Mastering Email Writing: Formal and Informal Styles
Understanding Formal and Informal Emails
Emails are a fundamental part of communication in the modern world, and understanding the differences between formal and informal emails is crucial. This lesson will help you master the art of writing both formal and informal emails, providing detailed meanings and numerous examples to enhance your skills.
By the end of this lesson, you will have a comprehensive understanding of how to write effective formal and informal emails. Let’s begin by exploring useful vocabulary and then delve into the detailed explanations and examples.
Useful Vocabulary for Email Writing
Informal Email
- Casual greeting and only a first name
- Example: Hey Bob,
- No subject
- Example: Just letting you know I can't make our meeting tomorrow morning.
- Contractions
- Example: I've got some things to take care of.
- Vague language
- Example: Hope that's not a problem, mate.
- Abbreviations
- Example: See ya then,
- Phrasal verbs
- Example: Take care of it.
- Familiar terms
- Example: Mate
Formal Email
- Formal greeting with title and surname
- Example: Dear Mr. Thompson,
- Conventional grammar
- Example: I am writing to inform you that I will be unable to make our appointment tomorrow morning.
- Relative pronouns included
- Example: Unfortunately, a situation has arisen and I need to take care of it.
- Specific language
- Example: I sincerely apologise and hope that this is not too great of an inconvenience for you.
- Transitions
- Example: Sincerely,
- Polite, deferential language
- Example: I sincerely apologise
Writing Effective Formal and Informal Emails
Informal Email Examples
-
Casual greeting and only a first name
- Meaning: Use a casual greeting and only the first name of the recipient.
- Examples:
- "Hey Bob,"
- "Hi Alice,"
- "Hello John,"
- "Hi Sarah,"
- "Hey Tom,"
-
No subject
- Meaning: The subject line is omitted for a more relaxed and personal tone.
- Examples:
- "Just letting you know I can't make our meeting tomorrow morning."
- "Wanted to check if you're free for coffee tomorrow."
- "Guess what? I got the job!"
- "Can you bring the documents to the meeting?"
- "Hope you had a great weekend!"
-
Contractions
- Meaning: Use shortened forms of words to sound more casual and conversational.
- Examples:
- "I've got some things to take care of."
- "We're meeting at 6, right?"
- "Can't wait to see you!"
- "I'll be there soon."
- "You're the best!"
-
Vague language
- Meaning: Use less specific language to keep the tone light and informal.
- Examples:
- "Hope that's not a problem, mate."
- "Catch you later."
- "Let's get together sometime."
- "See you around."
- "Talk to you soon."
-
Abbreviations
- Meaning: Use shortened forms of words or phrases commonly used in informal writing.
- Examples:
- "See ya then,"
- "BTW, I'll be late."
- "LOL, that was funny!"
- "FYI, the meeting is rescheduled."
- "BRB, grabbing coffee."
-
Phrasal verbs
- Meaning: Use verbs combined with prepositions or adverbs to make the language more casual.
- Examples:
- "Take care of it."
- "Look into it."
- "Get back to me."
- "Sort it out."
- "Pick up the pace."
-
Familiar terms
- Meaning: Use terms that show familiarity and friendliness.
- Examples:
- "Mate"
- "Buddy"
- "Pal"
- "Dude"
- "Bro"
Formal Email Examples
-
Formal greeting with title and surname
- Meaning: Use a respectful greeting with the recipient’s title and surname.
- Examples:
- "Dear Mr. Thompson,"
- "Dear Ms. Smith,"
- "Dear Dr. Brown,"
- "Dear Professor Green,"
- "Dear Mr. and Mrs. Johnson,"
-
Conventional grammar
- Meaning: Use proper grammar to maintain a professional tone.
- Examples:
- "I am writing to inform you that I will be unable to make our appointment tomorrow morning."
- "I would like to request a meeting to discuss the project."
- "Please find attached the documents you requested."
- "I apologise for any inconvenience this may cause."
- "Thank you for your understanding."
-
Relative pronouns included
- Meaning: Use relative pronouns to add detail and clarity.
- Examples:
- "Unfortunately, a situation has arisen and I need to take care of it."
- "The report, which you requested, is attached."
- "The meeting, which was scheduled for Monday, has been postponed."
- "The client, who you met last week, has confirmed the order."
- "The project, that we discussed, needs further review."
-
Specific language
- Meaning: Use precise and clear language to convey the message.
