1. Define the task. Read the e-mail prompt carefully so that you know what the e-mail is asking you to do. Find the questions you need to answer and identify something in the message about which you can ask for details. Underline key words and phrases. At times you may see a list with items you need to address. Other times the questions or the information requested is embedded inside a paragraph. It will be to your advantage to number the items you need to address. That way, you will make sure that you respond to each part of the task.
2. Study the format and language of the e-mail prompt. Your response will be of a similar length and level of address. You will use usted or ustedes forms, along with courtesy expressions in your reply. (see item 4.) When using usted or ustedes forms, remember to be consistent with your verb forms, subject pronouns, possessive adjectives indirect object pronouns, and reflexive pronouns.
3. Organize your ideas. Once you have organized your thoughts, you can use them to create a clear and organized e-mail, not just respond to the questions.
4. Use the appropriate vocabulary. As you write, remember that formal e-mails often require specific types of formulaic language. Make use of some of the following expressions.
A. To greet:
-(Muy) Estimado(a) señor/ señora
-(Muy) Estimados(as) señores/señoras
B. To refer to what has already been said
-Muchas gracias por...
-Con referencia a.../Con respecto a...
-Le agradezco...
-Como ya sabe...
-He recibido/Acabo de recibir su...
-Tengo entendido que...
-Según la información que solicita...
C. To present information:
-Antes que nada...
-Adjunto...
-Para darle una idea de...
-Quisiera informarle que...
-Es improtante que usted sepa que...
-Como se imaginará.../Como se puede imaginar...
-En primer/segundo lugar, etc...
-Finalmente...
-En contestación a su correo electrónico del (fecha)...
D. To make polite requests:
-Por favor.../Haga el favor de...
-Se lo agradeceríá si...
-Si usted pudiera/quisiera...
-Me gustaría que me dijera.../me informara sobre...
-Le pido que...
-Si fuera posible...
E. To conclude:
-A la/En espera de (la información)...
-No dude en.../No deje de.../ No olvide de...
-Le/Les ruego me confirme(n)...
F. To sign off:
-Atentamente,
-Saludos,
-Un saludo,
-Se despide,
-Le saluda (cordialmente),
-Un cordial saludo,
-Respetuosamente,
-Reciba(n) un saludo,
-Cordialmente,
-Esperando su pronta respuesta,
-Un afectuoso saludo,
5. As you write, monitor your work. You may wonder how many words you should include in your response. There is not a set number of words you need to include. Rather, you should concentrate on making sure you address all the questions or requests for information. Don't forget that you are also being asked to request further information or ask questions. Try to stay within the topic. If you decide to include information that does not directly addresses what is being asked of you, you will not have enough time to complete the task. Always cross out the questions or instructions in the original e-mail as you complete each item you need to include in your response. Often a student's score is lowered because he or she has not included answers to all the information that is requested.
6. After you finish writing, check your work for completeness and accuracy. Always allow enough time to go over what you have written. Double check that you have included all the information requested and that you have completed all the items that were mentioned in the original e-mail. Don't forget to reread your work to review:
a. subject and verb agreement
b. noun and adjective agreement
c. use of tenses
d. consistent use of possessive adjectives and pronouns
e. use of the preterit and the imperfect
f. use of the indicative and the subjunctive
g. sequence of tenses in si clauses
h. accent marks
i. capitalization, punctuation, and consistency of style throughout
7. Learn how your work will be evaluated. Become familiar with how your teacher scores the e-mail reply and/or the scoring guidelines that will be used to evaluate this part of the exam. This will allow you to know beforehand what is expected of you. If your teacher gives you a score for an e-mail, go back to the scoring guidelines and determine why you received that score. This will also help you to improve in those areas in which you may be lacking the skills you need to succeed in this task.