email English

Paul Emmerson

email
English

Paul Emmerson
Includes
phrase bank
of useful
expressions
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Contents
To the student 4
To the teacher 6
Introduction 1 Formal or informal? 8
2 Missing words and abbreviations 10
3 Key phrases 12
Basics 4 Opening and closing 14
5 Giving news 16
6 Information, action, help 18
7 Internal messages 20
8 Attachments 22
9 Arranging a meeting 24
10 Invitations and directions 26
11 Negotiating a project 28
12 Checking understanding 30
Language focus 13 Verb forms 32
14 Comparisons 34
15 Sentence structure 36
16 Common mistakes 38
17 Punctuation and spelling 40
Commercial 18 A customer-supplier sequence 42
19 Inquiries and orders 44
20 Discussing and agreeing terms 46
21 Asking for payment 48
22 Describing business trends 50
23 Cause, effect, contrast 52
Problems 24 Complaints 54
25 Apologies 56
Reports 26 Report structure and key phrases 58
27 Linking words and relative clauses 60
Direct/Indirect 28 Being direct and brief 62
29 Being indirect and polite 64
Personal 30 Being friendly 66
31 Advice and suggestions 68
32 Job application 70
Phrase bank 73
Answer key 85
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4 Opening and closing

A Match the email beginnings (1–8) with the endings (a–h).

Beginnings … … Endings
1 I am writing with regard to your recent a) Anyway, thanks again for inviting me, and
email. We regret to inform you that there I’m really looking forward to it. Do you want
are no double rooms available for the nights me to bring anything?
you require. c
2 Thanks so much for the wonderful present. b) You know you can count on me if you need
It’s exactly the book that I wanted – how did any support. I’ll call you at the weekend to
you know? I’m really looking forward to see how things are.
reading it.
3 Patricia, I’ve just read your email. I’m so c) Should you need any further information
sorry to hear about what happened. about room availability, we will be happy to
assist you.
4 Sorry, I can’t make it to your birthday party d) I look forward to receiving this information
at Fishers restaurant, as I’m away on that day. as soon as possible.

5 I am mailing this via the ‘Contact Us’ link e) It really is great news, and I’m sure that it’s
on your website. I’d like to know a few more only the beginning of our work in the
details about the anti-virus software that’s French market.
listed on the site.
6 I am writing with reference to our order f) Please deal with this matter urgently. I
number GH67. The goods arrived this expect a reply from you by tomorrow
morning, but you only sent 200 pieces morning at the latest.
instead of the 300 that we ordered.
7 Yes! Great! I’d love to come to the party. g) Thanks again for the gift, and give my
regards to your family.
8 I’ve just heard from Antonio about the Paris h) Anyway, sorry again that I can’t come, but
contract. It’s fantastic news – you worked have a great time. I hope we can meet up
really hard on this and you deserve the soon. What about going to see that new
success. Speilberg film?

14 Basics
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B Match the beginning and ending pairs in section A with the descriptions (1–8) below.

1 An email asking for information. Neutral style. 5d

2 An email giving information. Formal style.
3 An email accepting an invitation. Informal style.
4 An email refusing an invitation. Informal style.
5 An email of congratulations. Neutral style.
6 An email of complaint. Formal style.
7 An email of thanks. Neutral style.
8 An email of sympathy. Informal style.

C Read the following sentences. Decide whether they are beginnings or endings. Then decide
whether they are neutral or informal.

1 The computer network will be shut down for maintenance Beg/End Neut/Inf
at 5pm on Thursday.
2 Oh, yes – I’ll be back late tonight. Can you do the shopping Beg/End Neut/Inf
and buy something nice for dinner? Thx.
3 I look forward to receiving your advice on this matter. Beg/End Neut/Inf
4 What a surprise – how nice to hear from you! Beg/End Neut/Inf
5 Bye for now. See you soon. Beg/End Neut/Inf
6 I hope that everything is okay, but do not hesitate to contact Beg/End Neut/Inf
me if you need any clarification.
7 Please find attached my report, as promised in Friday’s meeting. Beg/End Neut/Inf
8 I’m so happy for you! Write again soon and tell me how it’s going. Beg/End Neut/Inf
9 We are writing to advise you about some changes in our price list. Beg/End Neut/Inf
10 If you’d like any more details, just let me know. I’m away Beg/End Neut/Inf
all next week but Andrea is dealing with this in my absence.
11 Just a quick note to say I really enjoyed last night. Beg/End Neut/Inf
12 Simon and I have been talking about your holiday plans for next Beg/End Neut/Inf
August. It looks like we won’t be able to join you. I’m really sorry.

D Look back at the examples in section C. Find:

a) two written to someone unknown or little known. 3 /

b) four written to colleagues, perhaps sent to several people. / / /
c) five written to a friend. / / / /
d) one written to a very close family member.

Basics 15
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19 Inquiries and orders

A Look at the paragraph structure below for two emails: an inquiry (request for information)
and the reply. Then write the correct paragraph reference next to each sentence (a–j).

Inquiry 1 How you got the contact.

2 Something about your company, and why you are writing.
3 General request for information.
4 Other specific/unusual questions.
5 Close, perhaps including a reference to future business.

Reply 1 Thanks, referring to the date.

2 Say what you are attaching.
3 Highlight one or two key points.
4 Answer any specific questions.
5 Close, saying you are ready to answer any other questions.

a) We are a distributor of kitchen products in Hungary. We are interested in … Inquiry 2

b) I am attaching our current catalogue and price list as a pdf file.
c) I look forward to an early reply, and am sure that there is a market for your
products here in Hungary.
d) Could you also provide details of your delivery times, and whether there is
any minimum order.
e) Thank you for your email of 4 June inquiring about our products.
f) You will note that our line of MagicMix food processors is on special offer.
g) Please send us information about your product range, including a price list.
h) We met last Thursday on your stand at the Munich Trade Fair.
i) If you need any further information, please do not hesitate to contact me.
j) We dispatch the goods within 24 hours of a firm order, and for first-time
customers our minimum order is =C 5,000.

