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    Email Vocabulary

    Uploaded by

    Ana Paulina López Álvarez
    The document provides definitions for common email terminology and rules for writing effective emails. It defines terms like spam, attachments, read receipts, emoticons, disclaimers, message threads, and flame mail. It also lists best practices for email writing such as being concise, replying promptly, avoiding all caps, including message threads, adding disclaimers, proofreading, limiting copied recipients, and not overusing abbreviations or emoticons.

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    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    Email Vocabulary

    Uploaded by

    Ana Paulina López Álvarez
    40 views5 pages
    The document provides definitions for common email terminology and rules for writing effective emails. It defines terms like spam, attachments, read receipts, emoticons, disclaimers, message threads, and flame mail. It also lists best practices for email writing such as being concise, replying promptly, avoiding all caps, including message threads, adding disclaimers, proofreading, limiting copied recipients, and not overusing abbreviations or emoticons.

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    EmailVocabulary

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    The document provides definitions for common email terminology and rules for writing effective emails. It defines terms like spam, attachments, read receipts, emoticons, disclaimers, message threads, and flame mail. It also lists best practices for email writing such as being concise, replying promptly, avoiding all caps, including message threads, adding disclaimers, proofreading, limiting copied recipients, and not overusing abbreviations or emoticons.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    40 views5 pages

    Email Vocabulary

    Uploaded by

    Ana Paulina López Álvarez
    The document provides definitions for common email terminology and rules for writing effective emails. It defines terms like spam, attachments, read receipts, emoticons, disclaimers, message threads, and flame mail. It also lists best practices for email writing such as being concise, replying promptly, avoiding all caps, including message threads, adding disclaimers, proofreading, limiting copied recipients, and not overusing abbreviations or emoticons.

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    You are on page 1of 5

    Email Vocabulary

    Match the terms on the left with the correct definitions on the right:

    Spam a combination of symbols, e.g. :)) used in an email to


    A 1 express a particular emotion

    An attachment a file, e.g. a document, photo or computer programme,


    B 2
    which is joined to an email

    A read receipt a formal statement saying that you are not legally
    C 3
    responsible for something

    An emoticon D 4 an angry email

    A disclaimer E 5 confirmation that you have read something

    A message thread F 6 the history of correspondence

    Flame mail G 7 unwanted emails, usually advertisements

    Study the following rules for writing effective emails. In pairs, discuss and tick
    which ones you think are most important:

    1. Be concise and to the point. Avoid long emails that are discouraging to read.
    2. Try to reply to your customers' emails within 24 hours.
    3. Do not write in CAPITALS - it seems like you are shouting and you might get a
    flame mail in response.
    4. Leave the message thread in your email to save the recipient time and frustration
    looking for earlier messages.
    5. Add disclaimers to your emails to protect you and your company from liability.
    6. Proof-read your email before you send it.
    7. Only copy in other people if they know why they are receiving a copy of the
    message.
    8. Do not overuse abbreviations and emoticons - the recipient might not know what
    they mean.
    9. Do not request read receipts - this will annoy your recipient.
    10. Do not reply to spam - this will generate even more spam.
    Email Language – Formal vs.Informal

    Email language can be formal or informal depending on who you are writing to.
    Complete the following table with phrases from the emails on the next page.

    FORMAL INFORMAL
    Common Phrases Common Phrases
    I am writing to inform you that ...

    Good news:

    I've attached ... /I'm attaching ... /Here is the


    ...

    Don't forget to ...

    Can you ...?

    I look forward to seeing you on ...

    Dear John

    How are you?

    Just to follow up from our chat on ...,

    Full forms Abbreviations

    Kind regards

    By the way

    Verbs/phrases Verbs/phrases

    ... is arriving

    require

    rather interesting

    discuss

    return drop by
    Email 1

    SUBJECT: New Office

    Hi John,

    How are things? Hope you're settling in your new office.

    Just to let you know that the laptop we ordered for you is on its way. I'm going to be away
    for a few days so get in touch with Mike if you need anything else.

    Btw, I had a look at your ideas for the new project and they seem pretty intereting. We'll
    talk about them when I get back.

    See you on Monday.


    Rgds,

    Phillip

    Email 2

    SUBJECT: Loan application

    Dear Mr Johnson,

    Following our phone conversation on Monday, I am delighted to inform you that your
    application for a business loan has been approved. Please find attached the credit
    agreement.

    Would you please visit our bank tomorrow so that we can sign the paperwork? I would like
    to remind you to bring with you all relevant company documents.

    Kind Regards,

    Duncan Smith
    Accounts manager
    Reale Bank
    Rewrite the email

    Look at the formal email below. Imagine Paul Davies and Karen Steele have a very
    informal
    relationship. Rewrite it using informal expressions and phrasal verbs from this
    lesson.

    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
    Accounts manager
    ABC Capital
    Writing
    Now write two formal and two informal emails from the topic lists below. Try to
    include words and expressions from this lesson. If you need to use more phrasal
    verbs in your informal emails, visit the link in Ex 6 and browse more lists.

    Formal
    1. You spoke to your supplier on the phone about changing the terms of delivery.
    Write an email to her confirming that you would like 20 days instead of 30 days.
    2. Respond to a customer complaint about one of your products/services.
    3. You are considering changing your supplier. Write an email to a potential supplier
    enquiring about the price and discount policy.
    4. You want to arrange a meeting with a colleague from another branch. You attach a
    map showing where exactly your office is located.
    5. You are interested in applying for a job advertised in an English language
    magazine, and you want to know more details.

    Informal
    1. You have to cancel your English lesson. Write an email to your English teacher.
    2. You spoke to a colleague from another branch on the phone. He is going to visit
    your office tomorrow. Write him an email to confirm when you will be available to
    see him and when you are leaving the office.
    3. Your friend wants to know about some local places to visit in your town. Write him
    an email.
    4. You are going to an interesting party/exhibition. Write your friend an email to invite
    her.
    5. You call a colleague to give her some information she wanted, but you are unable to
    make contact. Write to her instead and mention this in your email.

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