Email Style

1) Fill in the subject lines of the emails with the following email topics:

job application payment request product complaint product enquiry

RE: complaint RE: meeting RE: product enquiry thank you
Email 1
SUBJECT:
Dear Sir or Madam,
With reference to your job advertisement, I wish to apply for the English teacher position at
your language school. I have attached my cover letter and CV for your consideration.
Regards,
Emily Brown

Email 2
SUBJECT:
Hi John,
I’m sorry but I can’t make it on Friday. Can we put the meeting off to the following week?
Regards,
Adam
Email 3
SUBJECT:

Dear Jim,

I am very sorry to hear about your delivery problems. We have had a problem with one of our
suppliers whom we hope to change in the next month. I assure you that this will not happen
again.

We will send you replacement parts immediately.

If I can be of any further assistance, please do not hesitate to contact me.

Kind Regards,

Sally Jones

Customer Care

Email 4
SUBJECT:
Dear Mr. Smith,
We received your delivery this morning and noticed that some of the goods were damaged.
Since this is not the first time that this has happened, my boss is considering changing supplier.
I look forward to your reply.
Regards,
Maria Fernandez
Email 5
SUBJECT:
Hello,
I found your advertisement in a recent edition of The Engineer. I would be grateful if you could
send me some information about your company’s product range.
Thanks in advance.
Joseph Ferrara

Email 6
SUBJECT:
Dear Mr. Ferrara,
Thank you for your interest in our product range. Please find attached the information you
requested.
If you require any further information, please do not hesitate to contact me.
Best Regards,
Duncan Smith
Sales Manager

Email 7
SUBJECT:
Hello Jack,
We note from our records that you have not paid our last invoice. Could you transfer the
outstanding amount as soon as possible?
Best Regards,
Tamara Jones
Credit Control

Email 8
SUBJECT:
Hi John,

Thanks for all your help. Our salesmen found the conference very useful. Do get in touch next
time you are in our area.

Regards,

Jack
2) The emails contain a mix of formal, neutral, and informal language. Complete the table
below:

NEUTRAL/INFORMAL EMAIL LANGUAGE FORMAL LANGUAGE

Dear Sir or Madam,

About your job ad,

Unfortunately, I will not be able to attend our

meeting on Friday.

We got your ... this morning.

Could we postpone the meeting to ...?

my boss is thinking about ...

Hope to hear from you soon.

Please send me ...

Thanks for asking about ...

Do not hesitate to contact me next time ...

I promise this won’t happen again.

I’m attaching the info you need

If you need more info, get in touch.

If you need more help, get in touch.

I see you haven’t paid our last invoice.

Thank you for all your assistance.

Study the phrases in the table again. Tick the features that you notice:
• Could is used more often in formal language than can.
• In formal language, more formal synonyms are used, e.g. require, receive, assure,
contact, further instead of need, get, promise, get in touch, more.
• Phrasal verbs, e.g. put off, think about, etc. are more common to informal and neutral
email language.
• Contractions (I’m, you’re, won’t etc.) are used less often in formal language. Formal
language uses full forms (I am, you are, will not, etc)
• Abbreviations, e.g. info, ad, etc. are appropriate for informal language. Formal
language uses full words, e.g. information, advertisement, etc.
• In formal language, more formal forms of address are used, e.g. Dear sir or madam,
Dear Mr Smith.
Match the informal words on the left with the correct formal synonyms on the right:

Informal Formal
1. fix amendments
2. book enquire
3. ask provide
4. ask for repair
5. give request
6. changes reserve

Study the email extracts below. Identify the style used in each extract and rewrite the
sentences changing the language to formal or informal/neutral as appropriate.

1. I’d like to ask for some info on your product prices. Can you send me your current brochure?

.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2. We need more time to make the necessary changes to the contract.

.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3. I have reserved the hotel room. Please find attached the booking confirmation.

.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

4. Could you provide me with further information on your products?

.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

5. I assure you that I will contact you when your laptop is repaired.

.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

6. About your ad in today’s newspaper, I’d like to ask about your experience in management
training.

.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .