Lesson 15 - Emails

E-mails

Lesson Objectives

Today we will:

• Look at writing emails

• Practice writing emails

• Practice 1 skill - Reading

Part 1 -
Sending & Receiving Emails

Multiple Choice

Complete the sentence with the right word:

You can .................. an email to one or more people.

• send

• open

• attachment

• delete

• link

Multiple Choice

Complete the sentence with the right word:

When you get an email, you must .................. it before you can read it.

• CC

• open

• attachment

• delete

• link

Multiple Choice

Complete the sentence with the right word:

With your email, you can include an .................. (like a photo or document).

• CC

• open

• attachment

• delete

• link

Multiple Choice

Complete the sentence with the right word:

You can include a .................. to a website in your email.

• CC

• open

• attachment

• delete

• link

Multiple Choice

Complete the sentence with the right word:

If you are sending someone an email, and you want your manager to see it as well, you can .................. your manager.

• CC

• open

• attachment

• delete

• link

Multiple Choice

Complete the sentence with the right word:

If you do not want to keep an old email, you can .................. it.

• CC

• open

• attachment

• delete

• link

Drag and Drop

Hello Sanjay,


Could you please send the schedule to Mr. Aziz at Bisco Ltd when it is ready?

Please ​

Placeholder

me, s​o that I have the document as well.


With thanks,

Drag these tiles and drop them in the correct blank above

link

attachment

open

delete

CC

send

Drag and Drop

Dear Mr. Prabang,


As we agreed, I am sending the contract as an ​

Placeholder

. It is a PDF file.
Please let me know if you have any queries.

Drag these tiles and drop them in the correct blank above

link

attachment

open

delete

send

CC

Drag and Drop

Hi Mustafa,


Here’s a ​

Placeholder

to something I saw today: http://learnenglish.britishcouncil.org/en/ielts-interview-skills/dont-get-over-emotional.
Watch it if you can – it’s really funny!!!!!!!!

Drag these tiles and drop them in the correct blank above

link

open

delete

send

CC

attachment

Drag and Drop

Dear Mrs. Pino,


I am interested in applying for the post as Account Manager (ref. 23JS56).

Placeholder

me further details?
With thanks,

Drag these tiles and drop them in the correct blank above

open

delete

send

CC

attachment

link

Drag and Drop

Hello everybody,


I must apologise. I gave you the wrong dates for this year’s conference in my email this morning. So please ​

Placeholder

that email as soon as you can. I will send you the correct dates soon.
Sorry again for the problem.

Drag these tiles and drop them in the correct blank above

open

delete

CC

attachment

link

send

Drag and Drop

Hello Andy,


My computer is very slow this morning. I’m going through my inbox, but it’s taking about one minute just to ​

Placeholder

 every email. And attachments are even slower. What can I do?
Regards,

Drag these tiles and drop them in the correct blank above

open

CC

attachment

link

send

delete

Match

Imagine you received this email, match the email button to the action below:

Reply | Reply to all | Forward | Delete

From: Samir
To: Sales Team
CC: Hatem Trabelsi; Patricia Bartlett
Subject: RE: Meeting next week
Attachments: New proposal.doc (376KB)

Hello Sales Team,

I’ve got an idea for next week – see the attached file. I’d like to hear what you think about my suggestion.
I think Hatem and Patricia may be interested, so I’ve copied them in too. Let’s talk more at the meeting next week.

Regards, Samir

• Open the attachment

• Write only to Samir

• Send the email to another person who has not received it

• Send an email to Samir, the Sales Team, Hatem and Patricia

• Put the email in your rubbish bin and not keep it

New proposal.doc

Reply

Forward

Reply to all

Delete

• New proposal.doc

• Reply

• Forward

• Reply to all

• Delete

Part 2 -
Starting & Finishing Emails

Formal or Informal?

• We write a formal email when we want to be polite, or when we do not know the reader very well.

• A lot of work emails are formal. We write informal emails when we want to be friendly, or when we know the reader well.

• A lot of social emails are informal.

• Before you start writing an email, decide if you want to write a formal email or an informal one.
  

Categorize

Options (10)

An email to a customer 

A job application

An email to your manager

A complaint to a shop

An email from one company to another company

A birthday greeting to a colleague

An email to a colleague who is also a good friend

A social invitation to a friend at your workplace

An email with a link to a funny YouTube clip

A message to a friend on a social networking site

Please organise these examples into the right categories:

You have 5 minutes

Formal

Informal

Layout and Punctuation

Starting an email:

• We normally write a comma after the opening phrase. We start a new line after the name of the person we’re writing to.

Finishing an email:

• We normally write a comma after the closing phrase. We start a new line to write our name at the end.

Email Example - Formal

Dear Mr. Piper,

I am writing to thank you for all your help.
I look forward to seeing you next week.

