How to Write Emails in English Business English
to our weekly livestream my name is
Alisha and today we’re going to talk
about how to write emails in English in
this lesson I’m going to cover some
vocabulary and some expressions that you
can use in your emails to hopefully
sound a little bit more professional and
I’m also going to cover all of the basic
parts of a typical email in English so
I’ve planned this so that you can use
this in business situations or in school
situations or even in more like casual
communication with your coworkers
so as you join please don’t forget to
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it’s good to focus on a business English
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checking the link below or above the
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to refer to a second point is please
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are my announcements for this week I see
a few people in the chat hello on
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hello murricans sorry I can’t read your
writing there Claudio hello please tell
us about emails to request a reservation
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for joining us I’m going to start in
mini one or two minutes
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hair is in my face today a lot I’m going
to share the lesson and then I’m going
to get started so I’ve broken today’s
lesson in two parts yes as usual
but for this lesson I’m going to talk
about each part of an email each part of
like a typical email in English so we
can talk about the vocabulary and some
expressions that you can use in each of
these parts so let us begin okay good I
see there are many people there now
fantastic
all righty so let’s start then I’ve
numbered each of the parts of this email
so you can kind of see which part I’m
talking about so I want to start with
some vocabulary and some expressions
from this part so right up here where
you choose who to send your email to and
some other points about this part here
vocabulary points to start so let’s
first talk about this section of an
email and a couple of interesting words
you can use so email vocabulary and
expressions like for sending and
receiving first I want to talk about
these two things that you see at the top
of your email where you choose who to
send it to I want to talk about CC and
BCC CC and BCC so I think many of you
know how to use CC and BCC yes of course
if you don’t know CC means Carbon Copy
so a carbon copy means a duplicate email
so that means you are sending a copy of
the email of that email to the main
person or the main group and then you
send a copy of that email to someone
else
so maybe they’re not like the main
person you want to send
- but it’s important they see the email
so the reason I included this here is
because I want to talk about how we use
this see see in sentences so we use CC
as a verb to CC someone
so for example please CC me on project
update emails or sorry I forgot to CC
you on that email so we use CC as a verb
and also you’ll notice this on we use CC
someone on an email we use the
preposition on when we use this CC as a
verb so please keep this in mind we can
do the same thing then with BCC VCC if
you don’t know BCC VCC means blind
carbon copy blind carbon copy so that
means it’s a duplicate email it’s a copy
of the email but all of the recipients
are secret so that means if I send a
like a BCC email to all of you that
means you can see the email but you
can’t see the other people I sent it to
with a simple Carbon Copy you can see
everybody so we use BCC as a verb as
well
so for example I’m sorry there’s a
couple different ways to use this the
first example is this send the contest
results to everyone via or via BCC so
that means through BCC so please use BCC
to send this as a verb as I talked about
with CC I bcc’d this is past tense just
a DD so treat it like a regular verb I
bcc’d the whole team on that email so we
can use both of these as verbs and again
we use on to BCC someone on something or
to CC someone
something so please keep this in mind
okay so that’s the the first part here
about like choosing who you want to send
your email to I want to move now to
parts 2 & 3 first part 2 here this part
of the email is your greeting so how do
you greet someone in an email what’s the
best way to do it if you don’t know the
person you’re sending it to if they are
above you if you’re in a business
situation if it’s a polite situation
just use
dear-dear plus mister ms or mrs. surname
so surname means your last name or your
family name so use just dear mr. Smith
or dear Miss Smith dear mrs. Smith if
that person has a title and official
title for example professor or vice
president or a doctor or something like
that if they have a title and you know
about the title use their title plus the
surname so like dear professor Smith or
dear vice president Smith or dear dr.
Smith so if they have a title it’s good
to use that title if you’re not sure
just stick with dear mr. or miss or mrs.
