Learning Objectives
2 minutes readingEmail structure: Subject → Greeting → Purpose → Details → Action → Closing. Keep it clear and concise!
Grammar Explanation
4 minutes readingTo Clients, Senior Staff, External Partners
Greeting: "Dear Ms Lee," / "Dear Mr Johnson,"
Opening: "I am writing to enquire about..."
Closing: "Yours sincerely," (if you know name)
To Colleagues, Regular Contacts
Greeting: "Hi Sarah," / "Hello Team,"
Opening: "I'm writing to let you know..."
Closing: "Best regards," / "Kind regards,"
Formal: Dear Sir/Madam → Professional: Dear Ms Lee → Neutral: Hi Sarah → Informal: Hey! (avoid in business)
Context & Professional Usage
5 minutes readingEmail Structure
Common Phrases
Business English Examples
6 minutes readingProfessional Email Language
Clear purpose statement
Formal attachment reference
Polite request with deadline
Professional closing line
Common Email Mistakes
Use: "Dear Mr/Ms..." for clients
Use: "by [date]" or "at your earliest convenience"
Use: "Thank you" / "Please"
Professional Listening Exercise
6 minutesListen to Anna and Liam discussing how to write a professional email to a client:
Characters:
Anna: Project Coordinator
Liam: Senior Communications Manager
(Sound of office environment, typing)
Anna: Liam? I need to send an email to Mr. Ishikawa to provide an update on the project.
Liam: Of course. What's your subject line?
Anna: "Project Update."
Liam: Let's make it more specific. Try "Update on Alpha Project Timeline."
Anna: Good idea. For the opening, I wrote: "Dear Mr. Ishikawa, I am writing to provide an update on the project timeline."
Liam: That's a perfect formal opening. Now, for the main body, remember to be professional.
Anna: I've written: "Due to a supplier issue, there is a small delay. I've attached the revised schedule."
Liam: Let's make that attachment phrase more formal. Use "Please find the revised schedule attached." It's better for a client.
Anna: Okay, I'll change that. For the closing, I put, "I look forward to hearing from you."
Liam: That's a good closing line. And your sign-off?
Anna: "Best regards,"
Liam: Perfect. That email uses a clear structure and all the right professional phrases.
Vocabulary:
Subject line: The brief title at the top of an email.
Opening line: The first sentence that explains why you're writing.
Sign-off: The polite phrase at the end before your name.
Formal tone: Professional and respectful language for business clients.
Subject line: The brief title at the top of an email.
Opening line: The first sentence that explains why you're writing.
Sign-off: The polite phrase at the end before your name.
Formal tone: Professional and respectful language for business clients.
Question 1: What is the main purpose of Anna's email?
Question 2: Which subject line does Liam suggest?
Question 3: Which phrase does Liam suggest is more formal for sending a document to a client?
Question 4: Anna uses a standard formal sign-off: "_______ _______."
Quick Comprehension Quiz
4 minutesFormal greeting to a client whose name you know:
Professional way to mention an attachment:
Appropriate closing for a formal email:
Professional Practice Exercises
7 minutesExercise A: Complete the email phrases
1. I'm _______ to confirm our meeting on Monday.
2. Please _______ attached the quarterly report.
3. I look _______ to hearing from you.
4. Please don't _______ to contact me if you have questions.
Speaking Preparation
4 minutesPractice reading aloud formal and neutral email openings and closings.
Practice formal openings: "Dear Ms Lee, I'm writing to enquire about..."
Practice professional closings with action requests and sign-offs.
Key skills: Polite requests, telephone language, email structure
Next: Module 5 - Suggestions and Hypotheticals