With best wishes,
John Smith

Email Example - Informal

Hi Tim,

Many thanks for your help.
See you next week.

Cheers,
John

Good morning Tim,
Hi Tim,
Hi there Tim,
Morning/Afternoon/Evening Tim,
Hello again Tim,

Informal

Dear Tim,
Dear Mr. Piper,
Dear Sir or Madam,

Formal

Phrases for Starting an Email

​

Regards,
Rgds,
Cheers,
Bye for now,
See you soon,

Informal

Regards,
Yours sincerely,
Yours faithfully,
Yours truly,
With best wishes,
With many thanks and best wishes,

Formal

Phrases for Finishing an Email

Categorize

Options (9)

Yours truly,

With best regards,

Yours sincerely,

Best wishes,

Yours faithfully,

With many thanks and best wishes,

For the attention of:

For your information:

To whom it may concern:

Organise these formal phrases into the right categories:

You have 5 minutes.

Starting an email

Finishing an email

Multiple Choice

Peter Lambert, a maths teacher, has written four emails this morning. Read the description of the email and match it to the opening line of the email.

Peter sent an email asking for more information about a conference. He did not know the name of the person who will read his email.

• Dear Sir or Madam, Could you please send me...
• Hi there Daniel, Hope you're well. Might be a bit late on Saturday...

• Morning everyone, Just thought you might be interested to know that...

• Dear Mr. Baker, I am writing to you because I am worried that...

Multiple Choice

Peter Lambert, a maths teacher, has written four emails this morning. Read the description of the email and match it to the opening line of the email.

Peter wrote to his friend about their plans to play football at the weekend.

• Dear Sir or Madam, Could you please send me...
• Hi there Daniel, Hope you're well. Might be a bit late on Saturday...

• Morning everyone, Just thought you might be interested to know that...

• Dear Mr. Baker, I am writing to you because I am worried that...

Multiple Choice

Peter Lambert, a maths teacher, has written four emails this morning. Read the description of the email and match it to the opening line of the email.

Peter emailed all the maths teachers at his school about some training.

• Dear Sir or Madam, Could you please send me...
• Hi there Daniel, Hope you're well. Might be a bit late on Saturday...

• Morning everyone, Just thought you might be interested to know that...

• Dear Mr. Baker, I am writing to you because I am worried that...

Multiple Choice

Peter Lambert, a maths teacher, has written four emails this morning. Read the description of the email and match it to the opening line of the email.

Peter emailed a man called Justin Baker, the father of a pupil at the school. He wanted to know why Mr. Baker’s son was absent from school.

• Dear Sir or Madam, Could you please send me...
• Hi there Daniel, Hope you're well. Might be a bit late on Saturday...

• Morning everyone, Just thought you might be interested to know that...

• Dear Mr. Baker, I am writing to you because I am worried that...

Dropdown

Dear Mr. Cruz,


Please find enclosed an application form for the post of Teacher of History. 

​

Select answer

 for this job. The deadline is March 24.


Yours sincerely,

Dropdown

Hello Hiroshi,


I can phone you on Thursday at 10:30 am. Can you let me know if that is convenient, please? 

​

Select answer

.
Regards,

Jack

Dropdown

Dear Mrs Kapusta,



I am writing to confirm our appointment in my office on Tuesday January 28.
Please report to Reception when you arrive, and they will direct you to my office. I hope you have a safe journey here, and ​

Select answer

 on Tuesday.
With best wishes,

Tony Donizetti

Dropdown

Dear Jackie,


Congratulations on getting the job. My team in the International Office and I would like to welcome you to Bakewell University. I am sure you will enjoy your new role. ​

Select answer

.
Best wishes,

Part 3 -
Proofreading

Proofreading

• When you write quickly, it is easy to make mistakes.

• Always check your email carefully before you send it.

• It is a good idea to keep a list of words you have spelled wrongly in the past. Use this list to then check that you have spelled them correctly.

• Also, use your computer's spell checker if you can. This will automatically correct spellings for you.

Words with Similar Sounds

Some words sound the same in English but have different spelling:

Their not hear yet. → They're not here yet.
*Wear do you want to *meat? → Where do you want to meet?

Short Words

These are easy to spell, but they are also easy to spell incorrectly. Short words are the ones we type most quickly. It's easy to type some of the letters in the wrong order.

a lot fo mistakes → of
Thank you fro your letter → for
at *hte meeting → the

Silent Letters

Many words that are common in emails have silent letters. Here are some examples (the silent letters are underlined):

know    write    wrong    forward    thought    right    interesting
Wednesday    Bye

Grammar: subject/verb agreement

You should always check that you have used the right verb in the right form.
A common mistake is to forget the -s in the 3rd person singular (he/she/it).

