Viết thư thương mại writing an email

Email –
Electronic Mail
INFORMAL EMAIL

FORMAL EMAIL


Beginning
Email
Body

Ending


Beginning
Formal
• Dear Sir/ Madam,
• Dear Sir or Madam,
• To whom it may
concern: (especially
AmE)
• Dear Mr/ Ms Jones,
• Dear Dr Smith,

GREETING
Informal

• Hi Dennis,
• Hello Claire,

• Dear Mum,


REASON FOR WRITING / REPLYING
FORMAL
• I am writng to make a
reservaton/ to apply for the
positon of…/ to confirm my
booking/ to ask for further
informaton about …
• I am writng with
regard  to the sale of …/ to the
complaint you made on 29th
February
• Thank you for your e-mail of
29th February regarding the
sale of… / concerning the
conference in Brussels.
• like to let you know that…

INFORMAL
• Just a quick note to invite you
to…/ to tell you that…
• This is to invite you to join us
for...
• Thanks for your e-mail, it was
wonderful/great to hear from
you.
• I wanted to let you know that /
tell you about / ask you if

BODY

Making a request/ asking
informaton

Formal
I would be grateful if
you could ……
Could you please send
me … 
In addition, I would like
to receive …
It would be helpful if
you could send us …

Informal
I was wondering if you could
come and see me sometime
next week.
•Would you mind coming
early to help me clear up the
place?
•Do you think you could call
Jerry for me?


Example
• Could you please let me know if you can attend our

anniversary party 6th/ if you are available for a
meeting on 19th February?

• I would appreciate it if you could please send
me a brochure/ if you could please reply within
two days
• Please let me know how much the tickets cost
and promotions


* Offering help/ giving
informaton

FORMAL

• Would you like us
to …?
• We would be
happy to …
• We are quite
willing to …
• Our company
would be pleased
to …

INFORMAL

•I’m happy to tell
you that John and I
are getting married

next month.
•Would you like me
to come early and
help you clear up the
place?
•How about I come
and help you out?


Complaining
 
FORMAL
• I am writing to express my
dissatisfaction with …
• I am writing to complain
about …
• Please note that the goods
we ordered on (date) have
not yet arrived.

INFORMAL

•I’m sorry to say that you’re
late with the payments.
•I hope you won’t mind me
saying that the place you’d
recommended to us wasn’t
as nice as we’d expected.

I am writing to
express my
dissatisfaction
with your staff/ to
complain about
the quality of your
produce


BODY

Announcing
• Give good news

• Give bad news


We are pleased to announce that …
I am delighted to inform you that ..
You will be pleased to learn that …


We regret to inform you that …..
I’m afraid it would not be possible to … ….
Unfortunately we cannot / we are unable
to … …
After careful consideration we have decided
(not) to …

Apologizing

BODY
•
•
•
•
•

I apologize for…
Please accept my sincere apology for….
I am deeply sorry for….
I really owe you an apology for…..
I'm sorry about…….

• Because/ due to,…
•
•
•
•
•
•

I would like to………
I hope……………….
I promise……………
We are happy to offer you…………
I look forward to
Could we make another…………?

Formal


• We would like to apologize
for any inconvenience
caused.
• Please accept our
apologies for the delay .


Informal
•
•
•
•

I’m sorry for the trouble I caused.
I apologize for the delay.
I promise it won’t happen again
I’m sorry, but I can’t make it to the meetng.


BODY

Attaching files
• I am sending you the
brochure as an attachment
• Please see the statement
attached……….

FORMAL

•I’m attaching/sending
you the holiday photos.
Sorry, but I can’t open it.
 Can you send it again in
… format?

INFORMAL


ENDING

• I look forward to
hearing when you are
planning to visit our
town.
• I look forward to
hearing from you
• Yours faithfully
Your signature

•Hope to hear from
you soon.
•I’m looking forward
to seeing you.
Love,/Take care,


Abbreviations

ASAP = as soon as
possible

ENC = enclosure
RSVP = please
reply

CC = carbon
copy

PS =
postscript
PTO (informal)
= please turn
over


Remember !!!
• NEVER write an email when you are angry.

• Avoid using email instead of picking up the
phone when a phone call is warranted.
• Keep your email messages short and to the
point.


To:
FORMAL
Subject: Apology for missing the meeting
EMAIL

 Dear John,
I am deeply sorry for missing our scheduled meeting on
15th October 2016, regarding the discussion of the
latest project. I am really embarrassed for the same.
As you might understand, I was unable to come for the
meeting because my flight was delayed by 20 hours due
to extremely poor weather conditions in New York. I
tried to inform you the same through a call but the
networks failed to work at that time.
This meeting with you was very important as I was to
discuss all the working directions and the product
requirements for our new project.


 I would like to settle another meeting with you
for the upcoming week. I would be available
from 25th October to 30th October, anytime
before 7:00 PM.
Please let me know whatever time best suits you
by 20th October so that I book a ticket for
myself, beforehand. You can contact me on
677589031.
 I look forward to see you.
Sincerely
Jonny


Informal Email
• Dear {Name},
• I know it was wrong of me to {action} and I feel awful that the only

thing I can say is "I'm sorry." But I am, so I'll say it as many times as I
need to in order to convince you of how terrible I feel about this.
• I'm really sorry that I {effect of behavior}. I swear that I will never
do it again. I've learned to think long and hard about how my
actions affect others and I believe that will help me to make better
judgments before I {speak/act} next time.
• I know it's selfish of me to ask your forgiveness, but I hope you
believe in my sincerity and accept my apology.
• Sincerely,
• {Your Name}