VIP Class Notes (Tibo) [W]

Next Class Focus


continue to work on different email tones (formal / informal)

Today we focused on:

Tones in emails

Homework


Write 2 emails (1 formal / 1 informal)
Situation: The client wants the creative ideas by Friday but it is impossible so you can only send them by Tuesday. Send an email to the client.

Writing

GREETINGS

Formal

•Dear Sir/ Madam,

•Dear Sir or Madam,

•To whom it may concern: (especially AmE)

•Dear Mr/ Ms Jones,

•Dear Dr Smith,

(note: First names are NOT used. Using Miss or Mrs to address a woman  is not appropriate, as you don’t know whether she’s married or not)

Informal

•Hi Dennis,

•Hello Claire,

•Dear Mum,

REASON FOR WRITING / REPLYING

Formal

•I am writing to make a reservation/ to apply for the position of…/ to confirm my booking/ to ask for further information about …

•I am writing with regard to the sale of …/ to the complaint you made on 29th February

•Thank you for your e-mail of 29th February regarding the sale of… / concerning the conference in Brussels.

•With reference to our telephone conversation on Friday, I would like to let you know that…

Semi-formal / Informal

•Just a quick note to invite you to…/ to tell you that…

• This is to invite you to join us for…

•Thanks for your e-mail, it was wonderful/great to hear from you.

•I wanted to let you know that / tell you about / ask you if…

MAKING A REQUEST / ASKING FOR INFORMATION

Formal

Could you please let me know if you can attend … / if you are available for a meeting on 12th December?

•I would appreciate it if you could please send me a brochure/ if you could please reply within two days.

Could you possibly arrange a meeting with the Logistics Manager?

I would also like to know if there are any swimming pools in your area.

Please let me know how much the tickets cost.

Informal

•I was wondering if you could come and see me sometime next week.

•Would you mind coming early to help me clear up the place?

Do you think you could call Jerry for me?

Can you call me/ get back to me asap? (as soon as possible)

OFFERING HELP / GIVING INFORMATION

Formal

We are happy to let you know that your article has been selected for publication.

•I am glad to inform you that we will be holding our annual conference in Brussels on 20 September 2014.

We regret to inform you that the show has been cancelled due to bad weather conditions.

•We are willing to arrange another meeting with the CEO.

•We would be glad to send you another statement if necessary.

•Please do let me know if I can be of further assistance.

•Should you need any further information/assistance, please do not hesitate to 

contact us.

Informal

I’m sorry, but I can’t make it tomorrow. (= I can’t come tomorrow.)

I’m happy to tell you that John and I are getting married next month.

•Would you like me to come early and help you clear up the place?

•How about I come and help you out?

•Do you need a hand with moving the furniture?

Writing

practice 1: Send an email to John Smith from ABC to ask him to send you the project report. John Smith is a new client.

Dear Mr Smith,
I hope you have a good day,
Would you please send me the project report by this evening?
I am looking forward to your reply,

Thanks,

Best regards….


Dear Mr Smith, (use the last name)
I hope this email finds you well,
I am writing with regard to project X.
Would you please send me the project report ? We need to prepare a meeting with it./ Would you please send me the project report by this evening? I am afraid we need it urgently because we have a meeting coming that requires it.
Thank you in advance,
I am looking forward to your reply,
Best regards….

Practice 2: Send an email to John Smith from ABC to ask him to send you the project report. John Smith is an old client and you often have drinks with him.

Hi John,
I hope everything is fine,
I am writing to you regarding the project X,
Can you send me the project report this evening? Cause we need to go through it in the upcoming meeting tomorrow morning.
Thanks,

BR,


Hi John, (use the first name)
I hope everything is fine,
I am writing to you regarding the project X, / Just a quick email about project X
Can you send me the project report this evening? (Cause (because)) we need to go through it in the upcoming meeting tomorrow morning.
Thanks,
BR,

Writing

Practice 2 : Contact your client John Smith from ABC to tell him that the campaign launch has to be delayed because the design is not ready. John Smith is an important client who is very picky.

Dear Mr Smith,

I hope this email finds you well,
I am writing to you regards of the campaign launch.
We regret that the campaign launch has to be delayed due to the design is not ready.
Please give us two more days and we will try our best to finish the design as soon as possible.
If you need more information please let me know,

Best regards.


Dear Mr Smith,
I hope this email finds you well,
I am writing to you regards to the campaign launch.
We regret to inform you that the campaign launch has to be delayed due to a delay in the design

Please be assured that we are doing our best to finish/complete the design as soon as possible and we estimate that we only need an additional 2 days to complete it.
please let us know if there is anything else we can do or information we can provide.
Thank you for your understanding,

best regards,

give us two more days and we will try our best to finish the design as soon as possible.
If you need more information please let me know,

Best regards.

Writing

Practice 2 : Contact your client John Smith from ABC to tell him that the campaign launch has to be delayed because the design is not ready. John Smith is almost a friend and you have worked together for more than 5 years.

Hi John,
I hope you are having a nice Halloween,
I’m sorry to tell you that the campaign launch has to be delayed. The design is not ready and we are focused on it. We will let you know once we are ready.
Thanks,

BR,


Hi John,
I hope you are having a nice Halloween,
I’m sorry to tell you that the campaign launch has to be delayed. The design is not ready and we are focused on it. I think we need 2 more days to complete it. We will let you know once we are ready.
Is that ok for you?  Sorry for the trouble.

Thanks,

BR,

Grammar

due to something
Due to the delay we will have to work late.