Email Writing: Formal vs. Informal

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Questions and Answers

Which of the following is an appropriate formal opening salutation for an unknown recipient?

  • Dear Sir or Madam (correct)
  • Hey there
  • Hello everyone
  • Hi John

What is a suitable informal closing for an email?

  • Yours faithfully
  • Sincerely yours
  • Yours sincerely
  • Best wishes (correct)

Which phrase should you use when stating the purpose of your email in a formal context?

  • Hey, wanted to tell you...
  • Just writing to let you know...
  • I’m writing to you to... (correct)
  • Just a quick line to say...

Which word is the most appropriate formal substitute for 'ask'?

<p>Enquire (C)</p> Signup and view all the answers

Which of the following is an effective transition word to use when providing an example in an email?

<p>For example (D)</p> Signup and view all the answers

What is the most polite way to request assistance in a formal email?

<p>Would you mind assisting me? (D)</p> Signup and view all the answers

What is a formal way to express regret in an email?

<p>I regret to inform you that... (C)</p> Signup and view all the answers

Which of the following pairs contains an informal synonym for the formal expression 'to assist'?

<p>To help (D)</p> Signup and view all the answers

Which closing statement is most appropriate for a professional email?

<p>Yours sincerely, (C)</p> Signup and view all the answers

Which of the following is a polite expression to use when requesting a reply?

<p>I’d appreciate your response. (B)</p> Signup and view all the answers

Which opening salutation is appropriate if you know the recipient's name?

<p>Dear Ms/Mr [Last Name] (A)</p> Signup and view all the answers

Which closing is most suitable for emails when you do not know the recipient's name?

<p>Yours faithfully (A)</p> Signup and view all the answers

What is the most polite way to request information?

<p>Would you mind sending the details? (A)</p> Signup and view all the answers

Which of the following sentences is the most formal way to express gratitude?

<p>I appreciate your help. (A)</p> Signup and view all the answers

Which linking word is appropriate to use in this sentence: 'We had to postpone the meeting, ____ we could not confirm the agenda?'

<p>because (D)</p> Signup and view all the answers

Which phrase is informal when closing an email?

<p>Best wishes (A)</p> Signup and view all the answers

What is the most formal way to ask someone to assist you?

<p>I’d be grateful if you could assist me. (C)</p> Signup and view all the answers

Which of the following expressions is informal when apologizing?

<p>Just wanted to say sorry. (A)</p> Signup and view all the answers

Which is a formal way to open an email when addressing someone you have not met?

<p>To whom it may concern, (A)</p> Signup and view all the answers

Which linking word best fits: 'The project was delayed; ____ we did not receive the necessary approvals.'?

<p>because (C)</p> Signup and view all the answers

What is the meaning of the verb 'to provide' in a communicative context?

<p>To supply details or assistance (C)</p> Signup and view all the answers

Which phrase correctly conveys intent to obtain information about a new item?

<p>I would like to ask about your catalogue. (D)</p> Signup and view all the answers

What does 'to enquire' mean in this context?

<p>To inquire or seek information (C)</p> Signup and view all the answers

Which of the following expressions indicates an action of regret?

<p>I regret that you were dissatisfied. (B)</p> Signup and view all the answers

Which option represents a request for a response?

<p>I would be grateful if you could reply before this Friday. (D)</p> Signup and view all the answers

What action does the phrase 'can you give me' imply?

<p>To request information or assistance (D)</p> Signup and view all the answers

Which statement is a request to reserve a place?

<p>Can I book a room from 6 to 8 February? (A)</p> Signup and view all the answers

What does 'to reply' mean in a communication context?

<p>To respond to a message or inquiry (A)</p> Signup and view all the answers

Which option is synonymous with 'to answer'?

<p>To respond (B)</p> Signup and view all the answers

What does 'to receive' imply regarding an order?

<p>To acknowledge arrival of the goods (B)</p> Signup and view all the answers

Match the following formal email expressions with their informal equivalents:

<p>apologise = say sorry assist = help attend = come enquire = ask</p> Signup and view all the answers

Match the following email salutations with their appropriate level of formality:

<p>Dear Sir or Madam = Formal, unknown recipient Hi Margaret = Informal, known recipient Dear Ms. Smith = Formal, known recipient (No salutation) = Very informal, part of an ongoing chain</p> Signup and view all the answers

Match the following phrases with their typical use in email writing:

<p>I’m writing to you to / about… = Stating the purpose of the email Just a quick note to… = Informal opening Further to your earlier email… = Referencing a previous email I hope this helps. = Offering assistance or information</p> Signup and view all the answers

Match the following polite expressions with their appropriate level of formality:

<p>Could you please contact me at this address. = Formal polite request Would you mind… = Formal polite request I’d be grateful if you could… = Formal polite request Thanks for your help. = Informal expression of gratitude</p> Signup and view all the answers

Match the following email closings with their appropriate level of formality:

<p>Yours faithfully = Formal, unknown recipient Best wishes = Informal closing All the best = Informal closing I look forward to hearing from you. = Formal closing</p> Signup and view all the answers

In a formal email, you might start with 'Dear ______' when addressing a known recipient.

