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English for emails - PowerPoint PPT Presentation

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English for emails

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  1. English for emails I. Enríquez, PhD ; E. Garbey ,MA English Language TV students English for emails

  2. dianagr@infomed.sld.cu stepclarkjr@hotmail.com sandrabr@yahoo.es English contest

  3. Make a cross to represent how much you agree or disagree 1.- You need the same language skills to write an email as you do to write a letter. 2.- if you can speak English well, you can write good emails. 3.- Accuracy is still very important when writing emails. 4.- If you need an answer straight away, it is better to use the phone than to send an email.

  4. Safe & sound Safe & sound Hello Just a brief message to tell u we arrived safe and sound. Love, Dorothy

  5. 1. Attachment 2. Deleted items 3. Drafts 4. Forward 5. Inbox 6. Outbox 7. Reply 8. Send/receive 9. Sent items 10. Subject Match the words on the left with the Spanish definitions on the right. a. Asunto b. Enviar/Recibir c. Respuesta d. Elementos enviados e. Enviar a f. Elementos Borrados g. Ficha de Salida h. Borrador i. Ficha de Entrada j. Anexo

  6. Hints on email writing • Subject line: It is short and gives information about the content of the message. • Opening sentence: To explain the reason why you are writing. • Formal: I'm writing to… • Friendly and informal: Just a quick note to An advantage of emails is that they are quick and direct. Most emails have the following structure:

  7. Hints on email writing • Salutation: It can be formal or informal. • Formal: Dear Mr, Mrs, Ms… • Less formal: Dear Larry • Informal: Hi/Hello Mary ( or just the name) • Very informal: No salutation • Main text or body: usually brief to explain the details of the message. • Very often emails-especially those from English speakers - can contain a lot of acronyms and abbreviations.

  8. Hints on email writing • Conclusion: To tell the reader what kind of response, if any, you expect. • Friendly ending, can be used in formal and informal emails: Looking forward to your reply. • Informal ending to indicate a reply is necessary: Hope to hear from you soon.

  9. Hints on email writing • Close: Like the salutation, this can be formal or vey informal. • Very formal: Yours sincerely • Formal and informal (very commonly used): Regards/Best wishes • Friendly, informal: Bye/All the Best/Best • When writing to close colleagues: Name only (or initials)

  10. Some useful and commonly used acronyms and abbreviations. • &: and • & + : and/plus • am: in the morning • appt: appointment • asap: as soon as possible • at the mo: at the moment • eg: for example • ie: in other words

  11. E-Mail abbreviations • pls: please • pm: in the afternoon • Re: regarding/about • wk: week • yr: year/your • Thx: thanks. • Tia: Thanks in advance • FAQ: Frequently asked questions • CU: See you • FYI: For your information

  12. E-Mail abbreviations • Rgds: Regards • BTW: By the way • Info: Information. • Fwd: Forward, which means that you send the same email to another colleague. • 2: To • U: You • RU: Are you • REQ: Request, when you want someone to do something for you. • ATB: You write this as a close, to wish someone well.

  13. Exercises

  14. to answer, to ask, to get in touch with, to help, to need, OK, to put off, to be sorry, to set up, to tell Match the vocabulary used in formal emails with the less formal vocabulary below.

  15. 1. convenient = _____ 2. assistance = _____ 3. to inform = _____ 4. to reply = _____ 5. to regret = _____ 6. to contact = _____ 7. to postpone = _____ 8. to arrange = _____ 9. to enquire = _____ 10. to require = _____

  16. 1. convenient = ok 2. assistance = help 3. to inform = to tell 4. to reply = to answer 5. to regret = to be sorry 6. to contact = to get in touch with 7. to postpone = to put off 8. to arrange = to set up 9. to enquire = to ask 10. to require = to need

  17. Complete the email with words from the list. 1. convenient 2. to inform 3. to reply 4. to contact 5. to postpone 6. to arrange 7. to enquire 8. to require

  18. Dear Mr. Davis I'm writing to ____about your products. Our company has diversified . Apart from what we've traded, we now ___ products for the golfers. Could we ___ a meeting with your sales reps to ____us about your products? Next week would be ____for us. Please ____ my assistant, directly. Best regards, Zed Holland

  19. Dear Mr Davis I'm writing to enquire about your products. Our company has diversified . Apart from what we've traded, we now require products for the golfers. Could we arrange a meeting with your sales reps to inform us about your products? Next week would be convenient for us. Please contact my assistant, directly. Best regards, Zed Holland

  20. More Formal Would you be able to help…? Do not hesitate if you require further assistance I'd appreciate a reply asap. I am pleased to send… Less Formal Complete the table with the phrases below a. I am sending you …, b. if you need any help, c. Please answer ASAP, d. Can you help?

  21. More Formal Would you be able to help…? Do not hesitate if you require further assistance I'd appreciate a reply asap. I am pleased to send… Less Formal 1 - d 2- b 3 - c 4 - a Complete the table with the phrases below a. I am sending you …, b. if you need any help, c. Please answer ASAP, d. Can you help?

  22. Unscramble the words below and use them to complete the gaps *snde *antttmahce *apsa * eqyuirn *rqtseue • Please answer _______________ • Please send the price list in the _______ • Your _____ is being processed. • Can you ______ me …? • Thank you for your _____

  23. Unscramble the words below and use them to complete the gaps *send *attachment *asap * enquiry *request • Please answer asap • Please send the price list in the attachment 3. Your request is being processed. 4. Can you send me …? 5. Thank you for your enquiry.

  24. Read the email below and:- find informal language- write the words the abbreviations stand for

  25. Hi Mark! I'm coming over to Brighton 4 a conference in 2 wks & was wondering if U could sort out somewhere for me to stay? I don't have much information about hotels. Can you help me pls? Reply ASAP Best wishes Frank

  26. Hi Mark! I'm coming over to Brighton for a conference in twoweeksand I was wondering if you could sort out somewhere for me to stay? I do not have much information about hotels. Can you help me please? Reply as soon as possible. Best wishes, Frank

  27. Write an email. Use the content learned stepclarkjr@hotmail.com homework

  28. Use the notes below to write an email to a client to set up a meeting. Sat Second meeting to finalize terms and conditions next week Three possible times: Tuesday 15/4 9 a.m. Wednesday 16/4 any time Thursday 17/4 afternoon any time Need information on the conference schedules (booking ends tomorrow noon)

  29. Now look at the client's diary and write a response. Monday: Tuesday: Meeting the executive board 9-11 am Wednesday: Visiting convention center all day Thursday: Meeting colleagues 10-12 am Friday: Saturday: Sunday: Camping with family and friends

  30. Summary The lesson dealt with the language used for • writing emails , and • some of the common abbreviations and acronyms in emails