so try to use their title if you know it
and if you’re not sure if you think they
might have a title just google them see
if there’s some title you can use please
note we don’t use uh we don’t use
teacher so like if you wanted to email
me if you had my email address and you
wanted to email me you would not write
dear teacher Alicia
it wouldn’t make any sense you could
just say dear Alicia
so in art like with students I tried to
keep it casual so I tell people to use
my first name you might encounter that
you might meet people like that too who
say please use my first name in that
case you can use dear their first name
or this pattern like hello or hi + first
name so this is a pattern I use with my
co-workers with the people who are in my
office with me
so like
Arisa or whatever or hi Risa hello
Risa someone that I’m close to hey Risa
if you’re watching that’s someone that
I’m close to I just used first name if
you use someone’s last name it’s gonna
sound a little too formal
in many cases so please keep in mind
this is for English emails if I always
use maybe a last name someone’s last
name in my English emails to someone it
sounds like there’s distance I know in
other cultures it’s very common to use
last names but we use first names
typically in English okay any questions
in there I cannot I do not see any
questions um no okay so continuing on
I’ve included here in parentheses hey
hey first name you can use hey first
name very casually like we use hey
so-and-so in our office communication we
don’t use this or sorry let me backtrack
we use in addition to email we also use
like software to communicate instantly
like instant message software kind of
stuff so in those cases we also use
casual greetings inside our office the K
person or hello person so again use
these with people you are kind of close
to use these to sound more polite if
there’s distance if you’re not sure go
with deer that’s usually the best one to
use okie dokie that’s good alright I
don’t see any questions so let’s
continue on to part three part three is
this part of an English email so after
you’ve sent your greeting your dear
person whatever after you’ve done that
the next part is this part this kind of
group of sentence is a few sentences
maybe like three or four this is your
introduction your introduction to your
email so start with something friendly
hi I hope you’re doing well or if you
know the person I hope you’re enjoying
this weather some kind of friendly
introduction I like to use I hope you’re
doing well I
or I hope you are well something like
that so start with a friendly sentence
that’s your first start hope you’re
doing well and then answer this question
who are you who are you so this person
needs to know who you are
so if you’re like a student say hi my
name is Alicia I’m a student in your
Tuesday economics class or something or
hi I’m from the sales department in the
company my name is so-and-so who are you
identify yourself then what’s your
connection to the recipient so if you
don’t answer this here you need to
establish it here so if for example
you’re emailing somebody that’s like I
don’t you’re you’re trying to make a new
business connection and they don’t know
who you are
you should probably explain how you
found their email or how you found their
contact information so if you found them
on like a blog you can say I found your
blog online as I was researching or I
found you in this magazine article so
what is your connection to the recipient
what is your connection to the person
you are emailing forth what is the
purpose of your email why are you
emailing this person so I’m writing to
you too I’m writing to you too so my
favorite I guess way to phrase this is
I’m writing to ask if I’m making a
request like I’m writing to ask if you
would be interested in participating in
my interview series or I’m writing to
ask if you would be interested in
attending this event so I’m writing to
ask wow I’m writing to ask is a good one
to use if you have a request
for someone so please consider these
four points when you’re preparing your
introduction I will see if I can see any
questions yeah what is the purpose of
your email yeah so this means please
answer this question answer this
question what is the purpose of your
email so I I’m writing to you to ask or
I’m writing to you because
so give the person some idea of why
you’re connecting with them all right
some people are sending their emails
maybe don’t put your email address in
the chat everybody you might get it
might get picked up from something
suspicious okay
mmm well there’s a very long comment
office documents any new ways to our
office documents uh there are ways to
write office documents yes but today
we’re focusing on email so maybe another
time I can talk about that okay I don’t
see any questions so we’ll finish with
this part now I’ll take a quick break
and then we’ll go to the next part for
today so in case you missed it earlier
free stuff as always for you this week
if you are watching on YouTube you can
find all of these from the links below
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check the link above the video if you’re
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I showed this business one earlier this
is a good one
for practicing job titles this section I
know you can’t see it this section is
all about common job titles in English
so you can look at a few of these that
you might need to use in email this
might be a good one I thought to use if
you are emailing a friend however and
you’re like writing because you want to
like invite them to some to something
some activity you might check this one
it’s hard to see you sorry
this is leisure time hobbies hobby
activities and vocabulary so check this
one out for that and there are a bunch
of other topics too so take a look I
have to back up camera okay so check
these out I’ll show them to you again
later a few more but they are all freaks
so grab them download them from English
class 101.com all right oh you can zoom
in on me okay cool all right so with
that let’s continue to part two
the second half of today’s lesson you
like when I break the fourth wall okay
the fourth wall is the distance between
the viewer and the audience okay
just so everyone’s in on our jokes okay
let’s continue to the next part if you
are just joining us today’s topic is how
to write emails in English I have talked