<p>Ms/Mr Smith</p> Signup and view all the answers

To politely request assistance, you might say, 'I would be ______ if you could help me with this.'

<p>grateful</p> Signup and view all the answers

An informal closing statement for an email could be 'Best ______'.

<p>wishes</p> Signup and view all the answers

A common phrase to open an email and state your purpose is, 'I’m writing to you to/about ______.'

<p>provide information</p> Signup and view all the answers

In formal correspondence, you might conclude with 'Yours ______' when addressing an unknown recipient.

<p>faithfully</p> Signup and view all the answers

Flashcards

Dear Sir or Madam

A formal way to start an email when you don’t know the recipient's name.

Could you please...

A polite phrase used to request something.

Hi Margaret

An informal way to greet someone in an email.

Yours faithfully

A formal way to end an email when you don’t know the recipient's name.

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So

A linking word used to show cause and effect.

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Thank you

A polite expression used to express gratitude.

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to apologize

A formal way to say 'sorry.'

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Further to your earlier email...

A way to refer to a previous email in the thread.

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All the best

An informal phrase used to express final greetings.

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I look forward to hearing from you.

A polite way to express interest in hearing back from someone.

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To enquire

To ask for information or clarification about something.

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To book

To request a service or make an arrangement.

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To regret

To express regret or sorrow about something.

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To provide

To give something to someone.

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To reply

To respond to a message or request.

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To get in touch

To make contact with someone.

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To tell

To inform someone about something.

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To require

To need something.

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To get

To receive something.

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Convenient

To make something convenient or suitable.

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Yours sincerely

A formal email closing used when the recipient's name is known. It conveys a respectful and professional tone.

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For example

A linking word used to introduce an example or illustration. It clarifies and provides further detail.

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Although

A versatile linking word that indicates a contrast or exception. It can be used to connect two opposing ideas.

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Polite expressions in emails

Using polite expressions like "please", "could you", "would you mind", and "I'd be grateful" when making requests in emails shows respect and professionalism.

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Formal vs. informal language in emails

Instead of saying "sorry", use the more formal "apologize" in business emails. This helps maintain a professional tone.

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Referencing previous emails

Phrases like "Further to your earlier email..." help connect your email to previous conversations and make the message more focused.

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Organizing an email with linking words

Linking words like "and", "also", "but", and "so" help connect ideas smoothly and make the message more organized.

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Formal email salutations

Using formal salutations like "Dear Sir or Madam" or "Dear Ms/Mr Smith" shows respect and professionalism, especially when you don't know the recipient well.

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Study Notes

Email Writing: Formal vs. Informal

  • Salutations:
    • Informal: Hi/Hello [Name], (No salutation) (especially in ongoing chains)
    • Formal (unknown recipient): Dear Sir or Madam
    • Formal (known recipient): Dear Ms./Mr. [Name]
  • Closings:
    • Informal: Best wishes, All the best, Best
    • Formal (unknown recipient): Yours faithfully
    • Formal (known recipient): Yours sincerely

Email Openings

  • General openings:
    • I’m writing to you to/about… (e.g., "I'm writing to you about the annual meeting.")
    • Just a quick note to… (e.g., "Just a quick note to say that I'm sorry but I can't come to the annual meeting next week.")
    • I’m contacting you to/about… (e.g., "I'm contacting you about my order LX789.")
    • Just writing to… (e.g., "Just writing to thank you for sending me the documents.")
  • Referencing a previous email:
    • Further to your earlier email… (e.g., "Further to your earlier email, I would like to inform you that we have received your message and are currently reviewing your request.")

Email Closings

  • Common closings:
    • I look forward to hearing from you.
    • We look forward to your order.
    • (I) hope this helps. (e.g., "I hope this document helps you.")
    • (I) hope to hear from you soon.
    • Have a nice day., Have a nice weekend.

Email Organization

  • Linking words/expressions:
    • and, also, actually, too, but, although, because, so, that’s why, for example, for instance
    • These words connect ideas smoothly. (e.g., "We increased the budget, so we were able to invest in new software.")

Being Polite

  • Polite expressions:
    • please, thanks, thank you, could you, would like, would you mind, I’d be grateful if you could…
    • Phrase examples: Could you please contact me at this address?, I’d be grateful if you could send me this document.
  • Example usages: Could you please come and check what the problem is?, I would like you to solve this problem as soon as possible., Would you mind sending it to me as soon as possible?, I’d be grateful if you could send me this document as soon as possible.

Formal vs. Informal Vocabulary

  • Equivalent pairs:
    • apologize/say sorry, assist/help, attend/come, contact/get in touch, convenient/ok, enquire/ask, inform/tell, provide/give, receive/get, regret/be sorry, reply/answer, require/need, reserve/book
    • Use formal equivalents in professional correspondence.

Quiz Structure

  • Question Types: Multiple choice, fill-in-the-blank, matching, short answer/rewrite, scenario-based.
  • Scope: Range from basic knowledge to complex email composition tasks.
  • Difficulty: Vary the difficulty within each section.
  • Content: Covering salutations, closings, openings, organizing ideas with transitions, polite requests, formal/informal vocabulary conversions, and realistic scenarios.
  • Scenario-based: Include realistic email scenarios with open-ended questions for practical application.

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