How to Write Emails in English - Business English

to our weekly livestream my name is Alisha and today we're going to talk about how to write emails in English in this lesson I'm going to cover some vocabulary and some expressions that you can use in your emails to hopefully sound a little bit more professional and I'm also going to cover all of the basic parts of a typical email in English so I've planned this so that you can use this in business situations or in school situations or even in more like casual communication with your coworkers so as you join please don't forget to like and share the video so that other people can find today's lesson and also make sure to send a message in the chat so that we can say hello to you a couple of announcements while we wait first as always there's free stuff from the link below the video if you're watching on YouTube or above the video if you're watching on Facebook maybe for today it's good to focus on a business English PDF this is one of them so you can take a look at all of these topics by checking the link below or above the video a bunch of different things have to refer to a second point is please PLEASE a request from me this is a screenshot from our weekly Q&A series called ask Alisha if you don't know this series you can send me your questions vocabulary grammar culture related questions send them to the official question submission page for this series and I will maybe answer it so this is a screenshot from it and someone asked me about the difference between specifically and especially so please send me your questions the official submission pages English class 101.com slash ask - alright those are my announcements for this week I see a few people in the chat hello on YouTube Rahul hello Elmen hello Miguel Donovan khan naino Deeks konnichiwa hello murricans sorry I can't read your writing there Claudio hello please tell us about emails to request a reservation for hotel hopefully you will find the answer to that in today lesson on Facebook hi everybody coos all Pannell senator ah sorry Marilyn can fall I see oh my gosh is going fast tam Muhammad hi everybody thanks very much for joining us I'm going to start in mini one or two minutes so if you're just joining please make sure to like this video and share this video so others can find today's lesson hair is in my face today a lot I'm going to share the lesson and then I'm going to get started so I've broken today's lesson in two parts yes as usual but for this lesson I'm going to talk about each part of an email each part of like a typical email in English so we can talk about the vocabulary and some expressions that you can use in each of these parts so let us begin okay good I see there are many people there now fantastic all righty so let's start then I've numbered each of the parts of this email so you can kind of see which part I'm talking about so I want to start with some vocabulary and some expressions from this part so right up here where you choose who to send your email to and some other points about this part here vocabulary points to start so let's first talk about this section of an email and a couple of interesting words you can use so email vocabulary and expressions like for sending and receiving first I want to talk about these two things that you see at the top of your email where you choose who to send it to I want to talk about CC and BCC CC and BCC so I think many of you know how to use CC and BCC yes of course if you don't know CC means Carbon Copy so a carbon copy means a duplicate email so that means you are sending a copy of the email of that email to the main person or the main group and then you send a copy of that email to someone else so maybe they're not like the main person you want to send - but it's important they see the email so the reason I included this here is because I want to talk about how we use this see see in sentences so we use CC as a verb to CC someone so for example please CC me on project update emails or sorry I forgot to CC you on that email so we use CC as a verb and also you'll notice this on we use CC someone on an email we use the preposition on when we use this CC as a verb so please keep this in mind we can do the same thing then with BCC VCC if you don't know BCC VCC means blind carbon copy blind carbon copy so that means it's a duplicate email it's a copy of the email but all of the recipients are secret so that means if I send a like a BCC email to all of you that means you can see the email but you can't see the other people I sent it to with a simple Carbon Copy you can see everybody so we use BCC as a verb as well so for example I'm sorry there's a couple different ways to use this the first example is this send the contest results to everyone via or via BCC so that means through BCC so please use BCC to send this as a verb as I talked about with CC I bcc'd this is past tense just a DD so treat it like a regular verb I bcc'd the whole team on that email so we can use both of these as verbs and again we use on to BCC someone on something or to CC someone something so please keep this in mind okay so that's the the first part here about like choosing who you want to send your email to I want to move now to parts 2 & 3 first part 2 here this part of the email is your greeting so how do you greet someone in an email what's the best way to do it if you don't know the person you're sending it to if they are above you if you're in a business situation if it's a polite situation just use dear-dear plus mister ms or mrs. surname so surname means your last name or your family name so use just dear mr. Smith or dear Miss Smith dear mrs. Smith if that person has a title and official title for example professor or vice president or a doctor or something like that if they have a title and you know about the title use their title plus the surname so like dear professor Smith or dear vice president Smith or dear dr. Smith so if they have a title it's good to use that title if you're not sure just stick with dear mr. or miss or mrs. so try to use their title if you know it and if you're not sure if you think they might have a title just google them see if there's some title you can use please note we don't use uh we don't use teacher so like if you wanted to email me if you had my email address and you wanted to email me you would not write dear teacher Alicia it wouldn't make any sense you could just say dear Alicia so in art like with students I tried to keep it casual so I tell people to use my first name you might encounter that you might meet people like that too who say please use my first name