email english macmillan.pdf

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Email English will help you to write effective and convincing emails, whether for work, study or other purposes.

Language practice Based on hundreds of real emails, Email English deals systematically with key language for constructing effective and convincing emails in English.

In addition to clear presentations of language, Email English contains a wealth of practice activities, all of which can be used for self study or with a teacher in class.

Phrase bank The Email English phrase bank provides over 500 key expressions for structuring emails effectively. These are organised by topic and purpose, reflecting the syllabus of the book. The phrase bank is invaluable both as a study resource and as a handy reference when writing real emails.

I S B N 978-1-4050-1294-2

www.macmillanenglish.com

9

781405 012942

Paul Emmerson

Basics, including opening and closing emails, giving information, making requests, arranging meetings and checking understanding. Specific situations, such as negotiating, asking for payment and dealing with a supplier or customer. Skills such as describing business trends, relating cause and effect and reporting. General grammar problems, for instance, sentence structure, verb forms, comparison, punctuation… Communication styles: formal and informal, direct and indirect, ways of seeming more friendly.

email English

email English

Paul Emmerson

email English Includes phrase bank of useful expressions

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Contents 4 6

To the student To the teacher Introduction

1 Formal or informal? 2 Missing words and abbreviations 3 Key phrases

8 10 12

Basics

4 5 6 7 8 9 10 11 12

Opening and closing Giving news Information, action, help Internal messages Attachments Arranging a meeting Invitations and directions Negotiating a project Checking understanding

14 16 18 20 22 24 26 28 30

Language focus

13 14 15 16 17

Verb forms Comparisons Sentence structure Common mistakes Punctuation and spelling

32 34 36 38 40

Commercial

18 19 20 21 22 23

A customer-supplier sequence Inquiries and orders Discussing and agreeing terms Asking for payment Describing business trends Cause, effect, contrast

42 44 46 48 50 52

Problems

24 Complaints 25 Apologies

54 56

Reports

26 Report structure and key phrases 27 Linking words and relative clauses

58 60

Direct/Indirect

28 Being direct and brief 29 Being indirect and polite

62 64

Personal

30 Being friendly 31 Advice and suggestions 32 Job application

66 68 70

Phrase bank Answer key

73 85

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4 Opening and closing A

Match the email beginnings (1–8) with the endings (a–h).

Beginnings …

… Endings

1 I am writing with regard to your recent email. We regret to inform you that there are no double rooms available for the nights you require. c

a) Anyway, thanks again for inviting me, and I’m really looking forward to it. Do you want me to bring anything?

2 Thanks so much for the wonderful present. It’s exactly the book that I wanted – how did you know? I’m really looking forward to reading it.

b) You know you can count on me if you need any support. I’ll call you at the weekend to see how things are.

3 Patricia, I’ve just read your email. I’m so sorry to hear about what happened.

c) Should you need any further information about room availability, we will be happy to assist you.

4 Sorry, I can’t make it to your birthday party at Fishers restaurant, as I’m away on that day.

d) I look forward to receiving this information as soon as possible.

5 I am mailing this via the ‘Contact Us’ link on your website. I’d like to know a few more details about the anti-virus software that’s listed on the site.

e) It really is great news, and I’m sure that it’s only the beginning of our work in the French market.

6 I am writing with reference to our order number GH67. The goods arrived this morning, but you only sent 200 pieces instead of the 300 that we ordered.

f) Please deal with this matter urgently. I expect a reply from you by tomorrow morning at the latest.

7 Yes! Great! I’d love to come to the party.

g) Thanks again for the gift, and give my regards to your family.

8 I’ve just heard from Antonio about the Paris contract. It’s fantastic news – you worked really hard on this and you deserve the success.

h) Anyway, sorry again that I can’t come, but have a great time. I hope we can meet up soon. What about going to see that new Speilberg film?

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Basics

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B

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Match the beginning and ending pairs in section A with the descriptions (1–8) below. 1 2 3 4 5 6 7 8

C

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An email asking for information. Neutral style. An email giving information. Formal style. An email accepting an invitation. Informal style. An email refusing an invitation. Informal style. An email of congratulations. Neutral style. An email of complaint. Formal style. An email of thanks. Neutral style. An email of sympathy. Informal style.

