LESSON

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Emailing
by Olya Sergeeva

Age: Adults 3. email B – send links; email C – get back to me as

Level: Intermediate + soon as you can
Time: 1 hour 40 minutes
Task 2a – 4 mins
Objective: to practise writing work-related emails
Ask the learners to cover the emails in task 1. Hand out
Key skills: writing
one cut-up copy of email A (from the Emails sheet) to
Materials: one copy of the worksheet per student;
each learner. If you haven’t had the chance to cut up
one copy of the three emails on the Emails
the emails, use task 2a on the worksheet instead.
sheet, cut up, per student (optional)
While the learners are doing the task, monitor and
Overview collect examples of alternative sentence order in the
learners’ answers, to discuss after task b.
A lot of English-language learners keep their first-
language emailing style when emailing in English. Task 2b – 6 mins
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For example, they might leave out the opening line After the learners compare their answers to task 2a in
that explains what the email is about, comments in pairs, as a class, discuss the examples you collected
which they explain the reasons for their actions or the during task 2a.
concluding line that says what they or the recipient
Task 2c – 5 mins
should do next. As a result, the reader might find it
difficult to follow the email. The learners read email A again and fill out the first
column in the table. Tell them that the numbers in the
In this lesson, learners will improve their ability to write first column of the table refer to the section numbers in
work-related emails. They will achieve this by: the email. Allow time for them to compare answers in
•  nalyzing and learning to use the correct email
a pairs before going through the answers as a class.
structure to help the reader follow the email easily;
Key:
• learning a range of email-related expressions;
email A
• r aising their awareness of the need to notice and
1 greeting
copy the emailing conventions of their company.
2 topic
3 a comment to make the reader feel better
Preparation
4 what the writer will do next
Cut up the emails on the emails sheet.
5 reason why
Procedure 6 what the recipient should do next
7 signing off
Warmer – 5 mins
8 name
Ask the learners what means of communication they use
Task 3 – 10 mins
at work. Say that today’s lesson will focus on some useful
language for emailing. Put the learners in pairs or small Repeat tasks 2a, b and c for Email B.
groups, hand out the worksheets and do the warmer. Key:
Task 1 – 5 mins email B
The learners read the emails and answer the 1 greeting
questions. Allow a minute to compare the answers in 2 topic
pairs and then check as a class. 3 reason why
4 what the recipient should do next
Key:
5 the reason why
1. a. email C; b. email B; c. email A
6 what the writer will do next
2. email A – post the docs in a Dropbox folder;
7 signing off
email B – provide feedback
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 LESSON
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Emailing
by Olya Sergeeva
If time permits, you could also repeat the procedure for Task 5a – 10 mins
email C. Learners analyze key emailing language in emails A, B and
Key: C. Column 2 of the table contains some example phrases.
email C Key:
1 greeting
beginning and ending
2 topic
1. hello hi team; hi Dan
3 what the recipient should do next
4 reason why 2. I’m sending you here are
5 signing off 3. bye thanks
asking the reader to do something
Task 4a – 5 mins
4. could you would you please
Allow 3 minutes to discuss the question in pairs. Elicit
reasons
and board the learners’ ideas.
Lesson Share TEACHER'S NOTES

5. in order to this will; that way, the

Task 4b – 10 mins guys can
Refer the learners to the Improve your writing box. The 6. because as
learners compare their ideas with the tips in the box. other useful expressions
7. I quoted your email and inline below
Follow-up
inserted my comments
Tell the learners that some nationalities have emailing 8. today or tomorrow in the morning latest
conventions that are different from the English emailing morning
conventions and so they tend to leave out some parts
9. as fast as possible / as soon as you can
of the email structure. Ask the learners which parts
urgently
they would tend to leave out. Discuss what effect this
10. reply get back to me
might have on the reader. At the end, ask the learners if
their emailing conventions or the emailing conventions Task 5b – 5 mins
in their country are different from the English emailing Learners read the Improve your writing box and
conventions. brainstorm what other emailing conventions may be
Key (suggested answers): different in different companies.
Some learners or nationalities … Key (suggested answers):
• don’t include the expected or promised action when the level of formality; signing off and signatures; the use
they think it’s clear; of abbreviations, e.g. MFU (meeting follow-up); replying
Possible effect: the recipient might not find what they with comments inline or as a plain text
need to do quickly and might not do it; the recipient
might think the writer is rude, for example if they give Task 6a (optional) – 5 mins
their opinion but don’t ask for feedback at the end of The aim of the task is to give the learners a list of useful
the email. opening and closing lines, which they could use for
• don’t include comments (why something happens or reference when writing emails at work. The learners do
is needed); the task in pairs and then feed back to the whole class.
Possible effect: the recipient might think that the writer Key:
is rude, especially if the writer asks the recipient to do
something. 1. Please see attached and below the rough O
• don’t give a reason why they are writing. plan I put together.
Possible effect: the recipient might find it difficult to 2. Let me know what you think. C
understand the email, especially if it’s long; they might 3. Thanks for letting me know about this issue. O
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even decide not to read it.

