Think about these questions, or answer them aloud.
Before you write, ask: Who will read this email, and how well do I know them?
Most exam emails to teachers, professors, managers and organisers should be semi-formal or formal. Emails to a friend should be informal.
| Part of the email | Informal (to a friend) | Formal (to a company or manager) |
|---|---|---|
| Greeting | Hi Sam, / Hey Sam! | Dear Ms Patel, / Dear Sir or Madam, |
| Opening line | Thanks for your message! / How are things? | I am writing to ask about… / Thank you for your email. |
| Asking for something | Can you send me…? | I would be grateful if you could… / Could you please…? |
| Apologising | Sorry I didn't reply sooner. | I apologise for the delay in replying. |
| Closing line | Can't wait to see you! / Write soon. | I look forward to hearing from you. |
| Sign-off | Love, / Cheers, / Best, | Yours sincerely, / Yours faithfully, / Kind regards, |
Hi Jess,
Thanks so much for inviting me to your birthday dinner! I'm really sorry, but I can't come on Saturday. My manager has asked me to work an extra shift, and I couldn't say no.
Can we celebrate next week instead? I'd love to take you out for lunch, maybe at that new Thai place near the station. Let me know which day suits you.
Have a brilliant time on Saturday!
Love,
Maria
Dear Mr Novak,
I am writing about the Business English course that begins on Monday 14 April. Unfortunately, I will be unable to attend the first class, as my company is sending me to a conference in Vienna that week.
I would be grateful if you could send me the materials for the first lesson so that I can prepare before the second class. I would also like to ask whether it would be possible to meet my teacher briefly to discuss what I have missed.
Thank you for your understanding. I look forward to hearing from you.
Yours sincerely,
Maria Lopez
Both emails have the same purpose: Maria cannot come to something. But the language is very different.
Both emails are short, clear and organised into paragraphs: one for the reason, one for the request, and a closing line.
Match each informal phrase with its formal version. There is one extra option.
Complete the email with words from the box. There are two extra words.
You recently joined a weekend photography club at your local community centre. Last Saturday, the club leader, Mr Hughes, told the group about a photo competition, but you missed some of the details.
Write an email to Mr Hughes. In your email, do the following:
Write as much as you can in 7 minutes.
Write at least 80 words · about 7 minutes
Save words to review them later with flashcards.
“Use formal language when you write to a company.”
“My emails to my brother are very informal.”
“The tone of your email should be polite.”
“I sent a request for more information.”
“I apologise for the late reply.”
“I would be grateful if you could call me back.”
“I am unable to attend the meeting on Friday.”
“Unfortunately, the course is already full.”
“I am writing to enquire about your evening classes.”
“We had to postpone the trip because of the weather.”
““Yours sincerely” is a formal sign-off.”