about introductions and some vocabulary
now I’m going to talk about like the
main part kind of the meat of the email
how do we prepare these parts of the
email how do we get to like our
questions or our details so let us begin
also if you have not please make sure to
like the video and share it too so
others can find today’s lesson I know
lots of people have asked about this
okay
onwards um let’s go to part four so part
four I’ve included kind of like this on
my visual here part four is this kind of
thing it looks small I know but this is
for if you are including like links or
references or if you have attachments to
your email so like files you want to
send a URL you want to send like a
YouTube video or something like like
PDFs or whatever so how do you talk
about that so in your in your email
maybe like right here just above where
you send your link just above where you
put the link you might say something
like please see the following links
please see or please take a look at the
following links so the following means
the links that come after this sentence
please take a look at the following
links or more formally
please refer please refer to the
attached document or documents for
details so again this is for an
attachment please refer to the attached
documents for details so this is one not
for a link here but when you have a file
to attach at the bottom of your email
another one below
are some links for reference please note
I’ve used the plural here below so
meaning below this sentence are some
links plural some links for reference so
this is used if you’re just sending like
background information it’s not like a
hundred percent essential but you want
them to have some like information you
can say below are some links for
reference or for your reference is also
okay Maxie says what’s the difference
between grab and download grab is
informal so I use grab here a lot to
mean like just quickly get something to
download something means physically to
put it on your computer so we don’t use
a grab for like a coffee we can use grab
for a coffee it means to get something
very quickly so we can use it for other
things that are not digital download we
use for digital things we put on our
computer ok Elya some says first time to
see me live Google hey ok Alex on
facebook says attached please find
such-and-such yes so you can use that
pattern too I’ll add it here attached
attached please find whatever please
find this file or please find the PDF
please find the data please find the
image good yeah below are some links for
your references also ok Oh other points
please press the following link from
below the video says bori ah instead of
press when you want to talk about a link
we use the verb click so please click
the link so we use that in like our
videos a lot so click the link in the
description use click for links in this
case for emails we tend to use check
more like please check the following
link that one sounds a little more
natural please check the following link
I want PDF cheat sheets I want PDF
sheets do you mean the ones I showed you
you should check the link please see the
link that’s perfect below the video if
you’re on Facebook above the video on
above the chat box okay ah darman sets
attached our or attached is this depends
on the number of files so attached
attached are is a plural form attached
our files final zip
sorry it’s hard to see oh that’s really
hard to see attached our files
oh hey Israel let them attached our
files or attached is a file so attached
is sorry is it really hard to see
they’re kind of attached is a singular a
file or a picture of something so
attached is is the singular form of that
please give a lecture on how to write a
resume I think I’ve done a live stream
about that before you might search the
YouTube channel if not I will put it in
my list of things to do give us a
screenshot of the blackboard and all of
its contents I will do that at the end
of the lesson I will step away for a
second so you can take a screenshot okay
uh I don’t see other questions yet so
I’m gonna continue on okay so this is a
links references and attachments let’s
go on to part five this is maybe the
most difficult part or the part that
many people don’t feel confident about
are five questions and requests for
action so when you want someone to do
something how do you request that how do
you ask them to do that and so a couple
of different patterns these are very
open patterns so that you can choose
which you prefer first would you be
interested in something something I ng
would you be interested in something
something ing so this is uh when you’re
trying to invite someone to do something
this is this is kind of a more formal
invitation pattern and when I have this
ing here I mean we’re using a verb in
the ing form some very common examples
are would you be interested in
meeting or would you be interested in
attending would you be interested in
joining participating teaching speaking
so you’re inviting someone to do
something hares really in my face today
sorry guys so would you be interested in
I ng this is a formal invitation phrase
another one please complete and return
the attached form or the attached forms
by a certain deadline so this is good
for maybe like students or if you have
some people in your in your workplace
that need to complete some kind of form
so please complete and return so that
means fill in or fill out either sign
the form and return it to the sender so
return the attached form or the attached
forms by your deadline so by next week
or by March 15 whatever so this is a
good one to ask someone to finish some
paperwork okay if you want to request a
meeting in a soft way do you have some
time available for a discussion about
topic do you have some time available so
this is not even like this you could use
this would you be interested in meeting
is also okay this one sounds even more
soft like even softer do you have some
time available for a discussion about
our new project so you can use this to
very softly ask someone if they have
time to meet with you one more could you
please let me know what dates and times
would work for you could you please let
me know what dates and times would work
for you this is if you are scheduling a
meeting your scheduling a meeting or
your scheduling an event and interview
something like that so these are some
expressions that you can use often