in that case you can use dear their first name or this pattern like hello or hi + first name so this is a pattern I use with my co-workers with the people who are in my office with me so like Arisa or whatever or hi Risa hello Risa someone that I'm close to hey Risa if you're watching that's someone that I'm close to I just used first name if you use someone's last name it's gonna sound a little too formal in many cases so please keep in mind this is for English emails if I always use maybe a last name someone's last name in my English emails to someone it sounds like there's distance I know in other cultures it's very common to use last names but we use first names typically in English okay any questions in there I cannot I do not see any questions um no okay so continuing on I've included here in parentheses hey hey first name you can use hey first name very casually like we use hey so-and-so in our office communication we don't use this or sorry let me backtrack we use in addition to email we also use like software to communicate instantly like instant message software kind of stuff so in those cases we also use casual greetings inside our office the K person or hello person so again use these with people you are kind of close to use these to sound more polite if there's distance if you're not sure go with deer that's usually the best one to use okie dokie that's good alright I don't see any questions so let's continue on to part three part three is this part of an English email so after you've sent your greeting your dear person whatever after you've done that the next part is this part this kind of group of sentence is a few sentences maybe like three or four this is your introduction your introduction to your email so start with something friendly hi I hope you're doing well or if you know the person I hope you're enjoying this weather some kind of friendly introduction I like to use I hope you're doing well I or I hope you are well something like that so start with a friendly sentence that's your first start hope you're doing well and then answer this question who are you who are you so this person needs to know who you are so if you're like a student say hi my name is Alicia I'm a student in your Tuesday economics class or something or hi I'm from the sales department in the company my name is so-and-so who are you identify yourself then what's your connection to the recipient so if you don't answer this here you need to establish it here so if for example you're emailing somebody that's like I don't you're you're trying to make a new business connection and they don't know who you are you should probably explain how you found their email or how you found their contact information so if you found them on like a blog you can say I found your blog online as I was researching or I found you in this magazine article so what is your connection to the recipient what is your connection to the person you are emailing forth what is the purpose of your email why are you emailing this person so I'm writing to you too I'm writing to you too so my favorite I guess way to phrase this is I'm writing to ask if I'm making a request like I'm writing to ask if you would be interested in participating in my interview series or I'm writing to ask if you would be interested in attending this event so I'm writing to ask wow I'm writing to ask is a good one to use if you have a request for someone so please consider these four points when you're preparing your introduction I will see if I can see any questions yeah what is the purpose of your email yeah so this means please answer this question answer this question what is the purpose of your email so I I'm writing to you to ask or I'm writing to you because so give the person some idea of why you're connecting with them all right some people are sending their emails maybe don't put your email address in the chat everybody you might get it might get picked up from something suspicious okay mmm well there's a very long comment office documents any new ways to our office documents uh there are ways to write office documents yes but today we're focusing on email so maybe another time I can talk about that okay I don't see any questions so we'll finish with this part now I'll take a quick break and then we'll go to the next part for today so in case you missed it earlier free stuff as always for you this week if you are watching on YouTube you can find all of these from the links below the video if you're watching on Facebook check the link above the video if you're watching on Instagram check Facebook or YouTube there's free PDFs available for you to download many different topics I showed this business one earlier this is a good one for practicing job titles this section I know you can't see it this section is all about common job titles in English so you can look at a few of these that you might need to use in email this might be a good one I thought to use if you are emailing a friend however and you're like writing because you want to like invite them to some to something some activity you might check this one it's hard to see you sorry this is leisure time hobbies hobby activities and vocabulary so check this one out for that and there are a bunch of other topics too so take a look I have to back up camera okay so check these out I'll show them to you again later a few more but they are all freaks so grab them download them from English class 101.com all right oh you can zoom in on me okay cool all right so with that let's continue to part two the second half of today's lesson you like when I break the fourth wall okay the fourth wall is the distance between the viewer and the audience okay just so everyone's in on our jokes okay let's continue to the next part if you are just joining us today's topic is how to write emails in English I have talked about introductions and some vocabulary now I'm going to talk about like the main part kind of the meat of the email how do we prepare these parts of the email how do we get to like our questions or our details so let us begin also if you have not please make sure to like the video and share it too so others can find today's lesson I know lots of people have asked about this okay onwards um let's go to part four so part four I've included kind of like this on my visual here part four is this kind of thing it looks small I know but this is for if you are including like links or references or if you have attachments to your email so like files you want to send a URL you want to send like a YouTube video or something like like PDFs or whatever so how do you talk about that