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 ID: 651386
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UNIT 4
FORMAL VERSUS INFORMAL EMAILSSlide2
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.
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. 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.
FORMAL
INFORMAL
NEUTRALSlide3
FORMAL
INFORMAL
NEUTRAL
complex sentencessimple, often grammatically incomplete, sentencessimpler sentencesfrequent use of the passive voiceactive voice
active rather than passive voice
objective, not emotional
emotional language
f
actual rather than emotional languageuse of modals such as could and would rather than can and willpersonal opinionslimited use of slangfull forms (should not) instead of contractions (shouldn’t)contractions and abbreviations limited use of complex languageuse of reported speechslang, idioms and clichéslimited use of phrasal verbsphrasal verbsfrequent use of long words with Latin or Greek rootsexclamationsindirect questionshumourSlide4
Email format
Put the following parts of an email into correct order:
the reason for your email
a closing remark / messagegreeting / salutationa call to actiona compliment or pleasantrysignaturegreeting / salutationa compliment or pleasantrythe reason for your emaila call to actiona closing remark / messagesignatureSlide5
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 emailThe 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 actionAfter 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.)Slide6
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, …Slide7
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 5pm so please try to get here before then. And don't forget to bring with you all relevant company documents.
Rgds, KarenSlide8
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 5pm 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