Productive Emails Flashcards
Save your time by writing effective emails
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
2
Q
Subject for report submission
A
Bad: Report
Good: Revenue Report for Q2
Best: Project X Revenue Q2 Report w/ notes and comments
3
Q
Subject for sharing survey results
A
Bad: Tracking
Good: Tracking specs for blog
Best: Google Analytics tracking specs for abc.com
4
Q
Subject for workshop announcement
A
Bad: Workshop
Good: Email productivity workshop
Best: Live email productivity workshop Nov/7 @ 3pm PDT
5
Q
Subject for contact requirement
A
Bad: Alice
Good: Call Alice Samson
Best: Call Alice Samson at 111–123–1234 ASAP
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
7
Q
Subject for something urgent
A
URGENT – Building maintenance tomorrow.
8
Q
Subject for sending general information
A
FYI – Donuts in the kitchen courtesy of Bob.
9
Q
Subject for emails with empty body
A
Today’s meeting is at 6pm. EndOfMessage.
10
Q
Subject for emails that no response is needed
A
Comming 15m late. Start without me. NoReplyNeeded.
11
Q
Formal greetings
A
- Dear Sir/ Madam,
- Dear Sir or Madam,
- To whom it may concern:
- Dear Mr/ Mz Jones,
- Dear Dr Smith,
12
Q
Informal greetings
A
- Hi Alice,
- Hello Bob,
- Dear Mum,
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…
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.
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 …
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.
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.
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)
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.
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.
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 …
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.
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?
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.
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.
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.
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
