Business Email: Language, Structure and Style

1 Business Email: Language, Structure and Style

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Table of Contents: (click on the page numbers)

Opening and Referencing.......................................................................................................1 Making Enquiries ...................................................................................................................9 Informing and Notifying ....................................................................................................... 18 Replies to Requests..............................................................................................................27 Clarifying and Confirming.....................................................................................................37 Giving Advice and Making Suggestions ................................................................................ 44 Making Arrangements ......................................................................................................... 49 Addressing Problems and Mistakes ..................................................................................... 59 Confirming Orders and Prices .............................................................................................. 66 Closing ................................................................................................................................. 75 GENERAL BUSINESS WRITING SKILLS Using the Right Tone............................................................................................................79 Developing a Good Writing Style 1 ...................................................................................... 83 Developing a Good Writing Style 2 ...................................................................................... 88 Developing a Good Writing Style 3 ...................................................................................... 95 Writing in Plain English ...................................................................................................... 102

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Published by: The Language Key Ltd Business English Training Consultants in Hong Kong since 1994

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4 Business Email: Language, Structure and Style

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Opening and Referencing

Introduction

The aim of the opening paragraph in a formal business email is generally to:

make reference to previous correspondence/communication say how you found the recipient's name/address say why you are writing to the recipient.

The opening paragraph is important. A good opening should make clear the purpose of your email.

Here, we`ll present you with a number of common functional phrases for referencing different situations.

Model Email

Here are a number of short business emails showing the use of functional language for referencing in different situations.

From: To: Subject:

Darren Traube Hayden Horowitz Order Ref. No. 856

Dear Mr Horowitz

With reference to our telephone conversation today, I am writing to confirm your order for: 120 Cheddar Deluxe, Order Ref. No. 856.

We will deliver the order to your premises on 14 August.

If you have any questions regarding the order, please call us.

Best regards

Darren Traube

Published by: The Language Key Ltd Business English Training Consultants in Hong Kong since 1994

enquiry@

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