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 LESSON
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Emailing
by Olya Sergeeva

4. I’m afraid I’ve run into a few issues so O

it looks like I won’t be able to finish the
functionality today.
5. Hope this helps. Any questions on details, C
please check with John.
6. Please review and send us your feedback C
by EOD Monday, 15 June.
7. Please let me know if this works for you. C
8. Thanks for the update. O
9. I’ll keep you updated. C
10. Just a quick email to remind you to fill out O
this form before our meeting on Tuesday:
Lesson Share TEACHER'S NOTES

[link].

Task 6b (optional) – 5 mins

Model one or two examples as a class before pairing
up the learners.
Task 7a – 10 mins
Go through the situation and email with the class.
Then, allow about 5 minutes for the learners to
write their replies. While they’re writing, monitor
and help them to self-correct mistakes in emailing
expressions. When they have finished, get them to
read the Progress check box and update their work as
necessary.
Task 7b – 10 mins
Learners compare their emails in pairs and discuss
what effect they would have on the reader.

Homework task
Elicit from the learners and board what types of work
emails they get (for example, requests for information
and meeting follow-ups). Ask the learners to choose
a typical email type that they get at work and write the
email and a reply to it using what they have learnt in
this lesson.
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 LESSON
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Emailing
by Olya Sergeeva
Warmer
Discuss the questions with a partner.
1. Do you get a lot of emails? How soon do you normally reply to them?
2. In what languages do you write emails? Is it easier for you to write emails in your mother tongue or in English?
3. Do you ever check work email from home or while you’re on holiday? Do you think this is a good idea?

Task 1
Read the emails below and answer the questions. Compare your answers with a partner.
1. Which email …
a. … replies to an email?
b. … replies to a meeting invitation?
c. … starts a new thread?
2. In which emails does the writer promise to do something? What?

3. In which emails does the writer ask the email recipients to do something? What?

A
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Subject Today’s meeting

From: [email protected]

Hi team, (1)
Here are the docs that will be presented in today’s meeting: http://goo.gl/aaaaa. (2) It’s a lot but this
is everything.(3)
I will also be posting an All docs folder on Dropbox and will be sharing with the team.(4) This will
keep all docs up to date in one location for easy reference.(5) Expect an email on this soon.(6)
Thanks, (7)
Joan (8)

B
New email

Hi Dan, (1)
Sorry, we really can’t attend today.(2) I have to attend a release schedule meeting with Good Old
Project, and John and Kate are working out urgent data requirements with ACME as key folks will be
away tomorrow and we need to unblock the team.(3)
Would you please send us the links to Wireframes and Designs today, to this group?(4) That way, the
guys can review and provide feedback tomorrow, before the ACME meeting in the afternoon?(5)
We’ll try to provide our feedback in the morning latest.(6)
Thanks. (7)

send A
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LESSON SHARE / Writing / Emailing

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 LESSON
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Emailing
by Olya Sergeeva

To: [email protected]
From: [email protected]
Subject: Feedback

Thanks for the feedback, Tom. (1)

I am generally on board with the approach that you have outlined. I just have a few questions/
comments inline below.(2) Please get back to me, guys, as soon as you can.(3)

It is important that we finalize this because we must begin development of this on Monday.(4)

Thanks. (5)

8 Ž ,
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EMAIL STRUCTURE
Task 2
a. Cover email A in task 1. Put these sentences in the correct order. Compare with a partner.
order
Joan
Hi team,
Expect an email on this soon.
This will keep all docs up to date in one location for easy reference.
Here are the docs that will be presented in today’s meeting: http://goo.gl/aaaaa.
I will also be posting an All Docs folder on Dropbox and will be sharing with the team.
It’s a lot but this is everything.
Thanks,

b. Look at email A in task 1 and check your answers. If your sentence order is different, discuss the
following questions with a partner.
1. Which sentence order makes it easier for the reader to read the email quickly and understand it?
2. Will the change in sentence order have any effect on what the reader feels?
3. Do you think that your version is also correct?
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Emailing
by Olya Sergeeva
c. Complete the table for email A, labelling the parts of the email using the headings below. You may not
need all of the labels. Compare your answers with a partner.
• greeting
• signing off
• a comment to make the reader feel better
• name
• reason why
• what the recipient should do next
• the opening line that says the topic of the email
• what the writer will do next

email A email B
1.

2.

3.
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4.

5.

6.

7.

8.