so in your in your email maybe like right here just above where you send your link just above where you put the link you might say something like please see the following links please see or please take a look at the following links so the following means the links that come after this sentence please take a look at the following links or more formally please refer please refer to the attached document or documents for details so again this is for an attachment please refer to the attached documents for details so this is one not for a link here but when you have a file to attach at the bottom of your email another one below are some links for reference please note I've used the plural here below so meaning below this sentence are some links plural some links for reference so this is used if you're just sending like background information it's not like a hundred percent essential but you want them to have some like information you can say below are some links for reference or for your reference is also okay Maxie says what's the difference between grab and download grab is informal so I use grab here a lot to mean like just quickly get something to download something means physically to put it on your computer so we don't use a grab for like a coffee we can use grab for a coffee it means to get something very quickly so we can use it for other things that are not digital download we use for digital things we put on our computer ok Elya some says first time to see me live Google hey ok Alex on facebook says attached please find such-and-such yes so you can use that pattern too I'll add it here attached attached please find whatever please find this file or please find the PDF please find the data please find the image good yeah below are some links for your references also ok Oh other points please press the following link from below the video says bori ah instead of press when you want to talk about a link we use the verb click so please click the link so we use that in like our videos a lot so click the link in the description use click for links in this case for emails we tend to use check more like please check the following link that one sounds a little more natural please check the following link I want PDF cheat sheets I want PDF sheets do you mean the ones I showed you you should check the link please see the link that's perfect below the video if you're on Facebook above the video on Facebook above the chat box okay ah darman sets attached our or attached is this depends on the number of files so attached attached are is a plural form attached our files final zip sorry it's hard to see oh that's really hard to see attached our files oh hey Israel let them attached our files or attached is a file so attached is sorry is it really hard to see they're kind of attached is a singular a file or a picture of something so attached is is the singular form of that please give a lecture on how to write a resume I think I've done a live stream about that before you might search the YouTube channel if not I will put it in my list of things to do give us a screenshot of the blackboard and all of its contents I will do that at the end of the lesson I will step away for a second so you can take a screenshot okay uh I don't see other questions yet so I'm gonna continue on okay so this is a links references and attachments let's go on to part five this is maybe the most difficult part or the part that many people don't feel confident about are five questions and requests for action so when you want someone to do something how do you request that how do you ask them to do that and so a couple of different patterns these are very open patterns so that you can choose which you prefer first would you be interested in something something I ng would you be interested in something something ing so this is uh when you're trying to invite someone to do something this is this is kind of a more formal invitation pattern and when I have this ing here I mean we're using a verb in the ing form some very common examples are would you be interested in meeting or would you be interested in attending would you be interested in joining participating teaching speaking so you're inviting someone to do something hares really in my face today sorry guys so would you be interested in I ng this is a formal invitation phrase another one please complete and return the attached form or the attached forms by a certain deadline so this is good for maybe like students or if you have some people in your in your workplace that need to complete some kind of form so please complete and return so that means fill in or fill out either sign the form and return it to the sender so return the attached form or the attached forms by your deadline so by next week or by March 15 whatever so this is a good one to ask someone to finish some paperwork okay if you want to request a meeting in a soft way do you have some time available for a discussion about topic do you have some time available so this is not even like this you could use this would you be interested in meeting is also okay this one sounds even more soft like even softer do you have some time available for a discussion about our new project so you can use this to very softly ask someone if they have time to meet with you one more could you please let me know what dates and times would work for you could you please let me know what dates and times would work for you this is if you are scheduling a meeting your scheduling a meeting or your scheduling an event and interview something like that so these are some expressions that you can use often together to complete this part generally like the request or like the question comes at a near the end of the like this so you can use these together so for example like I sent a couple emails recently I asked people if they wanted to meet me like to have a meeting with me I said that would you be interested in in like in participating in this project and if so so that's another word you can or expression you can use to connect your ideas if so we put it here it's so it would come before the next line which means if you are interested do you have some time available next week or if so could you please let me know what dates and times would work for you so you can use these together are you interested in this when are you available so that's a very like efficient way so you don't have to send a bunch of emails back and forth okey dokey [Music] yeah what's the difference between in time and on time this very common question I have a video on the channel I think an ask Alicia about that quickly on time means