Lesson 8 Title: Writing Formal and Informal Emails
Subtitle: Lesson 8
Presented by: Fatima
Contact Information: blackboarder1@gmail.com

Understanding Formal and Informal Emails

• The importance of email communication

• Differences between formal and informal emails

• Key elements of effective email writing

Emails are a crucial form of communication in both personal and professional life. Understanding when to use a formal tone versus an informal one is essential for conveying the right message.

By the end of this lesson, you should feel confident in your ability to write effective emails in various contexts.

Formal Emails

Subject Line:
Clear and concise
Request for Information Regarding Project X

Salutation:
Dear [Title + Last Name]
Dear Mr. Smith,

Body:
Structured, polite, professional language
I am writing to inquire about the progress of Project X.
Please provide an update at your earliest convenience.

Closing:
Formal - Sincerely ◦ Best regards
Sincerely, Jane Doe

Informal Emails

Subject Line:
Casual or omitted
Quick Question

Salutation:
Hi [First Name]
Hi John,

Body:
Conversational, relaxed language
Just checking in to see how things are going with the project. Let me know if you need any help!

Closing:
Casual - Cheers ◦ Take care
Cheers, Jane

Scenario 1: Requesting Information

Subject Line: Request for Information on Annual Report

Dear Ms. Johnson,

I hope this message finds you well. I am writing to request the annual report for 2023. Could you please forward it to me at your earliest convenience? Thank you for your assistance.

Sincerely,
John Doe

Scenario 2: Sending a Complaint

Subject Line: Complaint Regarding Recent Order

Dear Customer Service Team,

I am writing to express my dissatisfaction with the order I received on August 15th. The product was damaged upon arrival, and I would appreciate a replacement or refund. Please advise on the next steps. Thank you for your prompt attention to this matter.

Best regards,
Sarah Lee

Scenario 3: Making a Professional Introduction

Subject Line: Introduction: Jane Doe, Marketing Specialist

Dear Mr. Brown,

I hope you are doing well. I would like to introduce you to Jane Doe, a marketing specialist with extensive experience in digital marketing. I believe she would be a valuable asset to your team. Please find her resume attached.

Best regards,
Michael Scott

Each of these scenarios demonstrates the use of formal language, clear structure, and professional tone. Now, let’s practice writing your own formal emails.

1. Write a Formal Email to a Potential Employer

Imagine you are applying for a job.
Write an email to the hiring manager to introduce yourself and express your interest in the position.

2. Draft a Formal Email to Request a Meeting

You need to meet with a colleague to discuss an upcoming project.
Draft an email requesting a meeting at a convenient time.

3. Compose a Formal Email to Follow Up on a Previous Conversation

You had a discussion with a client last week about a potential partnership.
Write an email to follow up and see if they have any further questions or if they would like to move forward.

Take your time with these exercises. When you’re done, we’ll review some sample answers on the next slide.

Scenario 1: Catching Up with a Friend

Subject Line: Long Time, No See!

Hey Sarah, It’s been ages since we last caught up! How have you been? Let’s grab coffee soon and catch up on everything. Miss you! Cheers, Emily

Scenario 2: Inviting Someone to an Event

Subject Line: You’re Invited!

Hi John, I’m hosting a small dinner party this Saturday at my place. Would love for you to come if you’re free! Let me know if you can make it. Take care, Mike

Scenario 3: Sharing Good News

Subject Line: Guess What?

Hi Mom, I just wanted to let you know that I got the promotion! I’m so excited and can’t wait to celebrate with you. Talk soon! Love, Jane

These scenarios highlight the informal tone and personal connection that characterize informal emails. Now, let’s practice writing some informal emails of your own.

1. Write an Email to a Friend You Haven’t Spoken to in a While

Think about a friend you’ve lost touch with.
Write an email catching up and suggesting a time to meet.

2. Draft an Email Inviting a Colleague to an After-Work Gathering

You’re planning an after-work gathering and want to invite a colleague.
Write an email with the details.

3. Compose an Email Sharing Exciting News with a Family Member

You’ve just received some great news.
Write an email to share it with a family member.

After you’ve completed these exercises, we’ll go over some sample answers on the next slide.

To wrap up today’s class, let’s recap the key points:

Formal Emails are structured, professional, and use polite language.
They’re typically used in business or professional contexts.

Informal Emails are relaxed, friendly, and conversational.
They’re used in more personal or casual settings.

The tone and language you choose should reflect the context and your relationship with the recipient.

In our next class, we will continue to build on these skills by Discussing Global Issues