Task 3
Repeat tasks a, b and c from task 2 for email B.
order
Hi Dan,
Would you please send us the links to Wireframes and Designs today, to this group?
Thanks.
I have to attend a release schedule meeting with Good Old Project, and John and Kate are working out urgent
data requirements with ACME as key folks will be away tomorrow and we need to unblock the team.
We’ll try to provide our feedback in the morning latest.
Sorry, we really can’t attend today.
That way, the guys can review and provide feedback tomorrow, before ACME meeting in the afternoon?
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 LESSON
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Emailing
by Olya Sergeeva
Task 4
a. What do the structures of email A, B and C have in common? Discuss with a partner.

b. Read the Improve your writing box below to check your ideas.

Improve your writing

When we write an email, we normally try to make it easy to read.
• In the first sentence after the greeting, we write about the topic of the email (for example, Here are the
docs for today’s meeting);
• at the end of the email, we write about what we will do next or what the recipient should do next.
When we say what we will do or the recipient needs to do, we often add comments, to explain why and
to make the recipient feel better.

LANGUAGE FOR EMAILING

Task 5
a. Match the phrases underlined in the emails in task 1 to the following functions. Some example
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answers are given.

beginning and ending
1. hello
2. I’m sending you
3. bye
asking the reader to do something
4. could you
reasons
5. in order to
6. because
other useful expressions
7. I quoted your email and inserted my comments
8. today or tomorrow morning
9. as fast as possible / urgently
10. reply

b. Read the Improve your writing box.

Improve your writing

Emailing conventions are different in every company and even every department. For example, in some
companies people start their emails with Dear while, for other companies, this is too formal and people
start their emails with Hi or Hey. It is important to notice the emailing conventions and copy them.

c. Discuss with a partner.

• Apart from greetings, what other emailing conventions might be different in different companies?
• What have you noticed about the emailing conventions of your company, department or project? Is it
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different from the emailing conventions presented in this lesson?

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Emailing
by Olya Sergeeva
Task 6
a. Work with a partner. Read the following sentences that come from real emails. Are they opening lines that
give the topic of the email (O) or closing lines that say what the recipient or the writer will do next (C)?

sentences from emails C or O?

1. Please see attached and below the rough plan I put together.

2. Let me know what you think.

3. Thanks for letting me know about this issue.

4. I’m afraid I’ve run into a few issues so it looks like I won’t be able to finish

5. Hope this helps. Any questions on details, please check with John.

6. Please review and send us your feedback by EOD Monday, 15 June.

7. Please let me know if this works for you.

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8. Thanks for the update.

9. I’ll keep you updated.

10. Just a quick email to remind you to fill out this form before our meeting on

b. Imagine that you get work emails that start or end with lines 1 to 10. What could the emails be about? Write
down your ideas and discuss them with a partner.

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Emailing
by Olya Sergeeva
Task 7
a. Read the situation and the email below. Write your reply.

At the moment, you’re working on two projects. On project A, a very important deadline is approaching on
Friday so you have too much work. You receive the following email from the project manager of project B
asking you to do an urgent task (by Monday morning).

Subject Today’s meeting

From: [email protected]

Hi team,
There’s been a change of plan: as it turns out, we’ll have to pass the current batch to the X Team by
Monday afternoon, not next Thursday as was initially agreed so we really need to finish everything
by then. I hope that a shift of the deadline by three days won’t be that critical for anyone.
Thank you for your understanding,
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Pete

Subject

From:

Progress check
 Did you write about the topic of your email at the beginning?
 Did you write what you will do next or what the recipient should do next?
 Did you add comments to explain your reasons?
 Did you use any of the emailing language from tasks 5 and 6?

b. Compare your email with your partner’s email. Discuss the points below.
• Do your emails have the same structure?
• Whose email will be easier for the recipient to read quickly and understand?
• What will the readers of the email probably feel?
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Emailing
by Olya Sergeeva
Email A

Hi team,

Here are the docs that will be presented in today’s meeting: http://goo.gl/aaa123.

It’s a lot but this is everything.

Lesson Share TEACHER MATERIALS

I will also be posting an All Docs folder on Dropbox and will be sharing with the team.

This will keep all docs up to date in one location for easy reference.

Expect an email on this soon.

Thanks,

Joan

Email B

Hi Dan,

Sorry, we really can’t attend today.

I have to attend a release schedule meeting with Good Old Project, and John and Kate are working out
urgent data requirements with ACME as key folks will be away tomorrow and we need to unblock the team.

Would you please send us the links to Wireframes and Designs today, to this group?

That way, the guys can review and provide feedback tomorrow, before ACME meeting in the afternoon?

We’ll try to provide our feedback in the morning latest.

Thanks.
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Emailing
by Olya Sergeeva
Email C

Thanks for the feedback Tom.

I am generally on board with the approach that you have outlined.

I just have a few questions/comments inline below.

Lesson Share TEACHER MATERIALS

Please get back to me guys as soon as you guys can.

It is important that we finalize this because we must begin development of this on Monday.

Thanks.

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