Exercise writting

Writing formal email

What Is A Formal Email?

A formal email is an email that uses professional language and clear formatting to begin or continue a discussion relating to a professional or otherwise important subject. People also use formal emails to signal respect when contacting someone they do not know personally. Formal emails are the default for work-related settings and communications, ensuring that employees' communications represent their organisation well.

2.How To Write A Formal Email

Here are the steps to follow if you want to send a formal email that makes a professional impression:

1. Confirm your email address is professional

Whenever sending a formal email, do so from a professional email address. Professional email addresses can be from your educational institution or workplace, or they can be a personal email address that contains elements of your name with as few other symbols and numbers as possible. Especially if the recipient does not know you, they might be wary of opening emails from any unprofessional or unusual senders. A professional email address also supports the serious content of your message.

2. Write your subject line

Your subject line directly states the topic of your email. It should be as brief as possible and in title case to appear professional. When knowing your name would help the recipient categorise or respond to the email, you might include it in your subject line.

3. Use a formal salutation

Open the text of your email body with a formal salutation. Address the recipient by their title or honorific and last name. Here are some formal salutations you might use:

Dear
Hello
Greetings
To Whom It May Concern (if the recipient's name is unknown)

4. Introduce yourself

If you have not already communicated with the recipient, introduce yourself in your first sentence. State your name and then explain your relation or relevance to the recipient. For instance, a professor would want to know if you are writing as a student or faculty member, and a business owner would want to know if you are a potential client or another business's employee. Conclude your first paragraph with one sentence stating your reason for writing.

5. Communicate your message succinctly

Your next paragraph provides additional detail about why you are writing. You might provide some more information about yourself and explain what you hope to accomplish with your email. If there are any administrative details related to your communication, such as a deadline, include it in this section. Ideally, this section should be one or two paragraphs in length.

6. Close with appreciation

Your final paragraph thanks your recipient for the time they took to read and consider your message. It concludes by referencing the next interaction you hope to have with the recipient. For instance, you might simply hope to hear from them, or you might want to arrange an in-person meeting. Finally, use a formal closing and sign your name, providing professional contact information if appropriate. Here are some formal closings you can use:

Regards
Best
Sincerely
Yours
Respectfully
With respect

7. Proofread and send your email

Before hitting send, proofread your email closely. Your communications should be free of any typos or grammatical errors. You can use a proofreading app, available for free online, that scans your text to ensure it is correct. Aside from technical concerns, you also benefit from revising any sentences that might be unclear or awkwardly phrased. A well-written message can help you receive the response you desire.

Formal Email Template

Here is a template you can use the next time you are drafting a formal email:

Subject: [Brief and clear subject]

Dear [Recipient name],

My name is [your name], and I am [explain relation or relevance to recipient]. I am writing to [state reason for contacting recipient].

[Offer some background about yourself and explain your intentions]. [Provide any additional important information, keeping your message brief].

Thank you for your time. I hope to [speak with/hear from/meet] you soon.

[Formal closing],
[Your name]
[Professional contact information].

II. Exercise

Choose the correct answers to complete the email.

Dear Ms. Köpke,

I have been 1._____given promised your name by Maëlle Corbineau in Paris, who has recently used your agency for the recruitment of three Czech engineers.

We are 2.______ to open a new R & D unit in Poland in three months' time, and we are 3.______ in your playing a headhunting role for us in that country.

I would therefore be 4. __l if we could meet up sometime soon to discuss our needs in more detail. Please 5. _____ me know when and where this might be possible.

I look forward to 6. _______ from you shortly.

Yours sincerely,
Didier Bergougnoux
Trollberg Engineering

Write an email asking for information about the company's interview.

Note:

Abbreviations

What is Abbreviations?

An abbreviation is a short form of a word or phrase. All of the short forms that you see below ↓ are abbreviations.

There are four main types of abbreviation, and the way that we write, punctuate and pronounce any abbreviation depends largely on its type:

shortening
continued → cont.

contraction
Doctor → Dr

initialism
British Broadcasting Corporation → BBC

acronym
subscriber identification module → sim

Plagiarism

Do you plagiarize?

Plagiarism is an illegal form of copying. It means taking another person's work (without asking) and calling it your own. Plagiarism can be accidental or intentional. Copying an entire essay or story and calling it your own is plagiarism. Copying one sentence word-for-word without "quotations" is also plagiarism. Whether you hand it in to a teacher, or post it in your blog, plagiarism is against the law in most nations.

Examples of plagiarism

copying and pasting from the Internet and posting somewhere else without proper citation
putting your name on another person's essay or project
copying exact wording from another person's text
using another person's photo, diagram, sounds, or ideas without proper citation
presenting research in your own words without providing your references
purchasing another person's text and using it as your own
presenting ideas in the same format and order as your research source
having a teacher, native speaker, or higher level student edit your paper to perfection

Why do English learners copy?

Here are some common excuses English learners use:

I didn't know how to put it in my own words.
It's not illegal in my country.
I thought the Internet was a public domain.
I don't understand the rules of copyright.
I wanted to get a better mark.
I wanted to impress my teacher.
I didn't understand the assignment.
I have a small vocabulary.
I didn't have time to do the work.
My parents want me to get better marks.

There are two main reasons why plagiarism is taken so seriously in the academic world:

Authors and artists work very hard to create original work. They deserve the credit.
Teachers want to know that students understand their research. Copying requires almost no effort.

4. Reasons not to plagiarize

Even though most ESL or EFL teachers will not accept any of the excuses above, many students are tempted to plagiarize. Teachers are trained to recognize plagiarism. Most importantly, they know the level of their students. Learners who intentionally plagiarize will likely get caught.

Here are more reasons not to plagiarize:

It is unfair to the true author.
You will not learn anything.
You will get a bad reputation with teachers and other learners.
You could get kicked out of school.
You will lower your chances of getting into schools.
You could lose the cost of tuition.
You might be asked to rewrite all previous assignments.
Teachers don't want to be the police.
You will lose important references for future jobs.
You could get fined.
You could lose your job.
You risk being sued or taken to court by the publisher or artist.

5. Copying from the Internet

Text on the Internet is no different than text in a book or newspaper. Anything that another person writes, including email, is copyright protected. Internet plagiarism often involves copying text or images from websites, blogs, forums and social media sites.

Myth: "The Internet is a public domain."

Not true! Most Internet content, including images, is protected by copyright. You need permission to use it. You also need to credit the author or creator.

Copying from the Internet is very easy to do. It is also easy for teachers to catch. Teachers who suspect plagiarism can check the Internet for exact wording by doing a simple search.

The World Wide Web is a growing international community. It loses its reputation when copyright rules are broken.

6. Getting caught for plagiarizing

The punishment for plagiarizing can be very severe. Some teachers will give you a second chance if your form of copying was unintentional. Many teachers have a strict policy and will not accept any excuses.

Exercise

You should spend about 40 minutes on each task.

Write about the following topic:

“Many people go through life doing work that they hate or have no talent for. Why does this happen? What are the consequences of this situation?”

Some people think that traditional games are better than modern games in helping children develop their abilities.

To what extent do you agree or disagree?

Some people say it is important to keep your home and your workplace tidy, with everything organized and in the correct place.

What is your opinion about this?

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