What is your

name?
What is your job?
How often do you write
business e-mails using
English?

Business E-mail Functions

Opening greeting (Salutation)
Hello John,/Hi John,
John,
Dear Sir or Madam,
To whom it may concern:
Dear Sales Team,
Dear Mary,/Mr. Smith,/Ms. Mary
Smith,/Dr. Smith:
(nothing)
Opening sentence
I am writing to you about
It was a pleasure to meet you at...
Thanks for your quick reply.
Thank you for your letter/email/fax/phone call.
How are you?
I hope all is well.
I would like to introduce myself.

Giving information
In response to your questions,
The following is the information that you
requested.
Talking about attached documents
I have attached the marketing report.
Please see the attachment for further
details.
Please find the schedule attached.
The attached document explains
I have attached the document that you
requested.
Requesting information
I would like information about
Per our conversation, I would like
Could you please tell me about?
Could you please forward me information

Business E-mail Functions

Making arrangements
Are you available for a meeting on
December 9,
2013 at 9:00 a.m.?
I am available on December 9th, if that is
convenient for you.
I apologize but I am not available on that
day.
Promising future action
I will send you the original documents by
courier.
I will check into this situation and get
back to you
within 24 hours.
I will forward you the documents by
Friday,
December 2nd.

Closing sentence
If you have questions, please contact me
via
e-mail.
If you need further information, please
feel free to
contact me.
I look forward to hearing from you.
I am looking forward to your response.
Signing of
Best regards,
Kind regards,
Sincerely yours,
Thank you,
Thanks,

Tips for Writing Business E-mails

E-mails should be less formal than business letters.
Always use a title that describes what is in the e-mail.
Business e-mails should be short with no repetition. Most e-mails should be no
longer than 2 paragraphs. Most business people do not want to read long e-mails.
For formal e-mails, contractions (Id, Weve, etc.) are not recommended.
Hello or Hi with the persons name, Hello John, is better in e-mails. Using
Dear as in, Dear Mr.
Jones, is appropriate for more formal e-mails such as asking about new business or
jobs.
Write a short opening sentence so the person knows why you are sending the e-mail
for example, In
response to your question
Then write: a) the answer to the question the person asked, b) your question or c)
that you are attaching
information for the person.
Close by writing: a) what you want the person to do next or, b) what you will do next

Punctuation Marks
Period
1)Use a period to show that a sentence has ended.
Example: We have a meeting today.

..

2) Use a period to show that an abbreviation has ended. Only use one period
to end a sentence.
Examples: Dr. Anderson is from Chicago, IL.
I live at Jl. Karet Pedurenan, No. 55.
3) Use a period as a decimal point.
Example: The office supplies cost $322.00.
Question Mark
1) Use a question mark to end a question.
Example: Do we have a meeting today?
What time is the meeting?

??

Comma
1) Use commas to separate nouns and adjectives in a list of three or more.
The comma should not be used after the second-to-last item except when
using the abbreviation etc.. Et cetera means: and other things of the
same kind.
Examples: I need to buy paper, pens and paper clips.
She bought the red, black and gold carpet.
I need to buy paper, pens, paper clips, etc.

,,

2) Use a comma to separate independent clauses (complete thoughts) when

they are joined by the
and The
orcomma
for comes
nor
so
but
yet
following conjunctions.
before
the conjunction.

Example: I want to buy the new tablet, but it is too expensive. (independent),
(independent)
#1: I want to buy the new tablet. (complete thought)
#2: It is too expensive. (complete thought)

4) Use a comma to separate a dependent clause (incomplete thought) from

an independent clause
(complete thought). The comma is only used when the dependent clause is at
the beginning of the
sentence.
Example: If I get a promotion, I will buy a new car. (dependent), (independent)
#1: If I get a promotion (incomplete thought)
#2: I will buy a new car. (complete thought)
5) Use commas to separate a word or phrase that provides extra information
about the subject.
Example: I am waiting for my colleague, our manager of finance, to come back from
his business trip.
6) Use a comma to separate the name of a city from a country or state.
Example: I am from Chicago, Illinois.
7) Use a comma to separate the day of the week, the day of the month and
the year.
Example: The workshop is on Monday, December 9, 2013.

Colon
1)Use a colon to introduce a list.

::

Example: The reporter interviewed the following people: the department heads, the
members of the
faculty council and a representative group of students.
2)Use a colon to show an explanation or more detail.

