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Academic English > Productive Emails > Flashcards

Productive Emails Flashcards

Save your time by writing effective emails

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Proverbs and Idioms flashcards
1
Q

Subject line for dinner invitation

A

Bad: Dinner

Good: Dinner party at Starbucks

Best: Dinner party at Starbucks this Sat (Nov/2) @ 8pm

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2
Q

Subject for report submission

A

Bad: Report

Good: Revenue Report for Q2

Best: Project X Revenue Q2 Report w/ notes and comments

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3
Q

Subject for sharing survey results

A

Bad: Tracking

Good: Tracking specs for blog

Best: Google Analytics tracking specs for abc.com

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4
Q

Subject for workshop announcement

A

Bad: Workshop

Good: Email productivity workshop

Best: Live email productivity workshop Nov/7 @ 3pm PDT

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5
Q

Subject for contact requirement

A

Bad: Alice

Good: Call Alice Samson

Best: Call Alice Samson at 111–123–1234 ASAP

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6
Q

Subject line for calling to import action

A

Bad: Contact list

Good: Import contact list

Best: Import contact list (attached) into CRM before this weekend

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7
Q

Subject for something urgent

A

URGENT – Building maintenance tomorrow.

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8
Q

Subject for sending general information

A

FYI – Donuts in the kitchen courtesy of Bob.

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9
Q

Subject for emails with empty body

A

Today’s meeting is at 6pm. EndOfMessage.

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10
Q

Subject for emails that no response is needed

A

Comming 15m late. Start without me. NoReplyNeeded.

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11
Q

Formal greetings

A
  • Dear Sir/ Madam,
  • Dear Sir or Madam,
  • To whom it may concern:
  • Dear Mr/ Mz Jones,
  • Dear Dr Smith,
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12
Q

Informal greetings

A
  • Hi Alice,
  • Hello Bob,
  • Dear Mum,
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13
Q

Formal reasons for writing/replying

A
  • I am writing to make a reservation/ to apply for the position of…/ to confirm my booking/ to ask for further information about …
  • I am writing with regard to the sale of …/ to the complaint you made on 29 February
  • Thank you for your e-mail of 29 February regarding the sale of… / concerning the conference in Zurich.
  • With reference to our telephone conversation on Friday, I would like to let you know that…
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14
Q

Informal reasons for writing/replying

A
  • Just a quick note to invite you to…/ to tell you that…
  • This is to invite you to join us for a picnic on 20 May.
  • Thanks for your e-mail, it was wonderful/great to hear from you.
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15
Q

First contact to unknown person

A
  • I found your name in the references of X’s paper on …
  • I am writing to you because …
  • Your address was given to me by …
  • Your name was given to me by …
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16
Q

Chasing your previous mail

A
  • Did you get my last message sent on … ?
  • I was wondering whether you had received my email (see below).
  • May we remind you that we are still awaiting your reply to our message dated … ∗
  • We would be grateful if you could reply as soon as possible.
  • Sorry, but given that I have not heard from you I am worried that I did not explain the situation clearly.
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17
Q

Formal making a request or asking for information

A
  • Could you please let me know if you can attend the fair/ if you are available for a meeting on 12 December?
  • I would appreciate it if you could send me a brochure/ if you could reply within two days.
  • Could you possibly arrange a meeting with my secretary?
  • I would also like to know if there are any swimming pools in your area.
  • Please, let me know how much the tickets cost.
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18
Q

Informal making a request or asking for information

A
  • I was wondering if you could come and see me sometime next week.
  • Would you mind coming early to help me clear up the place?
  • Do you think you could call Jerry for me?
  • Can you call me/ get back to me asap? (as soon as possible)
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19
Q

Showing awareness that you are taking up recipient’s time

A
  • I realize you must be very busy at the moment but if you could spare a moment I would be most grateful.
  • If it wouldn’t take up too much of your time then I would be very grateful if you could …
  • Clearly, I don’t want to take up too much of your time but if you could …
  • Obviously, I don’t expect you to …. but any help you could give me would be much appreciated.
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20
Q

Asking to receive papers

A
  • I would like to receive a copy of your PhD Thesis “Deep learning and its applications”.
  • Last week I attended the workshop on X. I was interested in your presentation on “Y.” Have you by any chance written a paper on that topic? If so, I would very much appreciate it if you could email me a copy.
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21
Q