5d

Read the following sentences. Decide whether they are beginnings or endings. Then decide whether they are neutral or informal. 1 The computer network will be shut down for maintenance at 5pm on Thursday. 2 Oh, yes – I’ll be back late tonight. Can you do the shopping and buy something nice for dinner? Thx. 3 I look forward to receiving your advice on this matter. 4 What a surprise – how nice to hear from you! 5 Bye for now. See you soon. 6 I hope that everything is okay, but do not hesitate to contact me if you need any clarification. 7 Please find attached my report, as promised in Friday’s meeting. 8 I’m so happy for you! Write again soon and tell me how it’s going. 9 We are writing to advise you about some changes in our price list. 10 If you’d like any more details, just let me know. I’m away all next week but Andrea is dealing with this in my absence. 11 Just a quick note to say I really enjoyed last night. 12 Simon and I have been talking about your holiday plans for next August. It looks like we won’t be able to join you. I’m really sorry.

D

Beg/End

Neut/Inf

Beg/End

Neut/Inf

Beg/End Beg/End Beg/End Beg/End

Neut/Inf Neut/Inf Neut/Inf Neut/Inf

Beg/End Beg/End Beg/End Beg/End

Neut/Inf Neut/Inf Neut/Inf Neut/Inf

Beg/End Beg/End

Neut/Inf Neut/Inf

Look back at the examples in section C. Find: a) b) c) d)

two written to someone unknown or little known. 3 / four written to colleagues, perhaps sent to several people. five written to a friend. / / / / one written to a very close family member.

Basics

/

/

/

15

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19 Inquiries and orders A

Look at the paragraph structure below for two emails: an inquiry (request for information) and the reply. Then write the correct paragraph reference next to each sentence (a–j). Inquiry

1 2 3 4 5

How you got the contact. Something about your company, and why you are writing. General request for information. Other specific/unusual questions. Close, perhaps including a reference to future business.

Reply

1 2 3 4 5

Thanks, referring to the date. Say what you are attaching. Highlight one or two key points. Answer any specific questions. Close, saying you are ready to answer any other questions.

a) We are a distributor of kitchen products in Hungary. We are interested in … b) I am attaching our current catalogue and price list as a pdf file. c) I look forward to an early reply, and am sure that there is a market for your products here in Hungary. d) Could you also provide details of your delivery times, and whether there is any minimum order. e) Thank you for your email of 4 June inquiring about our products. f) You will note that our line of MagicMix food processors is on special offer. g) Please send us information about your product range, including a price list. h) We met last Thursday on your stand at the Munich Trade Fair. i) If you need any further information, please do not hesitate to contact me. j) We dispatch the goods within 24 hours of a firm order, and for first-time customers our minimum order is =C 5,000.

B

Inquiry 2

Put paragraphs (a–e) in the emails below in the correct order. Section A will help you. (a) We are a Turkish company exporting to the EU, and need a firm of lawyers in France to represent us on some legal matters. (b) In particular, we would like to know your experience in dealing with disputes between companies involved in import/export. (c) I am emailing you off your website, which I found through Google. (d) An early reply would be greatly appreciated. (e) We would be grateful for some information about the legal services that your firm offers.

Paragraph order: 1

44

2

3

4

5

Commercial

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(a) We feel sure that we will be able to represent your interests here in France. May I suggest that I call you at your convenience to discuss the matter further? Please let me know when would be a convenient time. I look forward to hearing from you soon. (b) Thank you for your email of 4 December asking for information about our legal services. (c) You will also note that we have represented several Turkish companies, including one of Turkey’s major textile exporters. Naturally, our experience in this field includes resolving contractual disputes. (d) You will see that we give a list of our recent clients, and that the list includes many well-known company names. (e) I am attaching a document that gives full details of the range of service we offer.