Example: There was a problem with the report: it was missing data from this quarter.
3)Use a colon after the heading or title followed by the subdivision.
Example: Punctuation: colon
4) Use a colon after the salutation in a business letter, memo or e-mail.
Example: Dear Senator Harkin:
5) Use a colon to separate hours from minutes.
Example: Our meeting starts at 9:00 a.m.
6) Use a colon to show ratios.
Example: The odds of their company recovering is 2:1.

books@auditing.co
m
Auditing Report

Hello David,

Title

Salutati
on

Opening

As we discussed during the conference call, I would like to receive the auditing report by the close
of business on November 29th. Please organize the report as follows: timing of the audits,
revenues and expenses in compliance with regulations, those in violation and your analysis. Are
you available to attend the meeting on December 9 th at 9:00 a.m.? If you need further
Closing
information, please
let me know.
Signatur
Best regards,

RandyJones
Finance Manager
Small Business Financing, Inc.
Ratu Plaza Shopping Mall 1st Fl.
Jl. Jend Sudirman Kav. 9
Jakarta, 10270 Indonesia
T +62 21 2700 7878
F +62 21 720 2615
www.sbf.co.id

M +62 878 8400 4430

Professional Sentences and Punctuation Game

Complete the sentences with the correct words and punctuation marks.
1. Please find the _________document that you requested
Answer: Please find the attached document that you requested.
2. I am __________on December 9th Is that date __________for you
Answer: I am available on December 9th. Is that date convenient for you?
3. Hello John
__________ __________for your quick reply
Answer: Hello John,
Thank you for your quick reply.
4. I am __________ __________to your response
Answer: I am looking forward to your response.
5. If you need further __________ please feel free to __________me
Answer: If you need further information, please feel free to contact me.

6. I have __________the finance report that you __________

Answer: I have attached the finance report that you requested.
7. Best __________
John
Answer: Best regards,
John
8. It was a __________to meet you at the conference
Answer: It was a pleasure to meet you at the conference.
9. I __________it has taken me so long to respond to your e-mail
Answer: I apologize it has taken me so long to respond to your e-mail.
10. In _______to your e-mail regarding the quarterly meeting I have __________the
PowerPoint presentation
Answer: In reference to your e-mail regarding the quarterly meeting, I have
attached the PowerPoint presentation.
11. I __________ forward you the document by Friday December 2 nd
Answers: I will forward you the document by Friday, December 2nd.

12. __________whom it may concern

I am __________ to you about the franchise advertisement on your website
Answer: To whom it may concern:
I am writing to you about the franchise advertisement on your website.
13. __________yours
Randy Smith
Answer: Sincerely yours,
Randy Smith
14. __________get back to me as __________as possible
Answers: Please get back to me as soon as possible.
15. __________contact me at your earliest __________
Answer: Please contact me at your earliest convenience.
16. __________Mr. Randy Smith
Answers: Dear Mr. Randy Smith:
Dear Mr. Randy Smith,

17. I look __________to __________from you

Answer: I look forward to hearing from you.
18. Thank you __________ __________for your time and consideration
Answer: Thank you in advance for your time and consideration.
19. I _____all is well
Answer: I hope all is well.
20. In __________to your questions I have listed our hotel rates and room availability
below
Answer: In response to your questions, I have listed our hotel rates and room
availability below.
21. __________WSE Team
Answer: Dear WSE Team,
22. The __________document explains our proposal
Answer: The attached document explains our proposal.
23. __________you please forward me information about your products
Answer: Could you please forward me information about your products?

25. I __________mail you the hard copy of the contract by Monday December 2 2013
Answer: I will mail you the hard copy of the contract by Monday, December 2, 2013.
26. __________ __________for your cooperation
Answer: Thank you for your cooperation.
27. If you have questions please __________me
Answers: If you have questions, please contact me.
28. __________you
Mary Smith
Answer: Thank you,
Mary Smith
29. __________you __________tell me about your hotel rates and room availability
Answer: Could you please tell me about your hotel rates and room availability?

e winning team is

Your team works for a large company that needs to employ a small
company for a specific job. Write to the company about the job.
Prepare the situation using the questions below. The information
can be real or imaginary.
What is your companys business? What products or services do you offer?
What job or project needs a small company? For example: an IT project,
auditing your books,
training for your staff, a legal service, a design service, etc.
Who are you going to write to?
How did you get their contact information? For example: the Internet,
recommendation from
a colleague, etc.
What exactly do you want the company to do?
What do you need to know? For example: charges, availability, etc.
Do you have questions to ask them about their experience or knowledge?

Exchange e-mails with a diferent group. Now you are the team of a
small company that a large company needs to do a job. Write a reply
to the e-mail your team received. Prepare your response using the
prompts below. The information can be real or imaginary.
Thank the company for their e-mail.
Say that you have attached a file with some information about your
company. For example:
your companys publicity material, rates, list of clients, etc.
Ask questions about things you need to know. For example: dates, times,
size of the job, etc.
Respond to any other requests in the e-mail you received.
Write the e-mail. When you finish, check your grammar, spelling,
punctuation and style. Is
everything clear, well-structured and easy to understand?
Return the e-mail to the original group.

Thank you all for

attending!