Trying to understand the problem

A
  • I am not completely clear what the problem is.
  • I’m sorry but I don’t seem to be able to understand the problem. If possible could you give me more details to clarify the situation.
  • I’m not really clear about this—please clarify.
  • So if I have understood correctly, the problem is …
  • So you are saying that …
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22
Q

Formal offering help or giving information

A
  • We are happy to let you know that your article has been selected for publication.
  • I am glad to inform you that we will be holding our annual conference in Zurich on 20 September 2014.
  • We regret to inform you that the show has been cancelled due to bad weather conditions.
  • We are willing to arrange another meeting with the CEO.
  • We would be glad to send you another statement if necessary.
  • Please, let me know if I can be of further assistance.
  • Should you need any further information/assistance, do not hesitate to contact us.
How well did you know this?
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4
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23
Q

Informal offering help or giving information

A
  • I’m sorry, but I can’t make it tomorrow. (= I can’t come tomorrow.)
  • I’m happy to tell you that John and I are getting married next month.
  • Would you like me to come early and help you clear up the place?
  • How about I come and help you out?
  • Do you need a hand with moving the furniture?
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24
Q

Withdrawing acceptance

A
  • I am sorry to have to inform you that I am no longer able to …
  • Due to family problems I am sorry to have to inform you that …
  • I am sorry to give you such short notice and I sincerely hope that this won’t cause you too much trouble.
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25
Q

Formal complaining

A
  • I am writing to express my dissatisfaction with… / to complain about…
  • I regret to say that I was not completely satisfied with the room you provided us.
  • We regret to inform you that your payment is considerably overdue.
  • I would like to receive a full refund and compensation for the damages.
  • I am interested to hear how your company can compensate us for the distress we suffered.
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26
Q

Informal complaining

A
  • I’m sorry to say that you’re late with the payments.
  • I hope you won’t mind me saying that the place you’d recommended to us wasn’t as nice as we’d expected.
How well did you know this?
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27
Q

Formal apologizing

A
  • We would like to apologize for any inconvenience caused.
  • Please accept our apologies for the delay.
  • Please let us know what we can do to compensate you for the damages caused.
  • We will make sure that this will not happen again in the future.
  • I am afraid I will not be able to attend the conference.
28
Q

Informal apologizing

A
  • I’m sorry for the trouble I caused.
  • I apologize for the delay.
  • I promise it won’t happen again.
  • I’m sorry, but I can’t make it to the meeting.
29
Q

Changing the meeting time

A
  • Sorry, I can’t make the meeting at 13:00. Can we change it to 14:00? Let me know.
  • Re our meeting next week. I am afraid something has come up and I need to change the time. Would it be possible on Tuesday 13 at 15:00?
  • We were due to meet next Tuesday afternoon. Is there any chance I could move it until later in the week? Weds or Thurs perhaps?
30
Q

Cancelling the meeting or teleconference

A
  • I am extremely sorry, but I am afraid I will not be able to participate in the teleconference that was arranged for next week.
  • I am sorry to leave this so late, but it looks like I won’t be able to make the conference call tomorrow.
  • Due to family problems I will not be able to…
31
Q

Formal attaching files

A
  • I am attaching my CV for your consideration.
  • I am sending you the brochure as an attachment.
  • Please see the statement attached.
  • Please find attached the file you requested.
  • I am afraid I cannot open the file you have sent me.
  • Could you send it again in (…) format?
32
Q

Informal attaching files

A
  • I’m attaching/sending you the holiday photos.
  • Sorry, but I can’t open it. Can you send it again in (…) format?
33
Q

Formal ending

A
  • I look forward to hearing from you.
  • I look forward to hearing when you are planning to visit our town.
34
Q

Telling recipient by when you want a reply

A
  • I look forward to hearing from you in the near future / soon / before the end of the week.
  • Please could you get back to me by the end of today / this morning / as soon as possible.
  • I hope you can reply this morning so I can then get things moving before leaving tonight.
  • We would appreciate an early reply.
  • Please let me have your feedback by Friday so I can send you a draft schedule next week.
  • I know it is a very sharp deadline. So if you don’t have time to answer my question, please don’t worry about it.
35
Q

