Big emailing functions review Brainstorm useful phrases for each of the following typical email functions: Opening greeting

Opening line

Ordering/ Demanding action

Making arrangements

Promising future action

Talking about documents

Written by Alex Case for © 2011

Giving bad news

Asking for information

Giving information


Apologising/ Dealing with complaints

Mentioning other people

Closing line

Signing off/ Final greeting

Written by Alex Case for © 2011

Check your answers against the answer key and ask your teacher about any which are in your lists but not in the suggested answers. Opening greeting To whom it may concern* To: The sales team Dear John/ Mr Smith/ Mrs Smith/ Ms Smith/ Miss Smith/ Dr Smith Hi (John) Hello (again) John (nothing) Dear Sir or Madam/ Dear Sir*/ Dear Sirs* Opening line I’m writing to you about/ in connection with/ to… It was great/ nice/ a pleasure to (finally) meet you at the conference last week. Thanks for getting back to me so quickly/ for your quick reply. Thanks/ Thank you for your letter/ email/ fax/ phone call last week Sorry I haven’t been in touch. How are you?/ How’s it going?/ How are things? I hope you and your family are well. Sorry to write to you out of the blue but… I would like to introduce myself (This is just) a quick/ short note to say… With reference to your letter dated 12 January 2008,… Sorry it’s been so long since I last wrote It seems so long since we last met Re: your fax (ref no. TH 2987), … Ordering/ Demanding action Please get back to me as soon as you can Thank you for your cooperation Thank you in advance Making arrangements Are you free to meet at nine o’clock? Can you get back to me about that by the end of the week? Thanks for the invitation, but I’m flying abroad on that day I am free on the fifteenth, if that is convenient with you I’m afraid I’m not free at all this week Promising future action We’ll send you the original documents by courier. You can rest assured that this will not happen again. I’ll ask my boss about this and get back to you as soon as I can.

Written by Alex Case for © 2011

Talking about documents Please see the attachment for further details Please find the schedule attached. As you can see from the attached document/ CV The attached document explains… Here is the document (that you asked for). Giving bad news We regret to inform you that… Asking for information Could you please tell me about…? Giving information In reply to your questions,… In reply to your first/ second/ last question,… The first/ second/ last thing you asked about was… Please allow me to explain… Here’s the info that you asked for: Complaining Unfortunately,… I was surprised to find that… I would like to draw your attention to… Apologising/ Dealing with complaints We would like to apologise for (any inconvenience this may cause/ this caused) Please accept me sincerest apologies (for…) Thank you for bringing this to my attention Mentioning other people Give my regards to…/ Send my love to…/ Pass on my best wishes on to… Closing line If you need any further information/ details/ If you have any further questions, please feel free to contact me / please do not hesitate to contact me (at any time) Please get back to me as soon as you can I look forward to hearing from you (soon) In the meantime, if you have any questions please feel free to contact us I look forward to doing business with you again soon. See you (on Monday/ soon/ then) Write soon Thanks again

Written by Alex Case for © 2011

Signing off/ Final greeting CU Yours faithfully Yours sincerely/ Sincerely yours Yours All the best Lots of love XXX/ XOXO*/ Hugs and kisses Take care Best wishes/ BW (Best) regards/ BR Thanks/ Cheers

Written by Alex Case for © 2011

Business English- Email Functions review - Using English

It was great/ nice/ a pleasure to (finally) meet you at the conference last week. Thanks for ... Thanks/ Thank you for your letter/ email/ fax/ phone call last week.

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