E-mail allows a writer to instantly communicate with a reader.
E-mail can be sent to numerous readers at the same time.
E-mail allows the writer and reader(s) to chat with each other online. A real-time dialogue is possible, whereas memos and letters may require days or weeks for dialogue to occur.
E-mail means no telephone tag.
Writings styles
There are three writing styles in e-mails that can be used depending on the occasion: 1. formal 2. informal 3. semi-formal
an apropriate greeting (salutations are followed by a (,) comma, exception: ’To whom it may concern:’),
an introduction,
a main body,
a conclusión, and
an apropriate ending.
However, there are differences between a formal e-mail and an informal one. The following interactive image shows you the difference between a formal e-mail and an informal one.
Business e-mail
Business e-mail is a formal e-mail which is normally sent to people in an official position or people we do not know well (e.g. Director of studies, personnel manager, etc). It is written in a formal style with a polite, impersonal tone. People write formal/ business e-mail to:
Source Bedri, A. M., & Ali, A. A. (2017). The effectiveness of using authentic materials to improve the writing of business e-mail case study: Students of marketing at Sudan University of Science and Technology. Ahfad Journal, 34(1), 3-15.
Exercise 2 A. You work for the finance department of a company. A customer has telephoned to say that you have charged her too much for an order.You realized that, indeed, you charged her twice for the same product. Write an formal email to the customer: – apologizing for the mistake, – explaining how you noticed the error, – notifying that the money will be return as soon as possible.
Must include: appropriate greeting, introduction, main body, closing, appropriate ending.
B. Once you finish the email, send it to a classmate who will recive it as the customer and will give you a feedback.