LESSON 15:
WRITING PROFESSIONAL
EMAILS
EXERCISE #1
You are a purchasing officer of a company that produces high-
quality household goods. The moulding machines of your
company are old and are going to break down soon. This will
affect your company’s production in the near future. Write an
email to a moulding machines supplier and include:
• Basic information about your company
• Request for a catalogue of the available products
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EXERCISE #1
Dear Sales Department of Wesplas,
I saw your advertisement in Plastics Monthly and would like to know more about your
moulding machines.
As you may know, Plascom is a successful manufacturer of high-quality plastic
household goods with an extensive sales network throughout East and South East Asia.
We are planning to replace our moulding machines in the near future.
Would you please send us your (the latest catalogue, including a full price list and
details of discounts)? And please send them to the address below.
I look forward to hearing from you.
Sincerely,
Alex
Assistant Production Controller
Plascom Ltd.
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EXERCISE #2
You are the Marketing Director of ABC Company in Singapore.
A client from Vietnam is visiting your office. You want to invite
her for a formal dinner to help strengthen the relationship. Write
an email to her and include:
• The reason why you want to invite her for a dinner
• Your suggestion for the kind of food and where to have dinner.
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EXERCISE #2
Dear Thanh,
I hope you are enjoying your stay in Singapore. I would like to invite you to dinner on
Wednesday, April 9, after our meeting at the Marina head office in the afternoon. I
would like to have an informal dinner with you so that we could share many things
besides work. Do you like Chinese food? There is an excellent restaurant near the office.
Please let me know if this is convenient.
I look forward to hearing from you.
Best wishes,
Jimmy
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EXERCISE #3
You are interested in applying for a new position in a new
company. Write an email to this company. In your email include:
• Which position you are applying
• The reason why you are suitable for this position
• Your working experience and qualifications.
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EXERCISE #3
Dear HR Department of Petex,
With reference to your advertisement on the [Link] website, I am interested in applying for the
job of Communications Assistant Manager in your company.
I feel that I would be well-suited for this job because your description of the work responsibilities for
this role closely matches my experience. I am creative and have a lot of energy. I am also a reliable and
proactive employee.
In my position as a Communications Specialist for Helle Company, I wrote articles for the company
website, edited and posted social media posts, managed their social media sites, and wrote and sent out a
weekly email newsletter to subscribers.
I graduated from the Finance and Marketing University of Ho Chi Minh City. For the last seven years, I
have been working in various positions in Marketing and Communication. You will also notice that my
English is good and I have a certificate in corporate communication.
I have attached my CV below. I would be grateful if you could consider my application.
I look forward to hearing from you soon.
Yours faithfully,
Hoang
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EXERCISE #4
You have a complaint about the hotel where you organized a
conference for your company last month. Write an email to the
hotel manager and include:
• Details about the meeting you had
• The problems you faced
• What the hotel should do to solve your problem.
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EXERCISE #4
Dear Hotel Manager of Montane Hotel,
I am writing to complain about the poor service we have received from your hotel. My
company had a conference in your hotel from 21st to 23rd last month on the 5th floor.
We encountered some issues at your hotel during our meeting. Firstly, the tea break was not
on time, we had to wait for 10 minutes, and this affected the start time of our presentation
afterwards. Furthermore, the quality of the tea break was not good, the cakes were not fresh
enough, and the tea had a plain flavour. To make the matter worse, your staff were very
unhelpful when I called; they seemed to ignore the problems.
We must insist that you are aware of the problems and avoid them in our meeting next
month. Otherwise, I will be forced to terminate our contract and choose another hotel for our
conferences.
Regards,
Alex
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EXERCISE #5
You are the sales manager of your team. A member of your team
is preparing for the trade fair next week. You want to update the
status of the tasks he is doing. Write an email to him and include:
• A request to be updated about the tasks
• Remind your employee about the importance of the trade fair.
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EXERCISE #5
Dear Tom,
First of all, there will be a meeting next Thursday from 2 to 5 pm to discuss trade fair
planning. Please let me know if this time is convenient for you.
There are some tasks I want to be updated on:
Have you ordered the brochures for models 546Z and 566T yet? Remember, we need 5000
copies each for the trade fair.
