Writing a business e-mail

1 Why do people use e-mail in business? Make a list of reasons.

2 Read some 'rules' for writing good business e-mails. Which rules do you follow?

How to write an effective e-mail

1. Use a subject line that tells the other person what the e-mail is about. Don't just write Information or Your e-mail.

2. If you are writing to someone you don't know start by saying who you are and why you are
writing.

3. Use written greetings (Dear Mr Smith) and endings (Yours sincerely), just as you would in а
letter.

4. Use short, clear sentences.

5. Use paragraphs for different subjects. Leave a space between paragraphs.

6. In business e-mails, always use a formal and polite tone. Don’t be too informal or familiar.

7. Don’t use emoticons, e.g.L, or acronyms, e.g. BTW (by the way).

8. Don't write in CAPITAL LETTERS – this is like shouting.

9. Don't repeat yourself – try not to use the same word more than once in a paragraph.

10. Check your spelling and punctuation - are they correct? If you are worried about your spelling, use a spell check.

3 Read the e-mail below from a student to a company about their work experience programme. Which rules in ex 2 does he break?

4 Look al the phrases in italics (1-6) in the e-mail. Match them with the formal phrases (a-f) below.

5 Here are some phrases to use in e-mails. Write starting (S), ending (E), saying why you are writing (W) or requesting (R) after each one and the ones in ex 4.

6 Rewrite Luigi’s e-mail using the rules in ex 2 and some of the phrases in ex 5.

GRAMMAR: Reported Speech (statements) – Непряма мова (стверджувальні речення)

When you report what someone has said you often have to make certain changes to verb tenses and other words. When the reporting verb is in the past, you make the following tense changes:

Main changes of time indicators:

There are occasions where you needn't change the tense:

• where facts are still true

My name is Mary - She said her name is Mary.

• if the direct speech is in the past perfect or has the following modals: must (for deduction), might, ought to, could, should, would)

You might have broken your leg! – She said I might have broken my leg.

• if the reporting verb is in the present

I' ll be back in a minute. – She says she 'll be back in a minute.

Ex.1. Match the direct speech word or phrase on the left with its reported speech equivalent on the right:

Ex.2. Rewrite these sentences, changing the direct speech to reported speech:

1 " We have only finished because we've worked late the whole week."

He said ………………………………………………………………….

2 " I am leaving tomorrow."

Mary explained ………………………………………………………………….

3 " I've forgotten to phone him."

Carol said ………………………………………………………………….

4 " I work for a small advertising agency."

Lucy told me………………………………………………………………….

5 " I went there with my customer last week."

The advertiser said………………………………………………………………….

6 " We are working towards increasing the quality of services."

Manager said………………………………………………………………….

7 " I must finish this work before I leave."

He said………………………………………………………………….

8 " Kyiv is the capital of Ukraine."

He explained ………………………………………………………………….

9 " I want to buy this elegant dress, but I haven't brought any money."

Ann told us………………………………………………………………….

10 " If you answer the questions correctly, you may win $100."

The advertisement said………………………………………………………………….

Ex.3. Rewrite these sentences, changing the reported speech to direct speech:

1 The advertiser said that they had already started the advertising campaign. 2 He said he would phone back. 3 She explained that her company had opened an office in London. 4 He said that the advertising campaign had failed to increase sales. 5 He said that they would sign the contract the next morning. 6 The client explained that they had already discussed the brief with the agency. 7 He told us that the agency was ready to start that work. 8 Tom said that he had tried to ring up his mother several times on the previous day but had not succeed in getting through. 9 My employer told me that, in his opinion, I would do better in some other kind of job. 10 The secretary said Mr. Black was having an appointment then.

Ex.4. Complete each sentence, using say, tell or speak in an appropriate form:

1 He......... a few words about this account. 2 She can......... a few European languages. 3 Don't......... me that this advert is important. 4 Can you......... me the way to the nearest advertising agency? 5 She......... she is interested in our goods. 6 I can......... that these goods are in great demand. 7 We......... with the advertiser about this problem. 8 Neither of my parents......... English. 9 The magazine also......... about advertising in Italy. 10 She......... me that she would be late. 11. I......... to my secretary and she......... she would phone you. 12. Why don't you......... what you mean?