you are at the at the scheduled time for something in time means you have enough time to do something I can't watch the live now cool this is being recorded you can check it out later um Alex on Facebook says I request a meeting with you and John at 5:00 p.m. if you say I request a meeting it sounds a little too direct like I would like to have a meeting with you and John at 5:00 p.m. would this be okay with you so phrase it is a question if you say I request it sounds a little too direct if you're in like a manager's position maybe that's okay if you're not then it's gonna sound a little too strong one most hello Diaz yes I'm very sorry if I just said that wrong could you please explain how I can describe changes in a file attached yeah if you have if you've sent like one file and then you send an updated file you can use this a some things similar to this pattern it's hard to see here so I'll add this in bloom please see the attached file for updates for updates or for an updated version something like that so please see the attached file it is the latest version is another way that you could say that I hope that that answers your question okay what does tokidoki mean as you often say I usually say okie dokie okie dokie means okay Doki don't you mean sometimes in Japanese that's pretty funny okie dokie it means okay I say okie dokie a lot others is that example for formal or informal emails good question these I'm I created these for more formal emails so things that you can use in business or in work so but you can use just more casual everyday language if you're talking to a friend or a close co-worker so these are a little bit more formal these expressions let's see some other ones can you please explain how to write an email to the boss this is it so these are all expressions you can use when you're writing with your boss these are all fine to use when you're talking with your boss I have not included any like direct or rude or anything like that here these are all okay to use with your boss okay let's continue on then let's go we're almost out of time so let's go to part 6 near the end of your email then part 6 down here is where you express thanks so expressing gratitude for the other person's time so you can use I like to use thank you kindly for your time thank you kindly for your time so thank you in other words for giving me your time to read my email thank you kindly for your time or thank you very much or more casually thanks thanks so end here with a thank you and then closing closing so this means like the last line in your email gosh the last line in your email which is just before your name yeah so there are many things you can use here you can use everybody knows many people know sincerely yeah you can use warm regards or regards or best or kindly these are very common you can choose whichever you prefer I use warm regards and best a lot warm regards so regards and warm regards they're pretty much the same warm regards I guess sounds a little more friendly to me so I tend to use that more so I use warm regards and best generally and then end with your name so in my case Alicia and then your title and/or your Pope's organization somehow I erase that this could say organization sorry organization so this is how we write an email in English these are some expressions that you can use to hopefully sound a little more professional and make your email sound a little more clean so yes as some of you are saying are these examples for formal or informal these are formal emails more polite emails I've answered that question I think three or four times now the process of this live so I hope that helps okay so Oh someone says Cordelia versus faithfully versus sincerely faithfully sounds weird in a business situation faithfully sounds like the end of a romantic letter cordially sounds okay if it's a very formal situation I would choose sincerely from them what would be a pre-closing kind of thing phrase to emphasize a required thing in order to not forget it I would move good question if you really really want to make sure if someone doesn't forget something you can say like maybe thank you kindly for your time I look forward to hearing from you soon or I look forward to receiving your reply soon something like that to show you're waiting for them maybe hmm okay huh I have to stop yes I'm gonna end there thank you for all your questions there's lots of good questions today I appreciate it thanks very much yeah some people say where do we send where do we send an email you can send me your questions at the ask Alicia homepage if you like umm so I'll finish there for today thank you very much for joining us as always that was really fun we'll be back next week next week Wednesday 9 p.m. Eastern Standard Time that's New York City time what is the top pick I forgot the top pick how to give an actor recommendations and advice yes that is what I chose so I'm going to cover like some basic grammar a little bit but also kind of try to level up these sorts of things so this will be like should like what should I do you should do that we'll cover that a little bit and then I want to talk a little bit about some more advanced patterns too so please join us again this time next week if you don't know the time or whatever just set a notification on Facebook or on YouTube this is me pushing the notification button on my hand that's what I always do that anyway please send a notification so that you don't forget alrighty I have to finish there so please don't forget to go download your free stuff from you the various links on Facebook or YouTube check it out there's lots of free things to study with ah and thanks for liking and sharing the video oh yeah I said that I would give you a second to take a screenshot ah there you go hope that helps - uh thanks for the reminder okay I'll finish there so thanks everybody for joining us thank you so much for liking and sharing the video - we really really appreciate it we'll end there so enjoy your week have a nice weekend and see you next time you

Channel: Learn English with EnglishClass101.com

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Keywords: englishclass101.com, englishclass101, learn english, easy, fast, longplay, compilation, fun, simple, learn while you sleep, english exposure, english immersion, get better at english, live, livestream, tv, english tv, american english, british english, basic phrases, basic english phrases, write emails in english, emails in english, business english, english emails, how to write emails

Id: 9AY5QnTj-uA

Length: 32min 52sec (1972 seconds)

Published: Wed Feb 26 2020