Email writing - Oxford University Press
[Pages:2]Email writing
Formal emails are usually sent to people the writer doesn't know or to people outside the company. Less formal emails are usually sent to people the writer knows and / or colleagues. If you are not sure how formal your email should be, copy the email style of the person who wrote to you, or use a semiformal style.
The following are some guidelines on how to start and end emails with different levels of formality, along with some common phrases used in emails.
Formal emails
Formal emails are similar to letters.
Writing to someone when you do not know the name:
Opening Dear Sir or Madam Dear Sir / Madam
Closing Yours faithfully (UK) Sincerely (US)
Writing to someone when you know the name:
Opening Dear Mr Thomas Dear Dr Thomas Dear Ms Smith (use for a married / unmarried woman) Dear John Thomas
Closing Regards Yours sincerely (UK) Sincerely (US)
Contractions
When writing formal emails do not use contractions, such as I'm, didn't, you'll, etc.
Formal
I am writing to ask for some information.
Informal I'm writing to ask for some information.
Semi-formal emails
Use semi-formal emails with people you do not know very well. Sometimes it is difficult to know if the email needs to be formal or semi-formal. It is a good idea to copy the email style of the person who writes to you.
Opening Dear John Dear Olivia
Closing Thanks Best regards Yours
Informal emails
In many companies, informal emails are sent between colleagues.
Opening Hi John Hello Olivia Hi (Use Hi or Hello without the person's name.) Hello John (Start the email with the person's first name.) J (In very informal situations, you can write the first letter of the person's name. This is for someone called John.) You can also start an informal email with no opening at all.
? Oxford University Press 2009
Business Result Pre-intermediate
Closing Best wishes All the best Thanks John (You can close an email with just your first name) J (In very informal situations, you can write the first letter of your name. This is a closing for someone called John).
Formal and informal vocabulary
Formal emails use different vocabulary to informal emails.
Formal
Informal
Thank you I would like to apologize for ... I would appreciate it if you ... Would you happen to know ... ? Unfortunately, I will not be able to ... I would rather not ...
Thanks Sorry for ... Can you ... ? Do you know ... ? I can't ... I don't want to ...
? Oxford University Press 2009
Business Result Pre-intermediate
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