How to write a professional email
- 1. GuideANGLAIS 84/ Management / Septembre 2013 3. common expressions Septembre 2013 / Management / 85 2. Cross Cultural Ce service est offert par Telelangue, leader de la formation en langues auprès des entreprises et des particuliers testez-vous Evaluez votre niveau en anglais, espagnol, italien, allemand ou néerlandais sur Management.fr Recevez gratuitement un bilan personnalisé avec un programme de formation qui correspond à vos besoins. Bénéficiez de sept jours de cours offerts sur Internet, qui seront adaptés à votre niveau et à votre métier, et d’une session par téléphone avec un professeur particulier pour acquérir plus d’aisance à l’oral. Solutions: 1-a, 2-c, 3-a, 4-a, 5-b, 6-c, 7-b 1. situation 5. your turn4. flash lessons 178 mm x 116 mm Reason for writing • I am writing to enquire about the PDF you sent me this morning. • This is just a quick email to remind you that I will be out of the office next week. • Just a reminder that we have a meeting tomorrow at 2 pm. • The purpose of this email is to… Request a response • I await your response at your earliest convenience. • Please let me know as soon as you can. • I look forward to hearing back from you. • When you have a moment, can you... Request action • I would appreciate your immediate attention on this matter. • I would be grateful if you could forward me the minutes from yesterday’s call. • I really need your help on this. • Can I ask you to do me a favor? Give good news • I am delighted to tell you that the job is yours. • It is our pleasure to inform you that… • I have the pleasure in confirming our business transaction. • You will be happy to hear that… Give bad news • We regret to inform you that your business proposal has been rejected. • I am afraid I have some bad news. • Regrettably I must decline your offer due to… Apologize and reassure • I’m sorry for the delay and I’ll look into the matter ASAP. • Permit us to express our sincerest apologies and ensure you that the issue is being addressed. • We are sorry for any inconvenience this may have caused. Follow up • I am following up on our meeting last week. • Have you had the chance to review the information we sent you? • According to our records we still have not received your payment. • Further to our phone conversation… Attach documents • Attached is the file you requested. • Please find attached the minutes of yesterday’s meeting. Conclude an email • Yours sincerely • All the best/Best • Best regards/Kind regards/Regards • See you soon/Talk soon. • Feel free to contact me with any more questions. • I look forward to meeting you at the conference next week. Choose the best answer 1. Which country prefers to build a face-to-face relationship before conducting business? a) Turkey b) New Zealand c) USA 2. In which country should you be particularly cautious in answering quickly to a business email? a) USA b) Turkey c) New Zealand 3. What is an attachment? a) A document which accompanies an email. b) A computer program to write emails. c) A term for a well-written email. 4. Which of the following is NOT a correct way to introduce the purpose of your email? a) I write to confirm our appointment. b) I am writing to confirm our appointment. c) This email is to confirm our appointment. 5. Which is a formal way to conclude an email? a) Best regards. b) I look forward to meeting you at the conference next week. c) See you soon. 6. What should NOT be written in order to apologize? a) “Permit us to express our sincerest apologies.” b) “I am sorry for the delay and will look into the matter.” c) “We are considering taking legal actions against you.” 7. In the United States emails are expected to be… a) sincere and honest b) Well-written, concise and direct c) casual and friendly Idiom of the month: The proof is in the pudding. La preuve est dans le pudding. On juge l’arbre à ses fruits. or C’est au pied du mur qu’on reconnaît le maçon. Translation of the month: J’ai besoin de votre document d’ici à demain. I need your document from now until tomorrow. I need your documents by tomorrow Rule of the month: Merci d’envoyer votre réponse avant mardi Thank you to send your reply by Tuesday Please send your reply by Tuesday We don’t use “thank you” to make a request, but rather “please + verb”. We use “thank you for + ING” to give thanks after someone has done something. BobandSusanhadaveryimportantbusinesscallwithcolleaguesfrom NewZealand.BobisfollowingupwithSusanaboutthemeetingminutes. Howtowrite aprofessionalemail Bob : “Did you email me the updated document from our meeting? I would like to be able to send you my revisions by the end of the day.” Susan : “Yes. I also put the rest of the team on CC, so be sure to click on “Reply” and not “Reply All” which sends your revisions to everyone in the group, just like you accidentally did with that personal email to Sylvia in marketing last week!” ILLUSTRATION :GwenkEraval USA Businesspeopleareusedtomakingup theirmindsquicklyanddecisively.They valueinformationthatisstraightforward andtothepoint.Companiesexpect well-written,concisemessages. Do: place the main point of your email in the opening sentence and keep the email short, two or three paragraphs. Don’t: overlook grammar, punctuation and spelling. An unedited message appears lazy and unprofessional. Turkey Companies believe in traditional hospitality and want to do business with those they know. They prefer to slowly build relationships by communicating in person rather than writing or emailing. Do: be polite, briefly introduce yourself at the beginning of an email. Don’t:make a business proposal via email. Turks prefer to communicate directly, especially if the topic needs to be explained or negotiated. New Zealand In New Zealand, they prefer to keep business and personal life separate. Companies do not want to appear overly friendly and appreciate formality, directness and honesty in corresponding. Do: respond quickly to messages, otherwise you may be perceived as unreliable. Don’t: add color, graphics, emoticons (smileys) or slang to your emails. Write themasiftheywereprinted,formalletters.