Email Writing

Topic 7: Professional Email Communication

Advanced English 2

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INTRODUCTION

Email vs Formal Letters

📧 Key Differences

Both emails and formal business letters should be drafted professionally, but they have important differences.

1. Volume & Simplicity

The typical person receives tens to hundreds of emails every day.

✓ Simplicity is appreciated

✓ No need for introduction/body/conclusion structure

2. Tone Flexibility

Email allows for more informal expressions, especially if you know your recipient.

⚠️ Important: Informal ≠ Unprofessional

💡 Important Rule

There is no magic rule for how formal your email should be.

It depends on:

  • Who the recipient is
  • Your corporate culture
  • Your existing relationship with the recipient
7.1 KEEPING IT SIMPLE

Unprofessional vs Informal

✗ Unprofessional (UNACCEPTABLE)

  • "Text message" language: "2morrow", "u"
  • Not using proper capitalization
  • Missing punctuation
  • Sending without proofreading
  • Typing in "ALL CAPS"

✓ Informal (ACCEPTABLE)

  • Writing in shortened sentences
  • Using brevity
  • Bulleted lists instead of paragraphs
  • Shorter is better!
✅ When to Use Informal Language

Nearly all informal terms in the chart would be appropriate for a business email to an acquaintance.

If emailing a business contact you don't know, use more formal English.

SHORTENED SENTENCES

Brevity Matters

📊 Why Brevity?

Many people's inboxes are bombarded daily with emails.

People appreciate emails short enough to scan and prioritize without scrolling.

💡 Expert Recommendation

Keep business emails to a minimum of five sentences whenever possible.

How to Shorten Sentences

Technique: Omit pronouns and auxiliary verbs

The pronoun I is easily omitted because your recipient understands you're writing in first person.

⚠️ Still use: capital letters + proper punctuation

Original SentenceShortened Sentence
I saw Mario today.Saw Mario today.
I'll talk to you soon.Talk soon. / Talk to you soon.
I'll see you soon.See you soon.
I received the package.Got the package.
I've been out of the office all day.Been out of the office all day.
⚠️ Important Note

Only use shortened sentences with business contacts with whom you've already established a rapport.

Extremely informal – not for first-time contacts!

EMAIL EXAMPLE

Shortened & Concise

✓ What Makes This Effective?
  • Short and scannable
  • Uses shortened sentences appropriately
  • Still polite (greeting, thanks)
  • Gets to the point immediately
  • Clear action (will look into it)
AVOID FLOWERY LANGUAGE

Plain English Wins

⚠️ Common Mistake

Using unnecessarily formal or flowery language to appear more intelligent or important.

Problem: Elaborate language doesn't add value and slows the reader down.

🎯 What Busy People Appreciate
  • "Plain English" – Clear, straightforward language
  • "Tight Writing" – Eliminating unnecessary words
  • Getting to the point immediately
📝 Definition: Tight Writing

The skill of identifying and eliminating all unnecessary words so that your ideas are clear to read.

COMPARISON

Flowery vs Concise

✗ FLOWERY VERSION (Too Long)

Problems:

  • Unnecessary background info
  • Redundant contact info (already in signature)
  • Unnecessarily formal for same organization
  • Vague subject line
  • Too long!
IMPROVED VERSION

Concise & Effective

✓ CONCISE VERSION (Perfect)

✓ Still Polite

Uses "Dear," "Please," and "Thanks"

✓ Clear Request

Topic and action needed are obvious

✓ Professional

Complete sentences, proper grammar

🎯 Key Difference

Jan can assess the email in one glance. This is more convenient and might lead to a faster response.

CRITICAL WARNING

Email Privacy

⚠️ NEVER assume your email will be seen only by the person to whom you send it.

Email is permanent.

If you send it on a company-owned device or over a company network, it is most likely not private.

If you would be embarrassed by someone other than your intended recipient reading the email, DO NOT SEND IT.

Email Can Be:

  • Forwarded to anyone
  • Stored permanently on servers
  • Retrieved years later
  • Used as legal evidence

Always Remember:

  • Think before you send
  • Proofread carefully
  • Keep it professional
  • Assume it's public
ACTIVITY

Individual Exercise

📝 Write a Professional Email

Scenario:

You are Sarah Martinez, Marketing Coordinator at TechCorp. Your colleague James Wilson (jwilson@techcorp.com) asked you last week to send him the Q4 marketing report. You forgot, and now he's waiting for it to prepare for tomorrow's presentation.

Task:

Write a professional email to James that:

  1. Apologizes for the delay
  2. Tells him you're sending the report now (attached)
  3. Offers to help if he needs anything else
  4. Uses appropriate tone (informal but professional)
  5. Practices "tight writing" (concise, no unnecessary words)
⏱️ Time: 10 minutes

Include: To, From, Subject line, greeting, body, closing, and signature.