When you will reply

A
  • I should be able to send you the document tomorrow / within the next two days / first thing Thursday morning.
  • I’ll get back to you before the end of the day.
  • I’m sorry but I won’t be able to give you any response until …
36
Q

Informal ending

A
  • Hope to hear from you soon.
  • I’m looking forward to seeing you.
37
Q

Formal closing formula

A
  • Yours faithfully, (when you start with Dear Sir/ Madam,)
  • Yours sincerely, (when you start with the name e.g. Dear Ms Collins)
  • Sincerely Yours,
  • Sincerely,
  • Yours Truly,
38
Q

Informal closing formula

A
  • Love,
  • Thanks,
  • Take care,
  • Yours,
  • Best regards,
39
Q
  • Dear Sir/ Madam,
  • Dear Sir or Madam,
  • To whom it may concern:
  • Dear Mr/ Mz Jones,
  • Dear Dr Smith,
A

Formal greetings

40
Q
  • Hi Alice,
  • Hello Bob,
  • Dear Mum,
A

Informal greetings

41
Q
  • I am writing to make a reservation/ to apply for the position of…/ to confirm my booking/ to ask for further information about …
  • I am writing with regard to the sale of …/ to the complaint you made on 29 February
  • Thank you for your e-mail of 29 February regarding the sale of… / concerning the conference in Zurich.
  • With reference to our telephone conversation on Friday, I would like to let you know that…
A

Formal reasons for writing/replying

42
Q
  • Just a quick note to invite you to…/ to tell you that…
  • This is to invite you to join us for a picnic on 20 May.
  • Thanks for your e-mail, it was wonderful/great to hear from you.
A

Informal reasons for writing/replying

43
Q
  • I found your name in the references of X’s paper on …
  • I am writing to you because …
  • Your address was given to me by …
  • Your name was given to me by …
A

First contact to unknown person

44
Q
  • Did you get my last message sent on … ?
  • I was wondering whether you had received my email (see below).
  • May we remind you that we are still awaiting your reply to our message dated … ∗
  • We would be grateful if you could reply as soon as possible.
  • Sorry, but given that I have not heard from you I am worried that I did not explain the situation clearly.
A

Chasing your previous mail

45
Q
  • Could you please let me know if you can attend the fair/ if you are available for a meeting on 12 December?
  • I would appreciate it if you could send me a brochure/ if you could reply within two days.
  • Could you possibly arrange a meeting with my secretary?
  • I would also like to know if there are any swimming pools in your area.
  • Please, let me know how much the tickets cost.
A

Formal making a request or asking for information

46
Q
  • I was wondering if you could come and see me sometime next week.
  • Would you mind coming early to help me clear up the place?
  • Do you think you could call Jerry for me?
  • Can you call me/ get back to me asap? (as soon as possible)
A

Informal making a request or asking for information

47
Q
  • I realize you must be very busy at the moment but if you could spare a moment I would be most grateful.
  • If it wouldn’t take up too much of your time then I would be very grateful if you could …
  • Clearly, I don’t want to take up too much of your time but if you could …
  • Obviously, I don’t expect you to …. but any help you could give me would be much appreciated.
A

Showing awareness that you are taking up recipient’s time

48
Q
  • I would like to receive a copy of your PhD Thesis “Deep learning and its applications”.
  • Last week I attended the workshop on X. I was interested in your presentation on “Y.” Have you by any chance written a paper on that topic? If so, I would very much appreciate it if you could email me a copy.
A

Asking to receive papers

49
Q
  • I am not completely clear what the problem is.
  • I’m sorry but I don’t seem to be able to understand the problem. If possible could you give me more details to clarify the situation.
  • I’m not really clear about this—please clarify.
  • So if I have understood correctly, the problem is …
  • So you are saying that …
A

Trying to understand the problem

50
Q
  • We are happy to let you know that your article has been selected for publication.
  • I am glad to inform you that we will be holding our annual conference in Zurich on 20 September 2014.
  • We regret to inform you that the show has been cancelled due to bad weather conditions.
  • We are willing to arrange another meeting with the CEO.
  • We would be glad to send you another statement if necessary.
  • Please, let me know if I can be of further assistance.
  • Should you need any further information/assistance, do not hesitate to contact us.
A