The training start at 9 a.m. → starts
My plane leave at 4.35. → leaves
How long do it take? → does
How many times have he been here? → has

Punctuation

Remember to start every sentence with a capital letter, and to use a capital letter for place names, days, months, names, etc.

We will be in Newcastle with Mrs. Hamilton on March the 4th, in Manchester with Dr. Kassu on Tuesday the 5th, and Birmingham with Andrea Este on the Thursday.

Punctuation - continued

​

We usually use commas when opening and closing emails, use a full stop at the end of a sentence and a capital letter at the start of a sentence.
An exclamation mark (!) is OK in a friendly email, but it's better not to use them in formal emails.

Hi Mark,

Thank you very much for all your help this week. You must be glad it's the weekend!

With best regards,
Pattie

Categorize

Options (9)

Helo

I look forwad to

at the meting

English lessson

let me knnow

nexxt week

Dera John,

in teh morning

With best regarsd

Put the misspelt words in the appropriate groups:

You have 5 minutes.

There is a letter missing

There is an extra letter

There is a letter in the wrong place

Multiple Choice

Choose the correct forms. Together they make an email.

• Dear Mr. Alessi!!!

• Dear Mr. Alessi,

Multiple Choice

Choose the correct forms. Together they make an email.

• Many thanks for your last email.

• Many thank's for your last email.

Multiple Choice

Choose the correct forms. Together they make an email.

• We would like to order 120 boxes of Colombian coffee.

• We would like to order 120 boxes of Colombian coffee?

Multiple Choice

Choose the correct forms. Together they make an email.

• Could you please offer us a discount of 10%.

• Could you please offer us a discount of 10%?

Multiple Choice

Choose the correct forms. Together they make an email.

• I hope You will be able to do this.

• I hope you will be able to do this.

Multiple Choice

Choose the correct forms. Together they make an email.

• I am expecting the delivery to be on Monday 25th.

• I am expecting the delivery to be on monday 25th.

Multiple Choice

Choose the correct forms. Together they make an email.

• Can you also confirm this is correct.

• Can you also confirm this is correct?

Multiple Choice

Choose the correct forms. Together they make an email.

• I Look forward to hearing from you.

• I look forward to hearing from you.

Multiple Choice

Choose the correct forms. Together they make an email.

• With best wishes, Jozef Hamp

• With best wishes' Jozef Hamp

The e-mail all together

Dear Mr. Alessi,

Many thanks for your last email. We would like to order 120 boxes of Colombian coffee. Could you please offer us a discount of 10%? I hope you will be able to do this.

I am expecting delivery on Monday 25th. Can you also confirm this is correct?

I look forward to hearing from you.
With best wishes,
Jozef Hamp

Part 4 -
Email Etiquette

Email Dos and Don'ts

Don’t be rude! Be sure to follow these fundamental rules on what to write and what not to write in your emails.

Email Dos and Don'ts

Rule 1 - Who to send an email to:

Always check you've got the right name in the 'To' box. And make sure your email only goes to the people who need to read it. Remember that if you reply to all, then everyone will get your email. Does the whole sales team really need to read your email to one person about something unimportant?

Rule 2 - Attachments:

This sounds obvious, but don't forget to attach them! A word of advice – attach the file you want to send before you start writing. That way, you can't forget to attach it!

Email Dos and Don'ts

​

Rule 3 - Capital Letters:

No. If you write 'CAN YOU LET ME KNOW THIS WEEK?' you are basically shouting at your reader. They will think you are very rude. So just don't do it.

Rule 4 - Length:

Short emails sometimes sound rude. People won't read very long emails. Keep emails short, but remember to be polite and friendly, too.

Rule 5 - Proofreading:

This is important, especially if it's a work email. If you make mistakes in your email, people will think you also make mistakes in your work. So always check everything carefully. Ask a colleague to read and check it before you hit 'Send'.

Part 5 -
Emails for your Assessment

Email Template

​Subject: Assessment - [Title of your Presentation]

Dear Fiona,

I hope you are doing well.
Please find attached my Video Presentation and my Learning Journal.

Best wishes,
[Your name written in English]

Attachments:

• Video Presentation (either the file or a link to the file)
• Learning Journal (either the file or a link to the file)

Email Template - Example

​Subject : Assessment - Archery

Dear Fiona,

I hope you are doing well.
Please find attached my Video Presentation and my Learning Journal.

Best wishes,
Kaspian Barratt

Attachments:

• Kaspian Barratt - Archery Video Presentation.mp4
• Kaspian Barratt - Learning Journal.docx

That is the end of the class, but can the following student remain in the class:

For everyone else, I will see you tomorrow for our last class.

​Shi Junyu

Zhang Yuzixin
Wang Diantao

Liu Yandong
Wang Ziqi

Tomorrow I will look at the drafts of:
Bu Yijie
Tan Zihang