WRITING EMAILS

First, read teh information about email writing styles:

It is helpful about three writing styles, altough is real life the differences are not so clear.
Formal: This is a style of an old-fashioned letter. Ideas are presented politely and carefully, and there is much
use of fixed expressions and long words. Grammar and punctuation are important. This style is not so
common, but you can find it if the subject matter is serious (for example a complaint), in emails
where you want to make a good impression, or in some cultures where a more formal style is
expected.
Neutral: This is the most common style in professional / work emails. The writer and reader are both busy, so
the language is simple, clear and direct. There is often a friendly opening line. Sentences are short and
there is us of contractions (I´ve for I have etc.).
Informal: This is the style for emails between friends. The email might include personal news, funny comments
etc. This style is close to speech, and has informal words and conversational expressions. Many people
now choose social media rather than email to communicate with friends: with social media the style is
even more informal.

Expressions used to open messages:

Dear
Hello
Hi

To formally greet your recipient:

Allow me to introduce myself
Good afternooon
Good morning
How are you?
Hope this emails finds you very well
I hope you enjoyed your weekend
I hope you´re doing well
I hope you´re having a great week
I hope you´re having a wonderful day
It´s great to hear from you
I´m eager to get your advice on
I´m reaching out about
As I promise, I´m …
As we discussed on our call…
Can you provide me with an update on ….
I´m checking in on ….
I´m getting back to you about….
To follow up on our meeting

Ways of thanking someone:

Thank you
Thanks (ever so much)for (giving me) a such present
It was so kind of you to give me such a nice present
Thank you for your help
Thank you for the update
Thanks for getting in touch
Thanks for the quick response
Thanks for your email
Thank your for your email of 12th February

Ways of explaining:
I can´t come to your party because I have to study for my exams
I have to study for my exams. That´s why I can´t come to your party
We note from our records that you have not ….
It is necessary for me to….
I am writing with reference to your….
We are writing to inform you that…
I am emailing this….

Ways of invitating:
I´m going to the new Turkish restaurant. Would you like to come?
I´m going to the new Turkish restaurant. I´d like you to come.
Would you like me to ….?
I would be greatful if you could….

Ways of apologising:
I´m sorry for breaking your camera Neutral
I´m so sorry that I broke your camera Neutral
I´m sorry to tell you that… Neutral
I´m really sorry about… Neutral
Sorry, I can´t make it. Neutral
I´ll deal with this… Neutral
Unortunately I will not be able to attend the meeting Formal
I will take the necessary action to solve this issue Formal
We regret to advise you that… Formal
Please, accept my apologies for…
I apologise for ….
Really sorry!

Ways of suggesting:
Why don´t we go to the cinema?
How / What about (going to) the cinema?
Shall we go to the cinema?
We would like to remind you that…

Ways of asking:
Can I borrow your camera, please?
Could you lend me your camera, please?
Would it be possible to borrow your camera, please?
I was wondering if you could…?
I´d be greatful if your could….
I would appreciate if you could…

Offering help:
Would you like me to…?
If you wish, I would be happy to…

To sound warm in your letter:

Congratulations on (recent accomplishment) Neutral
How did (recent project) turn out? Neutral
I hope you enjoyed your (event or holiday) Formal
I love your recent (photo/ article/social media post) Informal
I was just laughing the other day about (inside joke) Informal
I was just thinking about you and (shared memory) Informal
It was great to see you at (event) Informal
This (article/video/gif) made me think of you Formal
(Mutual contact) recommended. I get in touch with you Neutral
I can asure you that… Formal

To sound humorous in your letter:

Happy "Not Monday" Informal
Hello from the other Informal
Here´s the good nes: Only (number) more days until Friday Informal
Hope you´re surviving another workweek /schoolweek Informal
I hope you´ve had your coffee already Informal
It´s me again Informal
I´ll keep this short Informal
I´m sorry if this.. Informal
Message sabotaged "inbox zero" for you Informal
Jus what you want: another email! Informal

Expressions used to close messages:

Best wishes Informal
All the best
Yours Informal
Love Informal
Lots of love Informal
Thanks Informal
Take care Informal
Best regards Informal
Best Informal
Regards Informal
kind regards Informal
Warmly Informal
Warmly, (name) Informal
Thank you Informal
See you soon Informal
See yoy next week. Informal
Yours faithfully (when you start with Dear / Sir / Madam) Formal
Yours sincerely (when you start with the name: e. g. "Dear Mr. Collins;") Formal
Sincerely, Formal
Sincerely yours, Formal
Yours truely, Formal
I look forward to seeing you Formal
I look forward to your replay Formal
I look forward to hearing from you Formal
I look forward to meeting you next week.
I am looking forward to hearing from you Neutral
I´m looking forward to hearing from you Informal & Neutral
Have a great day! Informal
Please, let us know your requirements. Formal
Please, accept my apologies for this.
Thank you for your assistace.
Do not hesitate to contact us again if your need further information.

The most annoying email phrases:

Not sure if your saw my last email
Per my last email
Per our conversation
Any update on this?
Sorry for the double email
Please advise
As previously stated
As discussed
Re-attaching for convenience

Common email phrases you can use at work:

Might I take a minute of your time?
I would like to follow up…
Attention! Super importatn meeting
Let me introduce myself…
I wish to complain…
I understand your frustration…
You are great, but unfortunately….
ASAP vs as soon as possible
Let me get strictly to the point
Warmly, (name)
I hope you are doing great….
Thanks a lot for writing back
Would you be so kind…..
I apologise for the delayed reply
Have a great day!

Reason for writing / replying:

I am writing to make a reservation / to apply for the positionof… / to confirm my Formal
booking / to ask for further information about…
I am writing with regard to the sale of …. / to the complaint you made on 29th Formal
February
Thank you for your e-mail of 29th February regarding the sale of…./concerning the Formal
conference in Brussels.
With reference to our telephone conversation on Friday. I would like to let you know Formal
that ….
Just a quick note to invite you to…/ to tell your that… Semi-formal / Informal
This is to invite you to join us for… Semi-formal / Informal
Thanks for your e-mail, it was wonderful / great to hear from you Semi-formal / Informal
I wanted to let you know that / tell you about / ask you if …. Semi-formal / Informal