B Put paragraphs (a–e) in the emails below in the correct order. Section A will help you.

(a) We are a Turkish company exporting to the EU, and need a firm of lawyers in France to represent us on
some legal matters.
(b) In particular, we would like to know your experience in dealing with disputes between companies
involved in import/export.
(c) I am emailing you off your website, which I found through Google.
(d) An early reply would be greatly appreciated.
(e) We would be grateful for some information about the legal services that your firm offers.

Paragraph order: 1 2 3 4 5

44 Commercial
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(a) We feel sure that we will be able to represent your interests here in France. May I suggest that I call you
at your convenience to discuss the matter further? Please let me know when would be a convenient
time. I look forward to hearing from you soon.
(b) Thank you for your email of 4 December asking for information about our legal services.
(c) You will also note that we have represented several Turkish companies, including one of Turkey’s major
textile exporters. Naturally, our experience in this field includes resolving contractual disputes.
(d) You will see that we give a list of our recent clients, and that the list includes many well-known company
names.
(e) I am attaching a document that gives full details of the range of service we offer.

Paragraph order: 6 7 8 9 10

C Complete sentences 1–12 with the pairs of words from the box. Check the meaning of any
unknown words in a dictionary.

accept/quotation apologise/inconvenience assure/prompt attached/delay correct/amend

discount/repeat dispatched/firm first-time/pre-payment note/records processed/track
temporarily/stock would/grateful

1 Please return the attached form asap so that your order can be processed without any
delay .
2 We be if you could supply bank references.
3 Our normal terms for customers are 50% .
4 I have spoken to my line manager, and we are pleased to offer a small on this
occasion in the hope that it will lead to orders.
5 The goods will be 3 days from receipt of a order.
6 We you that your order will have our attention.
7 We your . Please ship at the first available opportunity.
8 Your order has been . You can shipping details on our
website.
9 We from our that payment of invoice 5718 is still
outstanding.
10 We are out of of this item, but we expect new supplies
shortly.
11 We for any which may have been caused.
12 The information is given below. Please your records
accordingly.

Commercial 45
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Phrase bank index

Basics 74
Arrangements 76
Writing styles 77
Commercial 78
Complaints and apologies 81
Personal 82
Reports 84

Phrase bank 73
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Basics
Formal/Neutral Informal

Name Dear Mr/Mrs/Ms Dupuis Hi/Hello Mary

Dear Mary Mary, … (or no name at all)

Previous contact Thank you for your email of … Thanks for your email.
Further to your last email, … Re your email, …
I apologise for not getting in Sorry I haven’t written for ages,
contact with you before now. but I’ve been really busy.

Reason for writing I am writing in connection with … Just a short note about …
I am writing with regard to … I’m writing about …
In reply to your email, here are … Here’s the … you wanted.
Your name was given to me by … I got your name from …
We would like to point out that … Please note that …

Giving information I’m writing to let you know that … Just a note to say …
We are able to confirm that … We can confirm that …
I am delighted to tell you that … Good news!
We regret to inform you that … Unfortunately, …

Attachments Please find attached my report. I’ve attached …

I’m sending you … as a pdf file. Here is the … you wanted.

Asking for information Could you give me some information about … Can you tell me a little more about …
I would like to know … I’d like to know …
I’m interested in receiving/finding out … Please send me …

Requests I’d be grateful if you could … Please could you …

I wonder if you could … Could you …?
Do you think I could have …? Can I have …?
Thank you in advance for your help in this matter. I’d appreciate your help on this.

Promising action I will … I’ll …

I’ll investigate the matter. I’ll look into it.
I will contact you again shortly. I’ll get back to you soon.

Offering help Would you like me to …? Do you want me to …?

If you wish, I would be happy to … Shall I …?
Let me know whether you would like me to … Let me know if you’d like me to …

Final comments Thank you for your help. Thanks again for …
Do not hesitate to contact us again if you Let me know if you need anything
require any further information. else.
Please feel free to contact me if you have Just give me a call if you have
any questions. My direct line is … any questions. My number is …

Close I am looking forward to … (+ -ing) Looking forward to … (+ -ing)

Give my regards to … Best wishes to …
Best wishes Speak to/See you soon.
Regards Bye (for now)/All the best

74 Phrase bank
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email English
email Language practice
English Based on hundreds of real emails, Email English
deals systematically with key language for
constructing effective and convincing emails in
Email English will help
English.
you to write effective
Basics, including opening and closing
and convincing emails, emails, giving information, making requests,
arranging meetings and checking
whether for work, understanding.
study or other Specific situations, such as negotiating,
asking for payment and dealing with a
purposes. supplier or customer.
Skills such as describing business
trends, relating cause and effect and
reporting.
General grammar problems, for instance,
sentence structure, verb forms,
comparison, punctuation…

Paul Emmerson
Communication styles: formal and informal,
direct and indirect, ways of seeming more
friendly.

In addition to clear presentations of language,

Email English contains a wealth of practice
activities, all of which can be used for self
study or with a teacher in class.

Phrase bank
The Email English phrase bank provides over
500 key expressions for structuring emails
effectively. These are organised by topic and
purpose, reflecting the syllabus of the book.
The phrase bank is invaluable both as a study
resource and as a handy reference when
writing real emails.

I S B N 978-1-4050-1294-2

www.macmillanenglish.com 9 781405 012942