- Examples:
- "I sincerely apologise and hope that this is not too great of an inconvenience for you."
- "I would appreciate your prompt response."
- "Please let me know if you need any further information."
- "I look forward to your feedback."
- "Thank you for your cooperation."
-
Transitions
- Meaning: Use transitional phrases to connect ideas smoothly.
- Examples:
- "Sincerely,"
- "Furthermore,"
- "Additionally,"
- "In conclusion,"
- "As a result,"
-
Polite, deferential language
- Meaning: Use language that shows respect and politeness.
- Examples:
- "I sincerely apologise."
- "I appreciate your assistance."
- "I am grateful for your support."
- "Please accept my apologies."
- "Thank you for your understanding."
Summary and Takeaways
Lesson Overview
This lesson on writing formal and informal emails covered essential phrases and their meanings, helping you express yourself appropriately in different contexts. You learned a variety of expressions to use in both formal and informal email writing.
Key Phrases Learnt
You have learned over 101 key phrases, including:
- Informal greeting and only a first name: "Hey Bob,"
- No subject: "Just letting you know I can't make our meeting tomorrow morning."
- Contractions: "I've got some things to take care of."
- Vague language: "Hope that's not a problem, mate."
- Abbreviations: "See ya then,"
- Phrasal verbs: "Take care of it."
- Familiar terms: "Mate"
- Formal greeting with title and surname: "Dear Mr. Thompson,"
- Conventional grammar: "I am writing to inform you that I will be unable to make our appointment tomorrow morning."
- Relative pronouns included: "Unfortunately, a situation has arisen and I need to take care of it."
- Specific language: "I sincerely apologise and hope that this is not too great of an inconvenience for you."
- Transitions: "Sincerely,"
- Polite, deferential language: "I sincerely apologise."
Formal Email Example
Subject: Request for Meeting Rescheduling
Dear Mr. Thompson,
I hope this message finds you well.
I am writing to inform you that I will be unable to attend our scheduled appointment tomorrow morning due to an unforeseen circumstance that requires my immediate attention. I sincerely apologise for any inconvenience this may cause and hope that we can reschedule our meeting for a later date.
Please let me know your availability, and I will do my best to accommodate your schedule. Once again, I apologise for any inconvenience and appreciate your understanding.
Thank you for your consideration.
Sincerely,
David Wills
Informal Email Example
Hey Bob,
Hope you're doing well.
Just a quick note to let you know I can't make our meeting tomorrow morning. I've got some things to take care of that I can't put off. Sorry about this. Can we reschedule for another time? Let me know when you're free.
Thanks, and hope it's not a problem.
See ya then,
David
Comparison of Formal and Informal Email Layouts
Formal Email Layout
- Subject: Always include a subject line that clearly states the purpose of the email.
- Greeting: Use a formal greeting with the recipient’s title and surname (e.g., "Dear Mr. Thompson,").
- Opening Line: Start with a courteous opening line (e.g., "I hope this message finds you well.").
- Body: Write in complete sentences with proper grammar and punctuation. Use specific and polite language. Include details and any necessary context.
- Closing Line: End with a polite closing line (e.g., "Thank you for your consideration.").
- Sign-off: Use a formal sign-off (e.g., "Sincerely,").
- Signature: Include your full name (e.g., "David Wills").
Informal Email Layout
- Subject: Often omitted in very casual emails, or kept informal if included.
- Greeting: Use a casual greeting (e.g., "Hey Bob,").
- Opening Line: Start with a friendly opening line (e.g., "Hope you're doing well.").
- Body: Write in a conversational tone. Use contractions, informal language, and phrasal verbs. Be brief and to the point.
- Closing Line: End with a casual closing line (e.g., "Thanks, and hope it's not a problem.").
- Sign-off: Use an informal sign-off (e.g., "See ya then,").
- Signature: First name only (e.g., "David").
Practice Exercises
To reinforce your learning, practice writing both formal and informal emails using the phrases provided. Write a short dialogue or essay incorporating several expressions for different purposes, such as apologising, requesting information, and giving updates.
Tips for Remembering
To remember these phrases, create flashcards with the expressions and their meanings. Practice regularly by writing emails or quizzing yourself. Using these expressions in daily conversations will also help reinforce your memory.
Further Lessons
For more lessons on writing skills and vocabulary, explore our website. We offer a variety of resources to help you improve your English proficiency and master essential language concepts.
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