together to complete this part generally
like the request or like the question
comes at a near the end of the
like this so you can use these together
so for example like I sent a couple
emails recently I asked people if they
wanted to meet me like to have a meeting
with me I said that would you be
interested in in like in participating
in this project and if so so that’s
another word you can or expression you
can use to connect your ideas if so we
put it here it’s so it would come before
the next line which means if you are
interested do you have some time
available next week or if so could you
please let me know what dates and times
would work for you so you can use these
together are you interested in this when
are you available so that’s a very like
efficient way so you don’t have to send
a bunch of emails back and forth okey
dokey
[Music]
yeah what’s the difference between in
time and on time this very common
question I have a video on the channel I
think an ask Alicia about that quickly
on time means you are at the at the
scheduled time for something in time
means you have enough time to do
something I can’t watch the live now
cool this is being recorded you can
check it out later um Alex on Facebook
says I request a meeting with you and
John at 5:00 p.m. if you say I request a
meeting it sounds a little too direct
like I would like to have a meeting with
you and John at 5:00 p.m. would this be
okay with you so phrase it is a question
if you say I request it sounds a little
too direct if you’re in like a manager’s
position maybe that’s okay if you’re not
then it’s gonna sound a little too
strong one most hello Diaz yes I’m very
sorry if I just said that wrong could
you please explain how I can describe
changes in a file attached yeah if you
have if you’ve sent like one file and
then you send an updated file you can
use this a some
things similar to this pattern it’s hard
to see here so I’ll add this in bloom
please see the attached file for updates
for updates or for an updated version
something like that so please see the
attached file it is the latest version
is another way that you could say that I
hope that that answers your question
okay
what does tokidoki mean as you often say
I usually say okie dokie okie dokie
means okay Doki don’t you mean sometimes
in Japanese that’s pretty funny okie
dokie it means okay I say okie dokie a
lot
others is that example for formal or
informal emails good question these I’m
I created these for more formal emails
so things that you can use in business
or in work so but you can use just more
casual everyday language if you’re
talking to a friend or a close co-worker
so these are a little bit more formal
these expressions let’s see some other
ones can you please explain how to write
an email to the boss
this is it so these are all expressions
you can use when you’re writing with
your boss these are all fine to use when
you’re talking with your boss I have not
included any like direct or rude or
anything like that here these are all
okay to use with your boss
okay let’s continue on then let’s go
we’re almost out of time so let’s go to
part 6 near the end of your email then
part 6 down here is where you express
thanks so expressing gratitude for the
other person’s time so you can use I
like to use thank you kindly for your
time thank you kindly for your time so
thank you in other words for giving me
your time to read my email thank you
kindly for your time or thank you very
much or more casually thanks thanks so
end here with a thank you and then
closing closing so this means like the
last line in your email gosh the last
line in your email which is just before
your name yeah
so there are many things you can use
here you can use everybody knows many
people know sincerely yeah you can use
warm regards or regards or best or
kindly these are very common you can
choose whichever you prefer I use warm
regards and best a lot warm regards so
regards and warm regards they’re pretty
much the same warm regards I guess
sounds a little more friendly to me so I
tend to use that more so I use warm
regards and best generally and then end
with your name so in my case Alicia and
then your title and/or your Pope’s
organization somehow I erase that this
could say organization sorry
organization so this is how we write an
email in English these are some
expressions that you can use to
hopefully sound a little more
professional and make your email sound a
little more clean so yes as some of you
are saying are these examples for formal
or informal these are formal emails more
polite emails I’ve answered that
question I think three or four times now
the process of this live so I hope that
helps okay so Oh someone says Cordelia
versus faithfully versus sincerely
faithfully sounds weird in a business
situation faithfully sounds like the end
of a romantic letter cordially sounds
okay if it’s a very formal situation I
would choose sincerely from them what
would be a pre-closing kind of thing
phrase to emphasize a required thing in
order to not forget it I would move good
question if you really really want to
make sure if someone doesn’t forget
something you can say like maybe thank
you kindly for your time
I look forward to hearing from you soon
or I look forward to receiving your
reply soon something like that to show
you’re waiting for them maybe hmm
okay huh I have to stop yes I’m gonna
end there thank you for all your
questions there’s lots of good questions
today I appreciate it thanks very much
yeah some people say where do we send
where do we send an email you can send
me your questions at the ask Alicia
homepage if you like umm so I’ll finish
there for today thank you very much for
joining us as always that was really fun
we’ll be back next week next week
Wednesday 9 p.m. Eastern Standard Time
that’s New York City time what is the
top pick I forgot the top pick how to
give an actor recommendations and advice
yes that is what I chose so I’m going to
cover like some basic grammar a little
bit but also kind of try to level up
these sorts of things so this will be
like should like what should I do
you should do that we’ll cover that a
little bit and then I want to talk a
little bit about some more advanced
patterns too so please join us again
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we’ll end there so enjoy your week have
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you