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Lesson 3

The document provides guidance on writing business correspondence via email, including how to properly attach documents, the typical parts of an email message, and conventions for email communication. It offers examples of language to introduce attachments, sections of an email, and ways to close a message. The document also includes activities asking the reader to identify parts of sample emails and suggest responses.

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Chi Lee
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46 views

Lesson 3

The document provides guidance on writing business correspondence via email, including how to properly attach documents, the typical parts of an email message, and conventions for email communication. It offers examples of language to introduce attachments, sections of an email, and ways to close a message. The document also includes activities asking the reader to identify parts of sample emails and suggest responses.

Uploaded by

Chi Lee
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
You are on page 1/ 25

Business

correspondence
Giảng viên: Th.S Nguyễn Thị Hàn Huyên
: 0834514440
: [email protected]
Learning objectives:
- Attachments
- Parts of a message
- Email conventions
Activity 1:
Note that Mr Aoyama
is using American
English spelling
and expressions

Notice the indented paragraphs,


the colon (two dots) after the
opening. Using sincerely instead
of yours sincerely.
This contrasts with the
'block style' of Eastern Bank’s
letter.
1. Attachments
Attachments and information

•I’ve attached…
•Please find [file] attached.
•I'm enclosing [file].
•Please see the information below for more details about...
•The parts in bold/in red/in blue are my comments/are the changes we
made.
•Here's the document that you asked for,
•I’ve attached [file] for your review.
•I'm sending you [file] as a pdf file.
•The attached file contains...
•Could you please sign the attached form and send it back to us by
[date]?
•Here’s the [document] we discussed.
•[file] is attached.
•Please take a look at the attached file.
•Take a look at the [file] I've attached to this email.
•I've attached [file].
Activity 2 (page 19)
Suggested answers:
a. I apologize for the problems with the attachment. I’m attaching the file
again to this email. Please contact me if you have any problems with the
file.
Or a  Sorry! I forgot to send the attachment with my last message. You
should find it in this message.
b.  I am sorry that you had problems with the attachment. It is possible that
it has been corrupted. I am sending it again now. Please let me know if you
continue to have problems.
c. Please accept my apologies. We must have made a mistake with the
attachment. I am sending the correct file now .
d. I attach the report now so that you receive it immediately. I look forward
to receiving your comments later.
e. Thank you for sending me the conference application form. I have
completed it and am attaching it to this message .
Activity 3: page 19
2. Parts of a message
Most messages have three parts.
Dear
1. An opening
This says why you are writing.
2. The main message
This gives the details…
3. The close
This usually talks about the future.
Yours faithfully/ sincerely, etc.
2.2 Begining a message
Here are some ways to begin a message.

If you are replying, you can start


Activity 4: page 20

Suggested answers:
a, We are writing to enquire about the price of your air conditioners
b, We are writing in connection with your advertisement in the newspaper
yesterday. We would like to know . . .
c, We are interested in business conferences in Malaysia, and we would like to
know if you organise them.
a, Thank you for your letter of 23 July, asking if we sell photocopiers.
b, We have received your fax of 3 June, concerning the sales exhibition
in London.
c, Thank you for your telephone call this morning, enquiring about the
possibility of distribution of our range of musical instruments.
2.3 Ending a message
Here are some ways to end a message

If you gave some information in your message, you can close:


4 ways to end an email (with examples)
Here are five examples of how to end an email, based on where you are
during the hiring process.
When applying for a job:
Thank you for considering me for this position. I look forward to hearing from
you! 
Sincerely, 
Mohammad Rahim 
Experienced Sales Professional 
123-555-4567
When responding to a meeting request:
I look forward to meeting with you next Monday. 
Thank you, 

After completing an interview:


I look forward to the next step in the process. 

When accepting a job offer:


I look forward to discussing the details and next steps! 
With gratitude, 
Activity 5: (page 21)

B, c, a, e, d ,f
Choose the best way to end this email
Looking forward to meeting you! / Looking forward to hearing from you!
Looking forward to your response!
Looking forward to seeing your presentation!

Hi Eve,
I hope you are well.
I am writing to you with regard to your presentation next week.
As you requested, I've checked your slides and have made some
suggestions. I've attached a document with all my comments.
If you have any questions, please let me know.
……………………………………
All the best,
Tony
3. Email conventions
WRITING TIPS:
• It is a good idea to send yourself an email first. That way, you can
check that your name and address are correct, and that the message
is displayed correctly.
• While you are working on an email, put your own address in the 'To:'
field. That way, if you accidentally send it, it will come back to you!
Activity 6: page 22 (HW)
Activity 7: GW (page 23)

Write your message to Stefan Polloni, with the files he needs. First, make a plan for
your message. Then write a complete email.
References

1. Littlejohn, A. (1994). Company to company: A new approach


to business correspondence in English.
2. Banks, T. (2012). Writing for impact student's book with
audio CD. Cambridge University Press.

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