7.2 VOCABULARY

Computer & Internet Terms

TermDefinition
netiquette(slang) Etiquette for the Internet
ISPInternet Service Provider (the company that gives you Internet)
web browserSoftware application for using the Internet (Chrome, Firefox, Safari)
blogShortened name for "web log" – a type of online journal
dropdown menuWebsite element that opens a list when you mouse over or click
pop upAd that opens in a new window automatically (usually annoying)
pop up blockerProgram that prevents pop ups from opening
to forwardTo re-send a message you received to another person/group
to bookmarkTo save webpage location for one-click access
to unsubscribeTo remove your email from a mailing list
FAQsFrequently Asked Questions
cloud storageData storage on remote servers (OneDrive, Dropbox, Google Drive)
EMAIL VOCABULARY

Essential Terms

Cc: (Carbon Copy)

To send a copy of your email to someone other than the primary recipient, for keeping them informed.

⚠️ Names and emails in Cc are visible to everyone.

Bcc: (Blind Carbon Copy)

Same as Cc, but recipients cannot see the names/addresses of people in Bcc.

Use when you don't want the primary recipient to know someone else got a copy.

Re: (Regarding)

With regard to – the subject of the email.

Example: Re: Marketing Report

@ (at sign/symbol)

When saying email aloud, simply say "at".

tom@abc.net = "Tom at abc dot net"

drafts

Preliminary version of a document. Also refers to the folder containing saved, unfinished emails not yet sent.

case sensitive

Differentiates between CAPITAL (ABC) and lowercase (abc).

Most passwords are case sensitive!

7.3 FUTURE FORMS

Expressing the Future in English

📅 Four Ways to Express Future

English has four different verb forms to talk about the future – not just "will" and "going to"!

Examples:

  • I start my new job next Tuesday.
  • I'll see you next Tuesday.
  • I won't be able to go next Tuesday.
  • I'm going to Chicago next Tuesday.
  • I'm not driving on Tuesday. I'm taking the train.

All refer to future!

Different forms = different contexts and nuances.

By understanding these differences, you'll sound more natural.

FUTURE FORMS GUIDE

When to Use Each Form

FormUse ForExample
Present ContinuousFixed arrangementI'm having lunch with a client next Tuesday.
Present SimpleScheduled/timetabled eventThe concert starts at 9 PM.
willInformed predictionYou will love the restaurant!
willOffer or promiseI'll pick you up at 9 AM tomorrow.
(be) going toPlan, intention, decisionI'm going to reach my sales goal this year.
Present SimpleIndisputable future factChristmas is on the 25th.
Negative Pres. ContinuousTime-specific refusalI'm not going to check emails this weekend.
Present ContinuousOpinion about futureIt's going to be really hot tomorrow.
FUTURE EXAMPLES

Correct & Incorrect

✓ CORRECT

  • I have an appointment tomorrow.
  • It's going to snow tomorrow.
  • You will love the restaurant.
  • You're going to love the restaurant.
  • I'm going to Miami on Saturday.
  • I go to Miami on Saturday.
  • I'm going to go to Miami on Saturday.
  • I'll go to Miami on Saturday.

✗ INCORRECT

  • I'm having an appointment tomorrow.
  • It snows tomorrow.
  • It's snowing tomorrow.
  • You love the restaurant. [for future]
  • You're loving the restaurant. [for future]
💡 Important Note

For "going to Miami" – all four forms are grammatically correct!

The best option depends on the context:

  • Fixed arrangement? → Present Continuous
  • Spontaneous decision? → will
  • Prior plan? → going to
  • Schedule? → Present Simple
SUMMARY

Key Takeaways

Keep It Simple

Brevity matters. Aim for 5 sentences. Use tight writing.

Informal ≠ Unprofessional

Shortened sentences OK with acquaintances. Always proofread!

Plain English

Avoid flowery language. Get to the point immediately.

Email is Permanent

Never assume privacy. Think before you send.

Master Vocabulary

Know Cc, Bcc, Re, @, netiquette, ISP, etc.

Future Forms

4 ways: Present Continuous, Present Simple, will, going to.

✅ Perfect Professional Email Formula

Clear subject + Brief greeting + Concise message (5 sentences) + Polite closing + Professional signature

BIBLIOGRAPHY

Reference

📚 Bibliography

Powell, M. (2014). In company 3.0. Intermediate Student's Book. Thailand: Macmillan Press.

🔗 Additional Resources

• Business Email Writing Guide
• Professional Communication Standards
• English Grammar Future Forms

Excellent Work!

End of Topic 7: Email Writing

Advanced English 2

Now you can write professional emails confidently! 📧

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