Paragraph order: 6

C

7

8

9

10

Complete sentences 1–12 with the pairs of words from the box. Check the meaning of any unknown words in a dictionary. accept/quotation apologise/inconvenience assure/prompt attached/delay correct/amend discount/repeat dispatched/firm first-time/pre-payment note/records processed/track temporarily/stock would/grateful 1 Please return the attached form asap so that your order can be processed without any delay . 2 We be if you could supply bank references. 3 Our normal terms for customers are 50% . 4 I have spoken to my line manager, and we are pleased to offer a small on this occasion in the hope that it will lead to orders. 5 The goods will be 3 days from receipt of a order. 6 We you that your order will have our attention. 7 We your . Please ship at the first available opportunity. 8 Your order has been . You can shipping details on our website. 9 We from our that payment of invoice 5718 is still outstanding. 10 We are out of of this item, but we expect new supplies shortly. 11 We for any which may have been caused. 12 The information is given below. Please your records accordingly.

Commercial

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Phrase bank index Basics Arrangements Writing styles Commercial Complaints and apologies Personal Reports

Phrase bank

74 76 77 78 81 82 84

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Basics Formal/Neutral

Informal

Name

Dear Mr/Mrs/Ms Dupuis Dear Mary

Hi/Hello Mary Mary, … (or no name at all)

Previous contact

Thank you for your email of … Further to your last email, … I apologise for not getting in contact with you before now.

Thanks for your email. Re your email, … Sorry I haven’t written for ages, but I’ve been really busy.

Reason for writing

I am writing in connection with … I am writing with regard to … In reply to your email, here are … Your name was given to me by … We would like to point out that …

Just a short note about … I’m writing about … Here’s the … you wanted. I got your name from … Please note that …

Giving information

I’m writing to let you know that … We are able to confirm that … I am delighted to tell you that … We regret to inform you that …

Just a note to say … We can confirm that … Good news! Unfortunately, …

Attachments

Please find attached my report. I’m sending you … as a pdf file.

I’ve attached … Here is the … you wanted.

Asking for information

Could you give me some information about … I would like to know … I’m interested in receiving/finding out …

Can you tell me a little more about … I’d like to know … Please send me …

Requests

I’d be grateful if you could … I wonder if you could … Do you think I could have …? Thank you in advance for your help in this matter.

Please could you … Could you …? Can I have …? I’d appreciate your help on this.

Promising action

I will … I’ll investigate the matter. I will contact you again shortly.

I’ll … I’ll look into it. I’ll get back to you soon.

Offering help

Would you like me to …? If you wish, I would be happy to … Let me know whether you would like me to …

Do you want me to …? Shall I …? Let me know if you’d like me to …

Final comments

Thank you for your help. Do not hesitate to contact us again if you require any further information. Please feel free to contact me if you have any questions. My direct line is …

Thanks again for … Let me know if you need anything else. Just give me a call if you have any questions. My number is …

Close

I am looking forward to … (+ -ing) Give my regards to … Best wishes Regards

Looking forward to … (+ -ing) Best wishes to … Speak to/See you soon. Bye (for now)/All the best

74

Phrase bank

1405012943.cover.qxd

1/23/07

12:30 PM

Page 1

Email English will help you to write effective and convincing emails, whether for work, study or other purposes.

Language practice Based on hundreds of real emails, Email English deals systematically with key language for constructing effective and convincing emails in English.

In addition to clear presentations of language, Email English contains a wealth of practice activities, all of which can be used for self study or with a teacher in class.

Phrase bank The Email English phrase bank provides over 500 key expressions for structuring emails effectively. These are organised by topic and purpose, reflecting the syllabus of the book. The phrase bank is invaluable both as a study resource and as a handy reference when writing real emails.

I S B N 978-1-4050-1294-2

www.macmillanenglish.com

9

781405 012942

Paul Emmerson

Basics, including opening and closing emails, giving information, making requests, arranging meetings and checking understanding. Specific situations, such as negotiating, asking for payment and dealing with a supplier or customer. Skills such as describing business trends, relating cause and effect and reporting. General grammar problems, for instance, sentence structure, verb forms, comparison, punctuation… Communication styles: formal and informal, direct and indirect, ways of seeming more friendly.

email English

email English

Paul Emmerson

email English Includes phrase bank of useful expressions