Lesson b1-4.3: Email Writing Basics

🎯Learning Objectives

By the end of this lesson, you will be able to:

Identify the key components and useful phrases in a professional email structure.
Select appropriate opening and closing phrases based on audience and context.
Adjust email tone from formal (clients) to semi-formal (colleagues).
Write a concise email to request information or provide updates using standard language.

🧱Email Structure & Tone

Effective emails follow a clear structure. Each section has tried-and-tested phrases that deliver your message professionally and politely.

The Five Key Parts

Part	Purpose	Useful Phrases
Subject Line	Summarise the email quickly.	Update on [Project Name] Request for [Document] Agenda for [Meeting] Following up on our conversation
Salutation	Open with an appropriate greeting.	Formal: Dear Mr./Ms. [Last Name], Semi-formal: Hi [First Name],
Opening Line	State the purpose immediately.	Formal: I am writing to request/confirm... Semi-formal: Just a quick update on...
Main Body	Provide details, context, or attachments.	Formal: Please find the [document] attached. Semi-formal: I've attached the [document].
Closing & Sign-off	Share next steps and end politely.	Closing lines: I look forward to hearing from you. Sign-offs: Best regards, / Thanks,

Key Learning Tip: Your reader is busy. Combine a specific subject line with a clear opening sentence so they understand your message in under 10 seconds.

🌍Professional Contexts

When You Will Use These Phrases

Making a Request: “I am writing to request...” / “Could you please send me...?”
Providing an Update: “Just a quick update on...” / “I am writing to provide an update on...”
Confirming Arrangements: “I am writing to confirm our meeting...”
Sending an Agenda: Subject “Agenda for...” with “Please find the agenda attached.”
Following Up: Subject “Following up on...” with “Following up on our conversation...”

✅Examples & Analysis

Formal Client Email

Subject: Following up on our conversation

Dear Ms. Evans,
I am writing to confirm our meeting for next Tuesday at 10 AM.
Please find the agenda attached.
Please let me know if you have any questions.
Best regards,
John Smith

Uses formal greeting, purpose, attachment, closing line, and sign-off.

Semi-Formal Colleague Email

Subject: Request for weekly report data

Hi Sarah,
Could you please send me the data for the North region for this week's report?
I've attached the draft report so you can see what I need.
Thanks,
Mark

Friendly tone with polite language and standard attachment phrase.

❌ Common Mistakes

Subject too vague: “Info” → Fix: “Request for Q3 Sales Report” with a polite opening.
Outdated greeting: “Dear Sir,” → Fix: “Dear Mr. Chen, I am writing to inquire about...”
Too informal for clients: “Here's the file.” → Fix: “Please find the file attached. Please let me know if you require any further information.”

🎧Listening Practice

Listen as Anna and Liam build a client email together. Notice how each part of the email uses a structured phrase.

Audio: Polishing an Email Update

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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 the 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 the 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.

1. What is the main purpose of Anna's email?

a) To make a request. b) To provide an update. c) To confirm a meeting.

2. Which subject line does Liam suggest?

a) Project Update b) Following up on our conversation c) Update on the Alpha Project Timeline

3. Which phrase does Liam prefer for attaching the schedule?

a) I've attached the schedule. b) Here is the schedule. c) Please find the revised schedule attached.

4. Anna signs off with “_______ _______.”

🧠Interactive Quiz

Select the best option for each email-writing scenario.

1. You are writing to a new client to confirm a meeting. Which opening line is best?

a) Just confirming our meeting... b) I am writing to confirm our meeting. c) About our meeting...

2. You are sending an agenda to your team for a weekly meeting. Which phrase fits the tone?

a) Please find the agenda attached. b) I've attached the agenda. c) The agenda is attached.

3. Which sign-off is most professional for an initial email to a potential customer?

a) Thanks, b) All the best, c) Kind regards,

4. What is the best subject line when asking for a price list?

a) Question b) Inquiry regarding your price list c) Prices

✍️Practice Exercises

Complete each exercise and use “Check” to see automated feedback and record your progress.

Exercise 1: Matching

Match each email purpose with the best example phrase.

1. Following Up

2. Providing an Update

3. Making a Request

4. Confirming Arrangements

Exercise 2: Multiple Choice Cloze

Complete the email by selecting the best phrase for each blank.

1. Subject line

2. Salutation

3. Opening request

4. Attachment phrase

5. Sign-off

Exercise 3: Tone Check (True/False)

Decide whether each phrase matches the situation described.

1. First email to a new client: “Hiya, just wanted to ask about your prices.”

True False

2. Emailing your manager with a report: “Please find the quarterly report attached.”

True False

3. Ending an email to a close colleague: “I look forward to hearing from you at your earliest convenience.”

True False

4. Subject to a supplier: “Inquiry regarding Order #734”

True False

Exercise 4: Word Order

Rearrange the words to create professional email sentences.

🗣️Speaking Practice

Task 1: Phrase Matching

Teacher prompts a scenario, you supply the correct phrase:

New client introduction → “Dear Ms. Chen,”
Requesting a file from a colleague → “Could you please send me the file?”
Closing an email to your manager → “Best regards,”

Task 2: Verbal Email Planning

Plan an email aloud: subject, greeting, purpose, attachment, and closing for sending an agenda to your team.

Subject: “Agenda for...”
Salutation: “Hi Team,”
Opening: “I'm writing to share...”
Attachment: “I've attached...”
Sign-off: “Thanks,”

Task 3: Real-World Scenarios

Describe an email you must write this week and decide which phrases fit.

Making a Request: Decide subject, greeting, and request language.
Providing an Update: Choose formal or semi-formal tone based on the recipient.

🪄Summary & Study Tips

Key Takeaways

Use specific subject lines (“Update on...” / “Request for...”).
Open with a clear purpose (“I am writing to...” / “Just a quick update on...”)
Match tone to the relationship: formal for clients, semi-formal for colleagues.
Use standard attachment, closing, and sign-off language.

Professional Study Tips

Create a cheat sheet with 2–3 formal and semi-formal phrases for each email section.
Ask “Who am I writing to?” before drafting—tone choice becomes easier.
Review yesterday's emails and upgrade subject lines or openings using today's phrases.