Lesson 09
Writing Emails at Work
Level 1
Useful Expression
Direction: Read the useful expressions with your tutor
I hope this email finds you well.
Please let me know if you need any further information.
I am writing to inquire about…
I would appreciate it if you could…
Thank you for your prompt response.
Could you kindly…?
I look forward to hearing from you.
Please don’t hesitate to contact me if you have any questions.
Vocabulary
Direction: Listen and repeat after your tutor
Inquire
/ɪnˈkwaɪər/
to ask for information
- I am writing to inquire about the meeting schedule.
Clarify
/ˈklærɪfaɪ/
to ask for information
- I am writing to inquire about the meeting schedule.
Confirm
/kənˈfɜːrm/
to acknowledge something as true or correct
- Please confirm the time for the conference call.
Attachment /əˈtæʧmənt/
Attachment /əˈtæʧmənt/
- I have attached the report for your review.
a file or document sent with an email
Which is more Professional ?
Choose the more professional expression in each pair:
1.
a) I hope you're doing well.
b) Hope you're good!
2.
a) I am writing to inquire about the report.
b) I need to ask about the report.
3.
a) Please let me know if you need any further information.
b) Let me know if you need anything else.
4.
a) Could you kindly send the files?
b) Please send the files!
5.
a) I would appreciate it if you could review the document.
b) I’d like you to review the document.
6.
a) I look forward to hearing from you.
b) Hope to hear from you soon.
7.
a) Please don’t hesitate to contact me if you have any questions.
b) Contact me if you need anything.
8.
a) I am attaching the report for your review.
b) Here’s the report, check it out.
9.
a) I need to confirm the meeting time.
b) I want to make sure the meeting time is okay.
10.
a) Please confirm the details of the project.
b) Confirm the project details!
Conversation
Direction: Read the conversation aloud with your teacher and fil in the blanks.
Situation: Sarah is writing an email to her colleague, Tom, about a meeting.
Word Bank: confirm, inquire, attachment, clarify, look forward to, kindly
Email:
Subject: Meeting Confirmation and Agenda
Dear Tom,
I hope this email finds you well. I am writing to ______ about the meeting scheduled for tomorrow.
Could you ______ the meeting time, please?
I’ve also attached the agenda for your review.
If you need any further information, please feel free to let me
know. I would appreciate it if you could confirm your attendance as well.
Thank you for your prompt response, and I ______ meeting you tomorrow.
Best regards,
Sarah
Study Guide
Direction: Read the study manual aloud.
Writing Professional Emails
Writing professional emails is an essential skill for workplace communication.
Whether you're confirming meetings or inquiring about project details, knowing the right expressions and vocabulary can make your email sound clear and polite.
“I hope this email finds you well.”
This is a common, polite opening for professional emails. It sets a friendly tone.
Example:
– I hope this email finds you well. I’m writing to follow up on our conversation last week.
“I am writing to inquire about…”
Use this expression when you need information.
Example:
– I am writing to inquire about the status of the report you mentioned.
“Please let me know if you need any further information.”
A polite way to offer more help if needed.
Example:
– Please let me know if you need any further information regarding the upcoming presentation.
“I would appreciate it if you could…”
This phrase shows respect and politeness when making a request.
Example:
– I would appreciate it if you could send the updated files by tomorrow.
“I look forward to hearing from you.”
Use this at the end of your email to express anticipation for a response.
Example:
– I look forward to hearing from you soon regarding the project update.
“Please don’t hesitate to contact me if you have any questions.”
A polite way to encourage communication.
Example:
– Please don’t hesitate to contact me if you have any questions about the report.
Practice: True or False
"I hope this email finds you well" is too informal for work emails.
"I am writing to inquire about..." is used for asking about something.
"Please let me know if you need any further information" is a good closing for a professional email.
"I would appreciate it if you could" sounds demanding.
"I look forward to hearing from you" is a casual way to end an email.
"Please don’t hesitate to contact me if you have any questions" shows you are helpful and open.
"I’m sending you the files" is more professional than "I’ve attached the files."
Using "thanks for your time" is always appropriate in business emails.
Let's Talk
Direction: Now you are going to have a discussion with your teacher. Take some time to think about your answer.
1. How do you feel when you give presentations at work?
2. What’s the most important thing to do before starting a presentation?
3. How do you deal with nerves before a presentation?
4. What strategies help you stay organized during a presentation?
5. Do you prefer using visual aids in presentations? Why or why not?
6. How do you encourage the audience to ask questions?
7. What’s your strategy for answering difficult questions during a presentation?
8. Have you ever had a presentation go wrong? What happened?
9. How do you ensure your audience is paying attention during your presentation?
10. What’s the best advice you’ve ever received about giving presentations?