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 colleagues discussing email writing:
Manager: Hi Tom. I noticed your email to the client had a few issues. Can we review it together?
Tom: Of course. What should I improve?
Manager: First, the subject line just said "Question". That's too vague. What was the email about?
Tom: I was asking about their delivery schedule.
Manager: Right. So a better subject would be "Query: Delivery Schedule for Order #1234".
Tom: That's clearer. What else?
Manager: You started with "Hi!". For clients, I'd recommend "Dear Ms Chen" or at least "Dear Chen Wei".
Tom: I see. More formal for external contacts.
Manager: Exactly. And your opening said "I want to know about..." It's better to write "I'm writing to enquire about..."
Tom: That sounds more professional.
Manager: Yes. Also, you ended with "Thanks, Tom". For clients, use "Kind regards" or "Best regards" with your full name.
Tom: Got it. I'll rewrite it now.
Manager: Great. And don't forget to include a clear call to action, like "Please confirm by Friday."
Question 1: What was wrong with Tom's subject line?
Question 2: What greeting should Tom use for clients?
Question 3: Complete: "I'm _______ to enquire about..."
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