What is your name? What is your job? How often do you write business e-mails using English?
Business E-mail Functions • 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…? • 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.
Business E-mail Functions • 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, • 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.
Tips for Writing Business E-mails • E-mails should be lessformal 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 • responseto 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) aclosing • 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 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. KaretPedurenan, 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. 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 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. 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. 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.
firstname.lastname@example.org Title Auditing Report Salutation Opening Hello David, • 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, Randy Jones Finance Manager Small Business Financing, Inc. Ratu Plaza Shopping Mall 1st Fl. Jl. JendSudirmanKav. 9 Jakarta, 10270 Indonesia • T +62 21 2700 7878 F +62 21 720 2615 M +62 878 8400 4430 • www.sbf.co.id Closing Signature
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 attacheddocument that you requested. 2. I am __________on December 9th Is that date __________for you Answer: I am available on December 9th. Is that date convenientfor you? 3. Hello John __________ __________for your quick reply Answer: Hello John, Thank youfor your quick reply. 4. I am __________ __________to your response Answer: I am looking forwardto 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 attachedthe 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 writingto 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 youinadvance 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 availablefor a conference call on Monday, December 9that 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: Thankyou 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.