Formal Email

​Formal emails

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​Structure of this presentation

1. Rules of formal grammar

2. Structure of a formal email​

3. ???????????

4. Conclusion ​

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Rules of formal grammar

• plural first-person pronouns​ (We, us, our, ourselves) - formal

  • ​ singular first-person pronouns (I, me, my, myself) - informal

• ​formal vocabulary (Dear....., please, could you, sincerely)

• short and brief

• Use a clear, professional subject line

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​Structure of a formal email

• Subject line

• Greeting

• Body of text

  • Introducing/informing

  • ​Follow up email

  • asking and requesting

• Conclusion

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​Subject line

• Place the most important words at the beginning.

• Eliminate filler words (thank you, nice to meet you)

  • brief and informative

• if you need:

  • a quick response (Urgent:/Response needed:)

  • Deadline (reply by Friday:/Deadline by Friday:)

  ​

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​Greeting

Formal

• Dear Mr./ Ms. (surname)........

  • (not Mrs./Miss)

• ​Dear Sir/Madam........... (if you don’t know the name)

• To whom it may concern........... (if you don’t know who they are)

  ​

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​Introduction

• We are writing with regard to… (email subject)

• This is to inform you that...​ (email subject)

• We are pleased/delighted to inform you that... (good news)​

• We regret to inform that... (bad news)

• We would like to remind you... (reminder)

• Please accept our apologies... (bad news/explanation)

  ​

​

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​follow-up introduction

• in regard/reference to your email...​

• On the topic of... ( the topic)

• To follow up on our previous email​...

• As (we) discussed...​

• further to our email...​

  ​

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​Asking and requesting

Could you let us know if...?

Do you have any details in regard to...?

Could you let us know....?​

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​Saying "thanks"

Thank you for:

• the info...

• the update...

• the email...

• getting back to me...​

• your help...

• the heads up...​

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​Ending

• Let us know...

• We will keep you posted/informed...

• Please, keep us posted/informed...

• We will inform you as soon as we can...​

• I am looking forward to... (+ing)​

• please, send my regards to...​

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​Conclusion

Best wishes... (your name)

​Best regards... (your name)

Thank you for your time...(your name)​

​

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​Grammar?

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Multiple Choice

Dear .......Hilton

• Ms

• Mrs

• Miss

Multiple Choice

Please.... our apologies

• accept

• take

• forgive

Multiple Choice

(formal greeting)

• To whom it may concern

• Ciao

• Hello

• What up?

Multiple Choice

Best....

• Regards

• ...ies

• Season