Have you contacted Margot about the schedule yet? I need the finalized version for the
meeting on Thursday.
Finally, have you sent the presentation material yet? I can’t find it anywhere.
Remember, this trade fair is a very important event to advertise our products to potential
clients. Therefore, I would like to ensure there would be no mistakes in the preparation.
Best wishes,
Jimmy
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EXERCISE #6
You are the Learning Executive in Human Resources Department
in your company. To improve the quality of the staff’s
productivity, your department is planning to organize some
training sessions to improve specialized knowledge among all the
employees and the trainer will be an employee who has expertise
in the area. Write an email to the Marketing Manager and include
• The reason you write this email
• Some help you need from the Marketing Manager.
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EXERCISE #6
Dear Ms Thanh,
The HR Department is planning on organizing training sessions for the staff who need to
learn about Digital Marketing in Finance and Banking. We need suggestions for some topics
that are interested the most in this field at the moment. In addition, we need a staff who have
good knowledge in this area and is willing to become the trainer for the training. Could you
please send me the list of some topics and nominations for the trainer position?
I would be grateful if you could help me on this matter.
Best regards,
Alex
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EXERCISE #7
You are the Director of your company, which is a startup in
agricultural technology. You have a partner who is willing to
invest a large amount of money in your business. You are eager to
meet them. Write an email to the investor and include:
• The information about your startup
• Time and location for the meeting.
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EXERCISE #7
Dear Mr Raba,
I am writing to arrange a meeting between Te-farm and you. Since we knew you had an
intention to invest in our project, we were looking forward to presenting our business to you.
As you know, we are a business that provides hi-tech solutions in organic farming and have
been in business for 4 years. We have supplied our technology to some organic farms in Da
Lat and have a plan to extend our market to the Northern provinces, where the weather is
cold all year round.
Regarding our meeting, would Tuesday morning at 10 am at your office be convenient for
you? We will bring our hi-tech products and display them in our presentation.
I look forward to your reply. Thank you very much!
With best regards,
Kira
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EXERCISE #8
You are the Finance Manager of your company. Another manager
from Marketing Department wanted to raise the budget for the new
marketing campaign. However, you are afraid that this might be
impossible because the business result was bad last quarter and there
might be not enough money. Write an email to the Marketing
Manager and include:
• Your concern about this
• Arrangement for a meeting with the Marketing Manager.
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EXERCISE #8
Dear Tom,
I’m writing about your request to raise the money our company will spend on the next
marketing campaign. I understand the reason you give for this, we have to maintain our
competitive edge over other competitors.
My main concern is that the business results of the last quarter were bad and I’m afraid this
might be difficult. However, there are some solutions, and I think we need to have a meeting
to discuss this in more detail. Are you free anytime next week?
Thank you so much!
Best regards,
Lisa
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Write the Correct Verb Tenses – Ex. 1
Every year around this time we _________ (interview) candidates for
functions across the company. This week I ________(plan) that process,
so I ________(need) an estimate of staffing needs from every
department. In past years we ________(always/be able to) recruit the
numbers asked for, but this year will be different. At the moment we
_______ (operate) in a difficult market, and sales _______(fall)
considerably over the last year. This ________(mean) that we will have
to reduce staffing costs, although I ____(hope) it will only be temporary.
interview - am planning - need - ‘ve always been able to - ‘re
operating - have fallen - means - hope
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Write the Correct Verb Tenses – Ex. 2
I ________ (just/receive) an email from our subsidiary in Russia.
They ______ (need) more brochures as they _______ (give out) their
entire stock over the last few months. They ______ (have) a stand at
the Moscow Trade Fair last week and ______ (distribute) hundreds of
brochures. Now they ______ (want) us to send another 5,000 copies. I
_______ (already/contact) Sales to see if they have any spare, but I
_______ (think) we’ll need some more. Can you get a quotation from
the printers?
‘ve just received - need - ‘ve given out - had - distributed -
want - ‘ve already contacted - think
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Filling the Gaps with Suitable Words
Dear all,
I regret to inform you that Mr Lee is going to leave our company next month for personal
matters. I understand this is shocking to you, but we need to continue with our project as
normal.
