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§ English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Writing Professional E-mails
Introduction to Academic English
for IT Students
Week 1
http://www.adweek.com
Name: ............................................................................................................... Section
1 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Task 1 Read the e-mail below from a student to a teacher. Is it more informal or formal? What are the problems? Work with a partner and make a list below.
To: JaneSeymour@uaeu.ac.ae Cc: Subject: IMPORTANT!!!!!!!!!!!!
HI TEACHER I DON’T UNDERSTAND THE HOMEWORK WHERE YOUR OFFICE.
I AM COMING FOR HELP.
Mariam
1. 5.
2. 6.
3. 7.
4. 8.
Name: ............................................................................................................... Section
2 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Task 2 Now, read a different version of the same e-mail. Is it more informal or formal? How is it different from the first example? Work with a partner and make notes below.
To: JaneSeymour@uaeu.ac.ae Cc: Subject: Request for help on homework Dear Dr. Seymour, I am writing because I am having difficulty completing the homework that you assigned on Monday. Would you be able to meet me to answer some questions that I have about the assignment? Thank you very much. I hope to hear from you soon. Sincerely, Mariam Al Shehhi Student Number: 201699999 Faculty: IT
Notes: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________
Name: ............................................................................................................... Section
3 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Components of a Professional E-mail
When sending e-mails in an academic or business setting, certain information should be included: 1. E-mail Subject (short / to the point)
• Request for help on homework • Meeting this week • Request for a reservation
2. Greeting
• Dear Dr. Hamad, • Dear Mr. or Ms. Salah, • Dear Sir or Madam, • To Whom It May Concern,
3. State your purpose for writing (be specific with dates / times)
• I am writing because I am having difficulty with the homework. • I am writing to confirm my availability this Thursday at 10:00 am. • I would like to make a reservation at your hotel for this coming Friday, July 21st.
4. Request / Main Message (be specific with dates / times)
• Would you be able to meet with me this Tuesday, October 19th to go over the assignment?
• Could you please let me know if April 16th at 9:00 am is still a suitable time for you to meet with our group?
• Do you have rooms available on that day? 5. Closing Remarks
• Thank you very much. I look forward to hearing from you. • Thank you, and I hope to see you this Thursday. • Thank you very much and have a pleasant week.
6. Sign-off
• Sincerely, • Yours sincerely, • Yours faithfully, • Regards, • Yours truly,
7. Signature Block
• When e-mailing your professor, include: o full name o student number o class section number
Name: ............................................................................................................... Section
4 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Other Helpful Phrases Attaching Files
• I am attaching my proposal for your consideration. • Please find my homework attached. • I am sending you my details as an attachment.
Apologizing
• I am sorry for being late to class this morning. • Please accept my apology for any inconvenience this may have caused. • I am afraid that I will not be able to attend the meeting this week. • I would like to apologize for submitting my report two days late this week.
Complaining
• I am writing to complain about…. • I am interested to hear how your company can compensate us for…. • I would like to receive a refund for….
Additional Tips
• Do not use contractions or slang. These should be saved for informal writing.
• Be careful of your tone. Different cultures approach language differently; some cultures are very direct, but this can cause offense to a person from a culture that prefers more indirect language.
o Examples:
§ Direct: I need to see you in my office in one hour. § Indirect: Would it be possible for you to come to my office in an hour?
§ Direct: This is a bad idea. § Indirect: I have some concerns about this idea.
Other Tips for Writing Effective E-mails
1. Keep information short, clear, and to the point. 2. Organize your ideas. 3. Keep e-mails polite and structured. 4. Use correct spelling, grammar, punctuation, etc.
Name: ............................................................................................................... Section
5 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Task 3: Labeling an E-mail
Read the e-mail you looked at in Task 2 and label the 7 components of a professional e-mail. Label the e-mail with numbers 1 – 7 (use page 3 as a guide).
.
Notes: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________
To: JaneSeymour@uaeu.ac.ae Cc: Subject: Request for help on homework Dear Dr. Seymour, I am writing because I am having difficulty completing the homework that you assigned on Monday (Section 555). Would you be able to meet me to answer some questions that I have about the assignment? Thank you very much. I hope to hear from you soon. Sincerely, Mariam Al Shehhi Student Number: 201699999 Faculty: IT
Numbers 1 - 7:
Name: ............................................................................................................... Section
6 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Task 4: Writing an E-mail Write an e-mail to your instructor explaining why you will need to miss a class. Indicate that you are attaching a document (related to your reason for missing class). From: __________________________________________________________ To: __________________________________________________________ Subject: __________________________________________________________ ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ………………………………………………………………………………………………
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Name: ............................................................................................................... Section
7 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Task 5: Replying to an E-mail
Imagine that you are the instructor. Write an e-mail response to your e-mail in Task 4. Explain how instructors cannot remove absences, and give instructions on how to submit documentation to Student Services.
From: __________________________________________________________ To: __________________________________________________________ Subject: __________________________________________________________ ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ………………………………………………………………………………………………
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Name: ............................................................................................................... Section
8 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Task 6: Writing a Complaint E-mail
Imagine that you have purchased a product (i.e. cell phone, laptop, camera) and it is not working properly. Write to the company or store where you purchased the item.
• Use specific language to express a complaint (see page 4). • Remember to explain what the problem with the product is. Be specific! • Explain what action you would like the company to take. From: __________________________________________________________ To: __________________________________________________________ Subject: __________________________________________________________ ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ………………………………………………………………………………………………
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Name: ............................................................................................................... Section
9 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Task 7: Responding to a Complaint
Exchange your complaint e-mails with a partner.
1. Imagine that you are the company who is replying to the complaint. 2. Write a response to the complaint email. 3. Remember to state what action your company will take.
From: __________________________________________________________ To: __________________________________________________________ Subject: __________________________________________________________ ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ……………………………………………………………………………………………… ………………………………………………………………………………………………
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Name: ............................................................................................................... Section
10 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Task 8: Peer Editing
Look at your partner’s response to your email. Did your partner remember the following?
Component √ or X Notes
1 Subject
2 Greeting
3 Purpose
4 Request / Main Message
5 Closing
6 Sign-off
7 Signature Block
Is the message: √ or X Notes clear?
organized?
polite?
correct?
Name: ............................................................................................................... Section
11 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
Task 9: Creating an E-mail Signature
Keep your e-mail signature:
• short (4 to 5 lines) • informative (all contact information) • professional (no pictures / quotes / animations)
Task 9: Creating an E-mail Signature
1. Click on the ‘Settings’ tab
2. Click on ‘Mail’
IAEB:&Bacherman,&Boddicker,&Boylan,&Graham,&Hart&
17&
Task 9: Creating an E-mail Signature
3. Click on ‘Email Signature’
IAEB:&Bacherman,&Boddicker,&Boylan,&Graham,&Hart&
18&
Name: ............................................................................................................... Section
12 § English for Academic Purposes – Bacherman.D, Boddicker, A., Boylan, S, Graham, T & Hart J.
§ IAE for IT – Writing Professional E-mails
MariamAlShehhiStudentNumber:201699999Faculty:IT
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