Formal offering help or giving information

51
Q
  • I’m sorry, but I can’t make it tomorrow. (= I can’t come tomorrow.)
  • I’m happy to tell you that John and I are getting married next month.
  • Would you like me to come early and help you clear up the place?
  • How about I come and help you out?
  • Do you need a hand with moving the furniture?
A

Informal offering help or giving information

52
Q
  • I am sorry to have to inform you that I am no longer able to …
  • Due to family problems I am sorry to have to inform you that …
  • I am sorry to give you such short notice and I sincerely hope that this won’t cause you too much trouble.
A

Withdrawing acceptance

53
Q
  • I am writing to express my dissatisfaction with… / to complain about…
  • I regret to say that I was not completely satisfied with the room you provided us.
  • We regret to inform you that your payment is considerably overdue.
  • I would like to receive a full refund and compensation for the damages.
  • I am interested to hear how your company can compensate us for the distress we suffered.
A

Formal complaining

54
Q
  • I’m sorry to say that you’re late with the payments.
  • I hope you won’t mind me saying that the place you’d recommended to us wasn’t as nice as we’d expected.
A

Informal complaining

55
Q
  • We would like to apologize for any inconvenience caused.
  • Please accept our apologies for the delay.
  • Please let us know what we can do to compensate you for the damages caused.
  • We will make sure that this will not happen again in the future.
  • I am afraid I will not be able to attend the conference.
A

Formal apologizing

56
Q
  • I’m sorry for the trouble I caused.
  • I apologize for the delay.
  • I promise it won’t happen again.
  • I’m sorry, but I can’t make it to the meeting.
A

Informal apologizing

57
Q
  • Sorry, I can’t make the meeting at 13:00. Can we change it to 14:00? Let me know.
  • Re our meeting next week. I am afraid something has come up and I need to change the time. Would it be possible on Tuesday 13 at 15:00?
  • We were due to meet next Tuesday afternoon. Is there any chance I could move it until later in the week? Weds or Thurs perhaps?
A

Changing the meeting time

58
Q
  • I am extremely sorry, but I am afraid I will not be able to participate in the teleconference that was arranged for next week.
  • I am sorry to leave this so late, but it looks like I won’t be able to make the conference call tomorrow.
  • Due to family problems I will not be able to…
A

Cancelling the meeting or teleconference

59
Q
  • I am attaching my CV for your consideration.
  • I am sending you the brochure as an attachment.
  • Please see the statement attached.
  • Please find attached the file you requested.
  • I am afraid I cannot open the file you have sent me.
  • Could you send it again in (…) format?
A

Formal attaching files

60
Q
  • I’m attaching/sending you the holiday photos.
  • Sorry, but I can’t open it. Can you send it again in (…) format?
A

Informal attaching files

61
Q
  • I look forward to hearing from you.
  • I look forward to hearing when you are planning to visit our town.
A

Formal ending

62
Q
  • I look forward to hearing from you in the near future / soon / before the end of the week.
  • Please could you get back to me by the end of today / this morning / as soon as possible.
  • I hope you can reply this morning so I can then get things moving before leaving tonight.
  • We would appreciate an early reply.
  • Please let me have your feedback by Friday so I can send you a draft schedule next week.
  • I know it is a very sharp deadline. So if you don’t have time to answer my question, please don’t worry about it.
A

Telling recipient by when you want a reply

63
Q
  • I should be able to send you the document tomorrow / within the next two days / first thing Thursday morning.
  • I’ll get back to you before the end of the day.
  • I’m sorry but I won’t be able to give you any response until …
A

When you will reply

64
Q
  • Hope to hear from you soon.
  • I’m looking forward to seeing you.
A

Informal ending

65
Q
  • Yours faithfully, (when you start with Dear Sir/ Madam,)
  • Yours sincerely, (when you start with the name e.g. Dear Ms Collins)
  • Sincerely Yours,
  • Sincerely,
  • Yours Truly,
A

Formal closing formula

66
Q
  • Love,
  • Thanks,
  • Take care,
  • Yours,
  • Best regards,
A

Informal closing formula

Academic English (4 decks)

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