Business Email: Language, Structure and Style
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Business Email: Language, Structure and Style
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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Business Email: Language, Structure and Style
Opening and Referencing
Introduction
The aim of the opening paragraph in a formal business email is generally to:
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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, well 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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