(1)__________ his leaving is a loss to our company, I will try to ensure everything in our
work is not affected. (2)_____________, I would like to inform you about new changes in
our policy next month. Please find the file in the attachment. If you have any problems
understanding the new changes, (3)__________ how to report to your line manager, please let
me know.
We understand change is difficult for you, (4)_________ everyone should be proactive.
(5)___________ you should ask questions or contribute your opinions whenever the company
needs your support.
Sincerely,
Tom 1. Although 2. In addition to this 3. such as 4. but 5. This means that
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Useful Tips
◉ When? Edit your language after you have written your first draft.
◉ How? Concentrate on your grammar, vocabulary, spelling, and
sentences(linking, structure, and length).
◉ Why? Check that your use of language is as accurate as possible.
◉ How long? Read through your document thoroughly at least once
to check your language.
◉ Remember that your objective is to write a document which
communicates your ideas or information in an effective way.
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01
The following extracts from business
documents contain mistakes of
grammar, spelling, and vocabulary.
Correct the mistake in each line.
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Correct the Mistake in Each Line
1. Regarding your recent enquiry, we are pleased to inform you that
the goods are now in stock and will be mailed out to your later today.
==> Regarding your recent enquiry, we are pleased to inform you that
the goods are now in stock and will be mailed out to you later today.
2. According with our records, we have not received payment for our
invoice dated 11 September.
==> According to our records, we have not received payment for our
invoice dated 11 September.
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Correct the Mistake in Each Line
3. Our payment terms clearly state that payment is due within 30
days. Payment should therefore have been received until 12 October.
==> Our payment terms clearly state that payment is due within 30
days. Payment should therefore have been received until 12 October.
4. I am writing to confirm you the details of our next meeting,
which will take place on 15 October at 14.00.
==> I am writing to confirm you the details of our next meeting,
which will take place on 15 October at 14.00.
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Correct the Mistake in Each Line
5. Could you please provide us with more informations about your
requirements. We will then be able to respond in more detail.
==> Could you please provide us with more information about
your requirements. We will then be able to respond in more detail.
6. Could you please explain more precisely what you mean with
'unexpected delay to our delivery’?
==> Could you please explain more precisely what you mean by
'unexpected delay to our delivery’?
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Correct the Mistake in Each Line
7. I regret inform that the goods you ordered will not be in
stock until next month.
==> I regret to inform that the goods you ordered will not be in
stock until next month.
8. If I will hear nothing to the contrary, I shall assume that
these terms are acceptable to you.
==> If I will hear nothing to the contrary, I shall assume that
these terms are acceptable to you.
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Correct the Mistake in Each Line
9. We hope that you will have no objections to change the delivery
address.
==> We hope that you will have no objections to changing the
delivery address.
10. I suggest to postpone the meeting until next month so that we can
be sure that more of the project team will be available.
==> I suggest postponing the meeting until next month so that we
can be sure that more of the project team will be available.
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Correct the Mistake in Each Line
11. We would like to move forward with arranging a meeting.
Therefore could you please get back to me as soon possible.
==> We would like to move forward with arranging a meeting.
Therefore could you please get back to me as soon as possible.
12. I can absolutely ensure you that the information will be
treated in the strictest confidencee.
==> I can absolutely ensure you that the information will be
treated in the strictest confidence.
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Correct the Mistake in Each Line
13. It is unlikely to have all the necessary information in time for the
next meeting. Therefore I suggest we postpone the discussion till
February.
==> It is unlikely that we will have / We are unlikely to have all
the necessary information in time for the next meeting. Therefore I
suggest we postpone the discussion till February.
14. I would like to congratulate you for passing the exam and wish
you every success in your new position.
==> I would like to congratulate you on passing the exam and wish
you every success in your new position.
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Correct the Mistake in Each Line
15. Do not hesitate to contact us again if you have any further
question.
==> Do not hesitate to contact us again if you have any
further questions.
16. I look forward to hear from you as soon as you have read
through the report.
==> I look forward to hearing from you as soon as you
have read through the report.
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02
Edit the following document in terms of:
• sentence linking
• sentence structure
• sentence length
34
Edit the following document
Edit the following
document in terms of:
• sentence linking
• sentence structure
• sentence length
35
Edit the following document
I wouild like to apply for the HR advisor position. lt was
advertised on your website.
