TMN 2.2.2 Lesson 6 - Write formal email

• Communicatie
• HBO
• Studiejaar 2

English lesson 5 in semester 2 (P4)

Write a business English email

Today

• Explain vlog content
• Learn tips + phrases needed for writing a business email (wake-up call!)
• Practice exercises & quizzes
• Check on progress & looking ahead
• Work on the next writing assignment
• Video lesson:  8:23-14:23  Business email:  key phrases/structure
  

Vlog content 1/2

•  The general objective of your research project is 

"To gain insight into the current status of visitor management in (city x) in order to provide recommendations regarding the development of a sustainable visitor policy." 

• Each project group has its own focus:  transport, accommodations, shops, gastronomy, etc.

• All students need to do daily surveys of people on the streets + schedule planned interviews with stakeholders. 

• Each group needs to plan an excursion and there will be loads of content for you to film. 

Vlog content 2/2

So in the vlog,  you have to focus on the town/city and say something about their tourism policy.  

Topics to consider:

1. Can tourism be spread in space or time? 
2. Are there possibilities to attract tourists away from the Randstad? 
3. Is there over-tourism? 
4. In short, are there (vlog) possibilities for whatever you focusing on?

Length of vlog:  6 minutes (+/- 30 seconds)

What is the most important thing to remember when writing a business English email?

Email tips to bear in mind

TIP 1:  Keep it short - otherwise the reader stops reading and file your email in their 'to-do' list.
TIP 2:  Be specific & to the point - Write only what you need the reader to read otherwise they will ignore your email. 

                   Ask yourselves: What Do They Need To Know?
TIP 3:  Mind your language - Be polite, use formal language, language of business, make no spelling or grammar mistakes.

Email purpose 1/3

Write a clear and professional email in English to an international business owner or employee at an educational institution requesting an interview to take place during your study trip 2.4.

You should clearly explain your purpose and state clearly what you are asking of them.

Examples of appropriate email recipients:  (Foreign) tourism lecturer, language school director, expat real estate agents, study abroad department in a school, etc... 

Email purpose 2/3

Purpose: Clearly communicate your request to an international business owner or employee at an educational institution in your destination city with the goal of scheduling an interview about tourism in their city from their perspective - as it relates to your research.

Email purpose 3/3

Target group: international business owner or educator with insight on tourism at the destination.

Write in formal business English.

Word count:  150 - 200 words.

Email structure

To:  Recipient's email address

From:  Appropriate email address (school or private email)

Create a subject line:  Interview request for research project

Salutation:  Dear Ms. / Miss / Mrs. / Mr. 

If recipient is unknown:  To whom it may concern / Dear Sir /  Dear Madam

Close:  Regards / Kind regards / Best regards / Sincerely / Yours faithfully

Ms. and Mrs. and Mr. WITH a point = U.S.

Ms and Mrs and Mr WITHOUT point = UK

You write Yours faithfully if the name of the recipient is not known. 

Opening sentence

"My name is Mark Rutte and 

I am writing to inquire... / I am writing in reference to...  / I am writing in response to... "

Remember: You are writing  the email to request an interview for a research project.

Email essentials

1. Most important statements should appear in the first paragraph.
2. Limit sentence length and keep paragraphs short for easy reading.
3. Be specific and get to the point in the first paragraph.

Body of email ex:

• We would be grateful if you would....
• I would appreciate it if you would / could....
• I am currently studying Tourism and am on a study trip in which I am researching the tourism practices of your city.
• I would be grateful if you could assist me in participating in an interview to help me with my research project.

Closing sentence ex:

• I look forward to your reply
• I am anxious to receive your reply
• I look forward to hearing from you soon
• Thank you for your cooperation and time
• If you have any questions or concerns do not hesitate to contact me
• I look forward to hearing from you.

Now a quiz!

1. What were email writing TIPS numbers 1, 2 and 3?

1. be specific
2. keep it short
3. mind your words
4. be creative

2. Why is it important to keep your email short/to the point?

3. Why is it important to be specific & how can you be specific?

4. What should you keep in mind when "minding your language"?

5. Select the phrase that is NOT formal.

1. Can you tell us more about ... ?
2. Please find enclosed...
3. Please let us know your exact requirements.
4. I am pleased to inform you....

