Andrew : I’m preparing an email to send to some Californian colleagues who are coming to visit us next month. Shall I show you how to do that?
Lizzie : Yes please, I’d like to know how to write emails.
Andrew : Well, first of all, there are different types of emails, you have to decide how formal you want to be. That depends if you know the person you’re writing to or not, if it’s a business context or if you’re writing to friends, for example.
Lizzie : OK, so how are you going to start the email?
Andrew : As I don’t know them yet, I’ll write “Dear Ms Jenkins”, then I’ll put “I’ll give you the arrangements for your visit next month”, so that she can quickly understand the reason for my email.
Lizzie : I see. And then you’re going to give in all the information about the dates and times?
Andrew : That’s right, I’ll be as clear and factual as possible. “Arrival airport at 11.00 pm and transfer to your hotel”.
Lizzie : What if she has questions?
Andrew : After I put the information, I usually write “Don’t hesitate to contact me if you have any questions”.
Lizzie : OK, then maybe you can put “I look forward to meeting you”, is that right?
Andrew : Exactly! That’s a very common phrase! Then I’ll end the email with “Best regards” or “Best wishes”.
Lizzie : Is that what I can write to someone that I know well too?
Andrew : If you know them well, maybe you can put “See you soon”. OK, so why don’t you practise a little? I’ll let you write the email.
Lizzie : Great, thanks! But can you check it after please?