Short messages at work: learn

In this lesson you will

Write a clear subject line and put the main point of a message first
Use polite, direct phrases to give an update, ask for action and offer help
Answer every request in an email with one short paragraph for each point
Write a TOEIC-style reply in 10 minutes and a TOEFL-style email in 7 minutes

Before you start

Think about these questions, or answer them aloud.

→What kinds of messages do people send at work or at school? Think of three.
→What makes a work email annoying to read?

Three kinds of short message

At work, most writing is short. Three kinds of message are very common:

Notes to a colleague: a reminder, a phone message, a quick request.
Replies: answering a question or a request from a colleague, manager or customer.
Updates: telling someone what you have done, what you are still doing and what the next step is.

Busy readers want to understand the message quickly. So:

Put the main point first. Say why you are writing in the first one or two sentences.
Keep one topic per message, with a clear subject line.
Say exactly what you need and when: Could you send me the report by Thursday?
Be polite but direct. Short sentences are fine in a work message.

Useful phrases
Purpose	Phrases
Starting a reply	Thanks for your email about… / Thank you for getting in touch.
Giving an update	Just a quick update on… / I'm writing to let you know that… / I've finished… / I'm still waiting for…
Explaining a problem	Unfortunately, … / I'm afraid that…
Asking for action	Could you please… by Friday? / Would it be possible to…? / Please let me know if…
Apologising	Sorry for the delay in replying. / I apologise for any inconvenience.
Offering help	If you need anything else, just let me know. / I'd be happy to…
Closing	Thanks in advance. / Best regards, / Kind regards,

Weak and strong subject lines

Weak: Hello → Strong: Meeting room change: Thursday at 2 p.m.
Weak: Question → Strong: Sales report: can we move the deadline to Friday?
Weak: Important!!! → Strong: Office closed on Monday for repairs

Answer every request

Many emails ask for more than one thing. Before you reply, number the requests. For example, an email might ask you to confirm a date, suggest a time and say who will attend. That is three points, so your reply needs three answers.

A simple plan for a reply:

Thank the writer, or say what you are replying to.
One short paragraph for each request.
A closing line: an offer of help or a polite request for a reply.

The email you received

From: Karen Wu, Office Manager

To: Design team

Subject: Moving to the third floor

Hi all,

As you know, our team is moving to the third floor on 14 June. To help us plan, please reply by Friday and tell me what you need for your new desk. If you have any questions about the move, please ask them in your reply.

Thanks,

Karen

The task

Respond to the email as if you are a member of the design team. In your email, give TWO pieces of information about what you need and ask ONE question.

Model reply

Subject: Re: Moving to the third floor

Hi Karen,

Thanks for organising the move. I have two requests for my new desk. First, I use two computer screens for my design work, so I will need a desk that is big enough for both of them. Second, I sometimes have back pain, so I would be grateful if I could keep the adjustable chair that I use now.

I also have a question. Will we have our own lockers on the third floor, or should I take my personal things home before the move?

Please let me know if you need any more information.

Best regards,

Daniel

How a strong writer does it

The task has three points: two pieces of information and one question. Daniel answers all three, and each one is easy to find.
Signals: I have two requests, First, Second, I also have a question show the reader the structure.
Each request has a reason: for my design work, I sometimes have back pain. This makes the request reasonable and polite.
Tone: friendly but professional (Hi Karen, Best regards). Karen wrote Hi all, so Hi Karen is the right level.
A clear subject line (Re: shows it is a reply) and a short closing line.

Length: about 100 words, which is realistic in 10 minutes.

Gap fill

Complete the update

Complete the email with words from the box. There are two extra words.

Subject: Update: client visit on Thursday Hi Tom, Just a quick on the client visit. I have the meeting room for 10 a.m., and lunch has been ordered for six people. I'm waiting for the client to confirm how many people are coming. you please print the sales reports by Wednesday afternoon? Please me know if you have any questions. regards, Mia

Put in order

Put the reply in order

Carlos asked Anna to help with the presentation for the team training day. Put the sentences of Anna's reply in the correct order.

1Thanks for your email about the team training day.
2However, I'm on holiday until 3 May, so I can only start preparing after that.
3Let me know if that works for you.
4I'm happy to help with the presentation on customer service.
5Could you send me last year's slides so that I can look at them when I'm back?

Writing task

Write an email (TOEFL style): a progress update

You have 7 minutes. Plan for 1 minute: write one note for each of the three points.

You work part-time at your university library. Your supervisor, Ms Patel, asked you to finish adding the new books to the library's online list by Friday. On Wednesday, the computer system stopped working for three hours, so you are behind.

Write an email to Ms Patel. In your email, do the following:

Give her an update on the task.
Explain the problem.
Suggest a solution.

Write as much as you can in 7 minutes.

Write at least 80 words · about 7 minutes

7:000 / 80 words

Email for the TOEIC task

From: Greg Holt, Training Coordinator

To: All staff

Subject: First aid course

Dear colleagues,

We are planning a free one-day first aid course for staff next month. The course will run on a weekday, and places are limited to 15 people. If you would like to take part, please reply to this email.

Best regards,

Greg Holt

Writing task

Respond to a written request (TOEIC style)

You have 10 minutes. Read Greg's email above, then write your reply.

Respond to the email as if you are an employee who wants to take the course. In your email, give TWO pieces of information about yourself or your availability and ask TWO questions about the course.

Write at least 80 words · about 10 minutes

10:000 / 80 words

Save words to review them later with flashcards.

update
new information about how something is progressing
“Can you give me an update on the project?”
colleague
a person you work with
“I asked a colleague to check my report.”
supervisor
a person who manages and checks the work of others
“My supervisor asked me to finish the list by Friday.”
deadline
the time or day by which you must finish something
“The deadline for the report is Thursday.”
confirm
to say that something is definitely true or will definitely happen
“Could you confirm the time of the meeting?”
available
free to do something or meet someone
“I'm available on any weekday except Tuesday.”
client
a person or company that pays for a service
“The client is visiting our office on Thursday.”
behind (with work)
late in doing the work you should have finished
“The system crashed, so I'm behind with the list.”
in advance
before something happens
“Thank you in advance for your help.”
certificate
an official document that shows you completed a course
“Everyone gets a certificate at the end of the course.”

Key points

Put the main point of a work message first, and use a clear subject line.
Number the requests in an email and answer each one in its own short paragraph.
Say exactly what you need and when: Could you… by Friday?
Give a short reason for each request; it makes you sound reasonable and polite.
TOEIC Respond to a written request: 10 minutes per email. TOEFL Write an Email: 7 minutes.

Check your answers in the practice exercises to record a score.

Up next · Writing B1 Foundation

B1 writing review test

Go to lesson

Warm-up

In this lesson you will

Before you start

Three kinds of short message

Answer every request

Quick check: clear work messages

The email you received

The task

Model reply

How a strong writer does it

Complete the update

Put the reply in order

Write an email (TOEFL style): a progress update

Email for the TOEIC task

Respond to a written request (TOEIC style)

Key points

Warm-up

In this lesson you will

Before you start

Three kinds of short message

Answer every request

Quick check: clear work messages

The email you received

The task

Model reply

How a strong writer does it

Complete the update

Put the reply in order

Write an email (TOEFL style): a progress update

Email for the TOEIC task

Respond to a written request (TOEIC style)

Key points