SLIDE 6
The next part of an e-mail is a greeting. Before showing the slide, you may ask the participants
to use their background knowledge and give you some examples of e-mail greeting. The
commonly-used word is the word “Dear”. The word “Dear” is to be followed by a title and then
a last name of a person. For example, “Dear Ms. Watson” (her full name could be Maria Watson
but only her last name is used) or “Dear Mr. Yamaguchi” (his full name could be Kenta
Yamaguchi) or “Ms. Li” (her full name could be Li Zhen Wei).
In case of Thai name, the title “Khun” can be used to indicate politeness and then followed by
the first name of the person. For example, “Dear Khun Prawit” (his full name could be Prawit
Wongphokin) or “Dear Khun Raviphan” (her full name could be Raviphan Somtawin).
Under the circumstance that you do not know the marital status of a female receiver, the title
“Ms.” Is recommended. In case of an unknown name, you may use the greeting “Dear Sir or
Madam”.
8
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 9-----------------------
SLIDE 7 – E-mail Contents
Contents
Paragraph 1:
State the purpose
Bad Example
I would like to …… This is to inform you that ……..
From:
reliablelandscapes@domain.
com
This message is intended to ……..
Subject: Proposal
Useful Vocab. Lynn,
Please be informed that …… 1. “inform”
2. “remind” Did you get my proposal last
3. “enquire” week? I haven't heard back
Please be reminded that …… / 4. “ensure” and wanted to make sure.
Please be reminded to ….. 5. “clarify” Can you please call me so
6. “elaborate”
we can discuss?
7. “request” Thanks!
Peter
SLIDE 7
The first paragraph of the e-mail contents should state a specific purpose of writing this e-mail.
There are certain patterns of sentence which could be used. The recommended patterns are:
“I would like to …..” (followed by an infinitive such as “I would like to confirm my booking…..)
“This message is intended to …. (followed by an infinitive such as “This message is intended to
enquire a price of ….)
“Please be informed that …. (followed by a sentence such as “Please be informed that the
meeting about annual budget has been postponed …)
“Please be reminded that the report must be submitted by Wednesday, 19 September ….”
9
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 10-----------------------
More useful vocabulary items are given on this slide:
1.”Inform” = to provide information (synonym = notify)
Ex. I would like to inform you that the orientation for new staff members will be conducted on…
2. “enquire” or “inquire” = to ask
Ex. “This message is intended to enquire you about the new staff rate.”
3. “ensure” = to make sure
Ex. “I would like to ensure that the meeting room has been well prepared for ….”
4. “clarify” = to make something clear
Ex. “This message is intended to clarify the items of conference expense”
5. “elaborate” = to give more details / to explain further in order to create a clearer picture
Ex. “I would like to elaborate on the selection of our candidates”
On the right-hand side of this slide, a bad example of e-mail is shown. Ask the participants why
it is considered a bad example. Then, you can give them answer
1.The subject of the e-mail is too broad.
2. The greeting is not appropriate. The greeting and the title of the person are missing.
3. The e-mail contents should not begin with a question or interrogation because it conveys an
intimidating tone.
4. The section of sender’s signature is not completely written.
10
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 11-----------------------
SLIDE 6
The next part of an e-mail is a greeting. Before showing the slide, you may ask the participants
to use their background knowledge and give you some examples of e-mail greeting. The
commonly-used word is the word “Dear”. The word “Dear” is to be followed by a title and then
a last name of a person. For example, “Dear Ms. Watson” (her full name could be Maria Watson
but only her last name is used) or “Dear Mr. Yamaguchi” (his full name could be Kenta
Yamaguchi) or “Ms. Li” (her full name could be Li Zhen Wei).
In case of Thai name, the title “Khun” can be used to indicate politeness and then followed by
the first name of the person. For example, “Dear Khun Prawit” (his full name could be Prawit
Wongphokin) or “Dear Khun Raviphan” (her full name could be Raviphan Somtawin).
Under the circumstance that you do not know the marital status of a female receiver, the title
“Ms.” Is recommended. In case of an unknown name, you may use the greeting “Dear Sir or
Madam”.
8
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 9-----------------------
SLIDE 7 – E-mail Contents
Contents
Paragraph 1:
State the purpose
Bad Example
I would like to …… This is to inform you that ……..
From:
reliablelandscapes@domain.
com
This message is intended to ……..
Subject: Proposal
Useful Vocab. Lynn,
Please be informed that …… 1. “inform”
2. “remind” Did you get my proposal last
3. “enquire” week? I haven't heard back
Please be reminded that …… / 4. “ensure” and wanted to make sure.
Please be reminded to ….. 5. “clarify” Can you please call me so
6. “elaborate”
we can discuss?
7. “request” Thanks!
Peter
SLIDE 7
The first paragraph of the e-mail contents should state a specific purpose of writing this e-mail.
There are certain patterns of sentence which could be used. The recommended patterns are:
“I would like to …..” (followed by an infinitive such as “I would like to confirm my booking…..)
“This message is intended to …. (followed by an infinitive such as “This message is intended to
enquire a price of ….)
“Please be informed that …. (followed by a sentence such as “Please be informed that the
meeting about annual budget has been postponed …)
“Please be reminded that the report must be submitted by Wednesday, 19 September ….”
9
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 10-----------------------
More useful vocabulary items are given on this slide:
1.”Inform” = to provide information (synonym = notify)
Ex. I would like to inform you that the orientation for new staff members will be conducted on…
2. “enquire” or “inquire” = to ask
Ex. “This message is intended to enquire you about the new staff rate.”
3. “ensure” = to make sure
Ex. “I would like to ensure that the meeting room has been well prepared for ….”
4. “clarify” = to make something clear
Ex. “This message is intended to clarify the items of conference expense”
5. “elaborate” = to give more details / to explain further in order to create a clearer picture
Ex. “I would like to elaborate on the selection of our candidates”
On the right-hand side of this slide, a bad example of e-mail is shown. Ask the participants why
it is considered a bad example. Then, you can give them answer
1.The subject of the e-mail is too broad.
2. The greeting is not appropriate. The greeting and the title of the person are missing.
3. The e-mail contents should not begin with a question or interrogation because it conveys an
intimidating tone.
4. The section of sender’s signature is not completely written.
10
Effective English Writing Techniques for E-mail Correspondences
Lesson Plan
CHR – Corporate Training
----------------------- Page 11-----------------------
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