Formal/Informal language

There are three different writing styles when it comes to composing emails: Formal- this is the style of an old-fashioned letter. Ideas are presented politely and carefully, and there is much use of fixed expressions and long words. The language is impersonal . Grammar and punctuation are important . Neutral/Standard this is the most common style in professional/work emals. The writer and reader are both busy, so the language is simple, clear and direct. Sentences are short and there is use of contractions. The language is more personal. However this style is not similar to speech-it is too direct. Informal this is the most common style for emails between friends. Sometimes the email can be very short or it could include personal news, funny comments etc. This is the style that is closest to speech, so there are everyday words and conversational expressions. The reader will also be more tolerant of bad grammar.

Expressions used in writing business emails:

Informal

Formal

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

What do you need? Thanks for the email of 12 March. Sorry, I can t make it. I am sorry t o tell you that.. I promise.. Could you.. You haven t... Don t forget.. I need to.. Shall I..? But../Also../So.. Please could you.. I am sorry for.. Re.. See you next week..

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Please let us know your requirements. Thank you for your email received on 12 March. I am afraid I will not be able to attend. We regret to advise you that.. I can assure you that.. I was wondering if you could.. We note from our records that you have not.. We would like to remind you that .. It is necessary for me to.. Would you like me to...? However../In addition../Therefore.. I would be grateful if you could.. Please accept our apologies for.. With regard to..(or With reference to..) I look forward to meeting you next week.

Words used in business emails:

Formal words: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Assistance Due to Enquire Further Inform Information Obtain/Receive Occupation Possess Provide Repair Request Requirements Reserve Verify 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Help(n) Because of Ask for More Ask Facts Get Job Have Give Fix(v) Ask Needs Book (v) Check/Prove

Informal words

Examples of business emails/letters

Answering letters Thanks letters Apologising Request for information Promoting Order letters Writing a claim Responding to inquiries Invitations Resignation letters Recommendations

Emails-guess the type of each email bellow: Section A

1. I am afraid I will not be able to attend the meeting on Friday. I was wondering if you could send me a copy of the minutes. I will write to Ana as well, to inform her that I will not be there.Once again, please accept my apologies for this, and I can assure you that I will be at the next meeting. Thank you for your email of 25 January where you requested assistance on how to order on-line. It is necessary for me to know your account number before I can deal with this. I would be grateful if you could also provide me details of wich version of Windows you are using. With reference to your order number JC89-we received it this morning, but you have not filled in the sections on size and colour. Please let us know your exact requirements. These products are selling very well at the moment, and we regret to advise you that the medium size is temporarily out of stock. However, we are expecting more supplies in the near future. Would you like me to email you when they arrive?

2.

3.

Section B

Dear Mr. Brown: As someone who has worked with your company for over 3 years, we were very disappointed to see the documents you produced for our latest publicity campaing. As our written agreement stipulated, we expected full colour leaflets with explanatory texts, but instead, we found that black and white photos had been included in the prepared leaflets. I think you will agree that a communication problem exists. We would like you to send out a photographer to provide us with the promised colour coverage, or provide us with a refund.

Yours truly, X. Director

Section C

Dear Mr.James, Thank you for opening an account with our company. As one of the leaders in this industry, we can assure you that our products and our services will not disappoint you. I would like to take this opportunity to briefly set forth our terms and conditions for maintaining an open account with our firm. Invoices are payable within 30 days of receipt. At various time throughout the year we may offer our customers additional discounts on our products. As the credit manager, I will be happy to answer any question you may have regarding your new account. I can be reached at the above number. Welcome to our family of customers.

Section D-Important

Business letter writing: Responding to Inquiries and requests for information Important language to remember: The start: Dear Mr, Ms(use Ms for women unless asked to use Mrs or Miss) Thanking the Potential Customer for His/Her Interest: 1. Thank you for your letter of..inquiring(asking for information) about.. 2. We would like to thank you for your letter of..inquiring(asking for information) about.. Providing Requested Materials: 1. We are pleased to enclose.. 2. Enclosed you will find.. 3. We enclose... Providing additional information: 1. We would also loke to inform you.. 2. Regarding your question about.. 3. In answer to your question(inquiry) about.. Closing a letter Hoping for Future Business: 1. We look forward to...hearing from you/receiving your order/welcoming you as our client(customer). Signature: 1. Yours sincerely.. 2. Yours faithfully..

Further Studies in Emai-business

Internal messages

Attachements Arranging a meeting Invitations and directions Negotiating a project