Formal and informal emails

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In this lesson, we’ll take a look at some phrases you can use when writing formal and informal emails. Level - B1.

Before we start, download this file and print it. Use it as your notebook to write down your favourite phrases! 📝

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Speaking warm-up activity

Do you have an email address that you use only for unimportant / important things?

Do you think it’s unprofessional to put sweetkitten@gmail.com on your resume?

How often do you check your email?

How much time do you spend at work usually answering emails?

Do you send emails to your family and friends?

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A TIP Before you start writing an email in English, download Grammarly. It’s a free online writing assistant which will correct your spelling, punctuation and even grammar mistakes. I highly recommend it! Here’s the link: www.grammarly.com

Theory - Starting the email

Example 1

Watch this clip. Is this character writing a formal or an informal email?

Transcript:

Dear sir, My name is Walter Beckman. I’m a collector of rare manuscripts based in Texas. I would like to arrange an appraisal of some of the items in my collection. rare - not common, unusual manuscript - the original copy of a book or article before it is printed based in - located in appraisal - examining the value of something

Exercise 1

Imagine that you’re writing emails to the people listed below. Choose the appropriate salutation.

your bestie (best friend)

your English teacher

your doctor

your client

your team manager

your relative

your childhood friend

Theory - Giving reason for writing the email and referring to previous contact

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Avoid contracted forms if you want to sound formal. For example, instead of writing “won’t”, write “will not”.

Example 2

Watch this clip. What reason does this character give for writing a letter? What about the email shown in example 1?

Exercise 2

Write the first paragraph of an email. Refer to your previous contact, give a reason for writing, and add that you’re hoping the recipient is doing well.

You were talking on the phone with a recruiter. They have requested your CV.

You’re sending a group email inviting your colleagues to a Christmas party at your company.

You met a potential client at a party. She was interested in your product and asked you to send her an email with a price list.

You’re writing to your English teacher because you want to reschedule your next class.

Theory - Attaching documents, images etc.

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Adding links → Here is a link to my calendar. → You can find more information by clicking on this link. → I’m linking a video which will explain the problem in detail. Have you noticed than in the last example the word ‘link’ was used as a verb?

Example 3

What was attached to the email sent to this character?

Click here to read the transcript of this video:

"They found Danny's body cut into ten pieces. Nobody told me this. I learnt it in an email that was attached by accident to another email sent to me.”

Exercise 3

Write a sentence informing about attaching each of the files listed below.

You’re sending a picture of your dog to your friend.

You’re sending your CV to a recruiter.

You’re sending a contract to a client.

You’re sending a link to a recipe website to your mum.

You’re sending a link to a hotel reservation to your partner.

You’re sending an official invitation to your wedding.

Theory - Ending your email

Example 4

This character uses a phrase synonymous with “Yours sincerely”. What is it?

Exercise 4

Choose the correct ending for each email.

You’re scheduling an appointment with your doctor.

You’re helping your colleague organise a birthday party for one of your team members at work.

You’re inviting your relatives for dinner.

You’re contacting a client to schedule a meeting about a website your company is going to design for them.

You’re applying for a job.

Exercise 5

Read this email and write a response to Jim.

Hi,

I hope you’re doing great. I’m writing to ask if you wanna meet on Saturday evening to catch up. We’ve just moved to a new flat. Do you wanna came over?

I’m attaching a picture of our new garden. Marry has already planted some flowers. Look how pretty it is!

I can’t wait to see you!

Jim

💪🏽 Challenge! Make some changes to the email above to make it more formal.

Exercise 6

Read the email below and write an email of response.

Dear Mr. Smith,

I hope this email finds you well. We have received your application for the open Project Manager position. I would like to inform you that we have selected you for a job interview. We believe that your qualifications and skills would be a great asset to the team.

Would you be interested in discussing the details of the interview over the phone on Friday morning?

Please find attached your offer letter.

We look forward to hearing from you and we are excited about the possibility of you joining our company.

Do not hesitate to contact me if you would like more information.

Best Regards,

Maria Koczko HR Officer

💪🏽 Challenge! Imagine that Maria is actually a friend of Jakob Smith. Rewrite this email using informal phrases we’ve discussed.

Exercise 7

Write a formal and informal email from the topic list below:

Informal:

Thank your friends for a lovely lunch you ate at their house. You left your jacket at their place. Ask them to look for it.

Invite your colleagues to a Christmas party at work. You’ll need help with organising it so delegate some tasks.

Send a recipe to your mum. It’s a casserole recipe from your favourite food blog.

Write to your friend congratulating on their recent promotion. Offer to meet in a pub and celebrate.

Formal:

Apply for a Project Manager position. Attach your CV and mention where you found the job offer.

Schedule an appointment with your doctor. You’ve had a cold for a week now and can’t cure it with home remedies.

Send your university professor an essay. The essay is due tomorrow; it’s 11 pm.

Write a vacation request email. Give the exact dates and explain that you’re going to your brother’s wedding.