiple Select

Dear Janice,

_______ I haven't seen you for ages! I'll be at the Global Education seminar next week. I'm glad you're going, too. _______

and have a coffee? Could you let me know?

With best wishes,

Dana

• Could we speak

• Shall we meet

• How are you

• Im writing because

Multiple Select

Dear Sir or Madam,

__________ my reservation for 2 March. Unfortunately I have to cancel my reservation for personal reasons. I hope there will not be any charge for this. ___________ this cancellation?

I look forward to hearing from you.

Yours truly,

Mary Sinati

• Could you please confirm

• Shall we meet

• how are you

• Im writing about

Multiple Select

Dear Professor Stenier,

______. I am an MBA student at Bath University in England. I would like to ask you some questions about your research. _______ on the phone sometime next week? Could you please let me know if this is convenient for you?

I look foward to hearing from you.

With best wishes,

Andrea Ponzi

MBA student – Bath University, England

• Could you please confirm

• My name is Andrea Ponzi

• Could we speak

• Im writing about

Multiple Select

Dear Teachers,

______ the cleaners have complained about the classrooms. They have found papers and books on the floor. Tables and chairs are often in the wrong place. This gives them too much extra work.

_______ the furniture in place? Thank you very much for your cooperation.

Regards,

Tim Piper

Head Teacher – St Johns Primary School

• Could you please confirm

• Could you please always put

• Could we speak

• Im writing because