Business English: email writing

8th March 2020

Formal– answering a customer

Be concise – to the point. Just say what is important in as few words as necessary.

Abbreviations:

Cc: = carbon copy used to send the same email to other people

Bcc: = blind carbon copy  used to send the email to people BUT their address is hidden

enclosed (inside) attached. A file or photo sent by attachment. It is polite to say how the file is sent e.g. by ppt, in (.doc) etc.

EXAMPLE

To: f.fricke@stauberg_gmbh.de

From: gavin.smith@hwz.uk

Cc:

Bcc:

Subject: Progress update

Email example: Mr Fricke wrote an email to enquire about the work progress. Here is a template response:

Subject: regarding your question, 

Dear Mr Fricke

Thank you for your recent email of the 11^th.

In response to your enquiry, I can inform you that the preliminary designs are 

now complete and I would be happy to send them to you by email in PDF format.

If you require further assistance, please do not hesitate to contact me

Yours sincerely

Gavin Smith

Customer Services Officer

HWZ UK

YOUR TURN:

Write an email to Mr Fricke. He wants to know when he can see the final design

Thank him for his email. 

Tell him the designs will be finished on 17^th November.

How he can receive them (PDF, Word or weblink). 

Email writing

Your supervisor needs you to write an email to a client in India, 

Ms Agarwal of SAG Engineering.

Convey the following information:

• There will be a Skype meeting at 07.00 GMT
• The agenda will include expanding into the Indian market
• Need to decide to base in Mumbai, Kolkata or New Delhi
• What red tape is there ? (Paperwork, forms, licenses)
• When will she be able to visit HCM ?
• Does she have any special requirements (diet, religion)

Start with a friendly but appropriate greeting and a suitable sign off.

Email practice:

A supplier has sent the wrong parts. Write an email to complain. Again, an example for you:

From : HWZ UK

To : Le Thi Thanh Computers

Subject: Wrong parts

Dear Le Thi Thanh

On 27^thFebruary, we ordered ten (10) cables for our Windows-based laptops. Unfortunately, you sent cables for Apple Mac computers.

We would appreciate it if you could send the correct cables as soon as possible. Our staff are unable to work without them.

This is the first time we have had any problem with your company. Until now, you have always given perfect service.

Hope to hear from you very soon

Nguyen Minh Phuc CFO

YOUR TURN

A supplier has sent the wrong textbooks to your office. They sent iPhone 8 and you requested, and paid for, iPhone X workbooks. Write a suitable email … remember … ALWAYS BE POLITE