Emails in English - How to Write an Email in English - Business English Writing

Summary

This video script from Oxford Online English teaches viewers how to craft effective emails in English. It covers the essentials, from choosing the right greeting to structuring the body and ending with an appropriate sign-off. The lesson emphasizes clarity and brevity, providing examples and phrases for various email scenarios, ensuring that viewers can communicate professionally and efficiently in their digital correspondence.

Takeaways

• 📧 Start emails with an appropriate greeting based on the formality of the situation, such as 'Dear' for formal emails or 'Hello' or 'Hi' plus the person's name for less formal ones.
• 👋 For informal emails, it's acceptable to begin with just a name or even omit a greeting altogether, especially if communicating frequently with the same person.
• 💡 After the greeting, quickly explain the purpose of the email to ensure clarity, especially when the recipient receives many emails daily.
• 📝 Use phrases like 'I’m writing regarding…' or 'I would like to ask about…' to introduce the topic in a formal context, or more direct questions or statements for informal emails.
• 🔍 When describing a problem, provide details in a new paragraph, keeping it concise with two to three sentences, and prioritize the most important points.
• 🔑 Include calls to action that clearly state what you expect from the recipient, adjusting the directness based on your relationship and the urgency of the request.
• 🔄 Use linking phrases like 'There’s one more thing I’d like to discuss with you' to transition between multiple points in an email.
• 📚 Practice structuring your email with an appropriate greeting, a clear introduction of the topic, detailed paragraphs, and a direct or indirect call to action.
• 📢 Make sure to end the email with a sign-off and your name, using formal or informal language depending on the context, and remember to capitalize and punctuate correctly.
• 📈 Organize your email into paragraphs to keep your ideas structured and clear, making it easier for the reader to follow your points.
• 🌐 For further learning, visit Oxford Online English for more free English lessons and resources.

Q & A

What is the main purpose of the lesson in the transcript?

The main purpose of the lesson is to teach individuals how to write clear, natural-sounding emails in English, focusing on structure, clarity, and appropriateness for different contexts.

What are some greetings that can be used when starting an email?

Some greetings include 'Dear Lina', 'Dear Sir/Madam', 'Dear Mr. Hill', 'Hello', 'Hi Ryan', 'Hi', and 'Hey', depending on the formality of the email.

Why should emails be less formal than letters?

Emails are generally less formal than letters because they are more commonly used for day-to-day communication and are often quicker to write and respond to.

What are some polite phrases used in business emails after the greeting?

Some polite phrases used in business emails include 'I hope you're well' and 'How are you?', which are typically used without expecting a response.

How should the purpose of the email be introduced after the greeting?

The purpose of the email should be introduced as concisely as possible, using phrases like 'I’m writing regarding...', 'I wanted to follow up on...', or 'I would like to ask about...'.

What is the recommended approach for writing the body of an email?

The body of an email should be clear and easy to follow, with supporting information in a new paragraph, limiting the content to two to three sentences, and starting with the most important point.

How can one add details to the points made in an email?

Details can be added by using a short introductory sentence followed by a paragraph with two to three sentences that provide more information about the point being discussed.

What is a 'call to action' and why is it important in an email?

A 'call to action' is a statement that clearly indicates what the sender expects the recipient to do, making it important for clarity and ensuring the recipient understands the next steps.

How should the sign-off of an email be structured?

The sign-off should be appropriate for the formality of the email, with words like 'Regards', 'Best Wishes', or 'Kind Regards' for more formal emails, and 'Cheers' or 'Take care' for less formal emails, followed by the sender's name.

What is the significance of structuring an email with clear paragraphs?

Structuring an email with clear paragraphs helps to organize the content, making it easier for the recipient to understand the sender's ideas and follow the flow of communication.

How can one practice writing an email based on the lesson?

One can practice by writing an email to a manager, colleague, or client, using the appropriate greeting, introducing the topic, adding details, including a call to action, and ending with a sign-off and name.