FORMAL VERSUS INFORMAL EMAILS UNIT 4 Read the

FORMAL VERSUS INFORMAL EMAILS UNIT 4

Read the extracts from three emails and identify the format: INFORMAL, NEUTRAL or FORMAL. This is to inform you that your book has been rejected by our publishing company as it was not up to the required standard. In case you would like us to reconsider it, we would suggest that you go over it and make some necessary changes. FORMAL You know that book I wrote? Well, the publishing company rejected it. They thought it was awful. But hey, I did the best I could, and I think it was great. I’m not gonna redo it the way they said I should. INFORMAL The publishing company has rejected my new book. Apparently they didn´t like it. They also said that they might change their mind if I rewrite some parts, but I don´t think it is worth it. NEUTRAL

FORMAL INFORMAL NEUTRAL complex sentences simple, often grammatically simpler sentences incomplete, sentences frequent use of the passive voice active rather than passive voice objective, not emotional language factual rather than emotional language use of modals such as could personal opinions and would rather than can and will limited use of slang full forms (should not) instead of contractions (shouldn’t) contractions and abbreviations limited use of complex language use of reported speech slang, idioms and clichés limited use of phrasal verbs frequent use of long words with Latin or Greek roots exclamations indirect questions humour

Email format �Put the following parts of an email into correct order: �the reason for your email �a closing remark / message �greeting / salutation �a call to action �a compliment or pleasantry �signature �greeting / salutation �a compliment or pleasantry �the reason for your email �a call to action �a closing remark / message �signature

Email format � a compliment or pleasantry � When you're emailing someone for the first time, then a compliment makes an excellent opener, it can also serve as an introduction ("I enjoyed your presentation about [topic] on [date]. „; "I found your blog post on [topic] really helpful. „; "It was good to meet you at [event]. „ Pleasantry - "I hope you're well. „). � the reason for your email � The main body. You can start with "I'm emailing to ask about/ with regard to. . . " or "I wondered if you could help with. . . „. � a call to action � After you've explained your reason for emailing, don't assume the recipient will know what to do. Provide specific instructions ("Could you send me those files by Thursday? „; I would appreciate it if this could be taken care of promptly. )

Less formal … More formal … Hi Steve, Dear Steven, ; Dear Mr King, Just a short note … / I wanted to ask about … I am emailing in connection with. . . I am writing with regard to. . . I am writing to (apply for …, enquire about…) About the email you sent the other day, Further to your email …; Following your email…, With reference to your email … I know you’re busy at the moment, … I know how occupied you are at the present, …; I do realise that you must be busy at the moment, … Can you do me a favour and send me the minutes? I would appreciate it if you could forward me the minutes. Do you think you can come to the conference? Could you please let me know if you can attend … / if you are available for … Let me know if need anymore info. Please do not hesitate to contact me/ let me know if you require any additional information. I’m sending you the file you wanted. Please find attached the file you requested. Hope to hear from you soon. Take care, … I look forward to hearing from you. Yours faithfully, … / Yours sincerely, …

Look at the email below. Imagine that Paul (Davies) and Karen (Steele) have a more formal relationship. Rewrite the email accordingly. Hi Paul, Sorry for the late reply. We've been doing up our office this week. Anyway, good news: your application for a grant has gone through. I'm attaching the agreement. Can you drop by tomorrow so that we can sign the paperwork? I'm off at 5 pm so please try to get here before then. And don't forget to bring with you all relevant company documents. Rgds, Karen

Dear Mr Davies, I apologize for the late reply. We have been renovating our office this week. Anyway, I am delighted to inform you that your application for a grant has been approved. Please find attached the agreement. Would you please visit our office tomorrow so that we can sign the paperwork? I'm leaving the office at 5 pm so please try to get here before then. And I would like to remind you to bring with you all relevant company documents. Kind Regards, Karen Steele