6. Select a phrase which is formal.

1. What exactly do you need?
2. Here are ...
3. We regret to inform you...
4. I would be grateful....

Informal vs formal language

Drag 'n Drop:  

Your task:  Match the informal phrase to the formal phrase on the next 2 slides.

What do you need?

Sorry, I can't make it.

I'm really sorry about...

Please let us know your requirements

Unfortunately, I won't be able  to attend the meeting.

Please accept my apologies for...

Don't forget...

I promise...

Please...

We would like to remind you...

I can assure you that...

I would be grateful...

Create a subject line

On the next slide, read the email and create a subject line.

Create a subject line for the email

Subject:  ___________________________________

Dear Michael,

Regarding your last email, we are in the process of arranging the meeting scheduled for May 14th, but there are still a few details I need from you. Would you like  me to book the hotel accommodation for you - or do you prefer to sort it out on your end? Also, could you please send us something about the project you worked on last year? It would be helpful to have this before the meeting.  Please send a copy of any relevant reports.

 Regards, Monica

What subject line do you suggest?
Type it into your phone.

Email subject heading MQ ex.:

Subject:  Meeting 14th May

Subject: Questions for you: 14 May meeting

Beginnings & Endings of emails

Drag 'n Drop

On the next slide, match the beginning to the right ending.

A. I am writing with regard to your recent email. We regret to inform you that there are no double rooms available for the nights you require.

I have just heard about the Paris contract.  It's fantastic news - you worked really hard and deserve this success.

Should you need any further information about room availability, we will be happy to assist you.

I think this is just the beginning of our work in the French market.

Sentence building/word order

Simple sentence order follows subject + verb + object + adverb of place + adverb of time

"This report will analyze our current marketing strategy which will be launched in Brazil in April."

Practice

In the next 2 sheets, rewrite the following sentences in the correct order.

I am writing / your offices in Moscow / to let you know / next month / I am coming to visit / that

to consult with you / I will take the opportunity / about our strategic plan, / for Eastern Europe, / which / for some time / we have been working on

Email structure

What comes first, in the middle and last?

Place the lines below in the correct order. ANSWERS next sheet.

I am writing to thank you 1

The meetings were very productive, and I 4

As well as the business side of things, 7

The next time that you are in Munich 11

Please give my regards 13

it was a great pleasure to meet them all 15

during my recent trip to Paris. __

I really appreciated the time you took __

am sure that they lay the basis for __

to show me Notre Dame, and __

for your hospitality __

the wonderful meal that we had afterwards __

a good long-term business relationship. __

it will be my pleasure to return your kindness. __

to your colleagues in the Paris office, __

Answer to email in correct order

I am writing to thank you for your hospitality during my recent trip to Paris. The meetings were very productive, and I am sure that they lay the basis for a good long-term business relationship. 

As well as the business side of the things, I really appreciated the time you took to show me Notre Dame, and the wonderful meal that we had afterwards. The next time that you are in Munich it will be my pleasure to return your kindness. 

Please give my regards to your colleagues in the Paris office, it was a great pleasure to meet them all.

Video about

Business email phrases + structure in English.

Take notes!  Quiz follows.

Start at 8.23 & watch until 14.23

8.23

Take 1 minute to type everything you remember from the video: phrases learned/information about the structure.

Group task - peer feedback

1. Break up into your project groups now and 
2. Brainstorm who each member can write their business English email to, or
3. Give peer feedback on Blog/Article/Introduction (F/B form on Teams)
4. NOTE:  Your email must be in English, so try to find appropriate international businesses or professionals to contact in your destination city and begin writing your email. 
5. Come back to the general room at ______ o'clock.

Review

Portfolio writing assignment REVIEW

What you have completed already:

1. Blog

2. Travel article

3. Introduction to research proposal

What you still need to do:

1. Business email (due before the next lesson on Teams)

2. Advice chapter (summative)

3. Vlog (summative)

Have a lovely May break!