I have two years' experience as an assistant in an international
company in the food industry and worked in the central HR team
and this has enabled me to develop know-how in recruitment and
training and development, and I am currently supporting a
companywide project. This investigates the effectiveness of
assessment centres.
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Edit the following document
I wouild like to apply for the HR advisor position.
lt was advertised on your website.
==> I would like to apply for the HR assistant
position which was advertised on your website.
37
Edit the following document
I have two years' experience as an assistant in an international company in the
food industry and worked in the central HR team and this has enabled me to
develop know-how in recruitment and training and development, and I am
currently supporting a companywide project. This investigates the effectiveness of
assessment centres.
==> I have two years' experience as an intern in an international company in
the food industry, where I worked in the central HR team. This has enabled
me to develop know-how in recru1tment and training and development. In
addition. I am currently supporting a company-wide project to investigate the
effectiveness of assessment centres.
38
Edit the following document
I am pragmatic. dynamic, and independent, have a strong sense of creativity and
have good organisational skills and am familiar with some office software. I am
keen to learn to use other HR software tools. I believe that I would be an asset to
your organisation. The assistant position would provide me with the ideal
opportunity to develop my skills.
==> I am pragmatic, dynamic, and independent. I also have a strong sense of
creativity and have good organisational skills. Although I am familiar with
some office software, I am keen to learn to use other HR software tools. I
therefore believe that I would be an asset to your organisation. Furthermore,
the assistant pos1tion would provide me with the ideal opportunity to develop
my sk1lls.
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Edit the following document
I am pragmatic, dynamic, and independent, have a strong sense of creativity and
have good organisational skills and am familiar with some office software. I am
keen to learn to use other HR software tools. I believe that I would be an asset to
your organisation. The assistant position would provide me with the ideal
opportunity to develop my skills.
==> I am pragmatic, dynamic, and independent. I also have a strong sense of
creativity and have good organisational skills. Although I am familiar with
some office software, I am keen to learn to use other HR software tools. I
therefore believe that I would be an asset to your organisation. Furthermore,
the assistant position would provide me with the ideal opportunity to develop
my sk1lls.
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03
You took the following notes at a recent
employee committee meeting. Use the notes
to finish your first draft of the minutes on
the next page.
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42
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Write Your First Draft
Minutes of employee committee meeting held on 3 April 20 1 1
Present: AB, JC, VD, FK, JL, FY
Apologies: MN
I. Communication in meetings
AB raised the following questions:
I. Arc there too many meetings?
2. Are meetings run efficiently?
The meeting agreed to:
1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2. streamline the procedures for meetings
AB .............................................................................................................................. ..
JC ................................................................................................................................ .
Both actions .................................................................................................................
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Write Your First Draft
I. Communication in meetings
AB raised the following questions:
1. Are there too many meetings?
2. Are meetings run efficiently?
The meeting agreed to:
1. review the number of meetings
2. streamline the procedures for meeting.
AB will propose a reduced schedule of meetings for next year
JC will organise training in effective meetings.
Both actions are to be completed by May 2011 .
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2. Foreign travel Write Your First Draft
JL requested:
I. special compensation for weekends away
2. family support
3. intercultural training
The meeting agreed that:
J . YO
will .......................................................................................................
....
2. FK will .................................................................. at the next
meeting
3. JL
will .......................................................................................................
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Write Your First Draft
2. Foreign travel
JL requested:
1. special compensation for weekends away
2. family support
3. intercultural training
The meeting agreed that:
1. VD will review current payments and report back at the next meeting
2. FK will investigate whether this IS affordable and report back at the next
meeting
3. JL will organise intercultural training by May 2011
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Write Your First Draft
3. New computer system
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
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Write Your First Draft
3. New computer system
FY reported on the followmg problems:
1. more staff training needed
2. system very slow somet1mes
The meeting agreed that:
FY will arrange a meeting with the computer system provider asap
to 1dentify solutions
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Thanks!
ANY QUESTIONS?
You can find me at:
nghialtrong@[Link]
(+84) 090 388 1908
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