Effective Business Email Communication Tips and Basics
Enhance your business email communication skills with this comprehensive guide covering basic vocabulary, email address formatting, date conventions, salutations, tips for writing good emails, and more. Learn how to be clear, concise, and professional in your email correspondence to leave a positive impression on your recipients.
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Presentation Transcript
BUSINESS ENGLISH NADALJEVALNI TE AJ
BASIC VOCABULARY attachment body bullet points, bullets Certified/registered mail confidential, personal delivery address junk mail enclosure for office use only inquiry/enquiry postage return address/sender's address recipient/addressee sender spam priponka jedro Alineje (okrogle, kvadratne ) Priporo ena po ta Zaupno, zasebno Naslov (dostave) Reklamna po ta Priloga k pismu Samo za interno rabo povpra evanje Po tnina Naslov po iljatelja Naslovnik Po iljatelj Vsiljena po ta
ABBREVIATIONS c.c. ali cc Copies to kopija v vednost Enc/encl Enclosures priloge a.s.a.p. ali asap As soon as possible takoj p.p. Per procuratorem po pooblastilu za Rsvp Respondez s'il vous plait odgovorite prosim Care of na tem naslovu c/o Attn. For the attention of - za
EMAIL ADDRESS bill.murray @gmail.com janice_matthews @msn.co.uk richard-schwarzmann @cot.at
EMAIL ADDRESS @ (afna): at . (pika) : dot _ (podr rtaj): underscore - (pomi ljaj): minus PRIMERI rob@beachhotelbern.com rob AT beach hotel bern DOT com keffery.amherst@britishcouncil.org jeffrey DOT amherst AT british council DOT org teaching_job@english_academy.id teaching UNDERSCORE job AT english UNDERSCORE academy DOT I D
BASICS DATUMI 6 April 2020 ali April 6, 2018 (in NE 6. April, 6. 4. itd.) s tevilom: 6/4/2018 ali 6/4/2018 US tudi: 04.06.2020 ali 04/06/2020 SALUTATIONS Dear Mr/Ms Lastname za Mr/Ms na eloma ne pi emo ve pike enske na splo no nazivamo z Ms in ne Mrs/Miss (razen e nam je izre no re eno) VIKANJE Vi ne pi emo z veliko za etnico: We are writing to you in NE to You. AS Vedno uporabljamo present continuous: We ARE WRITING /ARE SENDING in ne we write/send ipd.
TIPS FOR WRITING GOOD EMAILS BODITE JASNI/BE CLEAR - kratke povedi - prepost jezik - pravilna slovnica BODITE JEDRNATI/BE BRIEF - v emailu se osredoto ite samo na pomembne teme/manj e tevilo tem (vedno lahko po ljete e eno sporo ilo) - pojasnite namen va ega pisanja v prvem odstavku NE UPORABLJAJTE OKRAJ AV/NO CONTRACTIONS I have (I ve) I am (I m) I will not (I won t)
TIPS FOR WRITING GOOD EMAILS JASNO NAPI ITE ZADEVO/WRITE A STRONG SUBJECT LINE the 4 Us: - unikaten/unique - nujen/urgent - uporaben/useful - zelo specifi en/ultra specific BODITE VLJUDNI/BE POLITE Brez klicajev in VELIKIH RK, saj to izpade kot KRI ANJE USTVARITE PRAV TON/CREATE THE RIGHT TONE Naslavljanje/salutaton: Opening sentence Ending Closing
TIPS FOR WRITING GOOD EMAILS NASLAVLJANJE ali POZDRAV/ADDRESSING Dear Mr/Ms Lastname Dear Mr Peterson, Dear Ms Smith Dear Sir/Dear Madam spo tovani gospod/gospa; uporaba za podjetja Dear Sir/Madam nadome a Dear Sir or Madam To Whom It May Concern Dear Sirs zelo formalno, za institucije, banke Dear John manj formalno Hello, Hi neformalno
TIPS FOR WRITING GOOD EMAILS UVODNA POVED/OPENING SENTENCE Dober uvodni stavek pove naslovniku o em govori sporo ilo. e pi ete v zvezi s kak nim dogovor oz. da nekaj preverite (to follow-up on sth) lahko za nete z: I am just writing to ... Just a (quick) note to... Just a short note to follow up ... Just a short email to ...
TIPS FOR WRITING GOOD EMAILS V poslovnem svetu ljudje pi ejo emaile da - nekaj raz istijo: - to clarify - nekaj potrdijo: - to confirm ... - nekaj sporo ijo: - to inform you that ... - nekaj vpra ajo: - to enquire (inquire) about ... - nekaj prosijo: - to request ... - odgovorijo na vpra anje - se zahvalijo: - to thank you for
TIPS FOR WRITING GOOD EMAILS PRIPONKE/ATTACHEMENTS I have attached Please find attached I am attaching I am sending you this week s schedule as an attachment.
TIPS FOR WRITING GOOD EMAILS KONEC/ENDING e elimo, da nam odgovorijo, lahko napi emo: I look forward to hearing from you. (formal) Looking forward to hearing from you. (less formal) I look forward to your reply. (formal) Hope to hear from you soon. (informal) e elimo, da nas kontaktirajo, e potrebujejo ve informacij: Do not hesitate to contact me if you need any assistance. (formal) Let me know if you need anything else. (informal) e ne elimo ni esar, se samo zahvalimo/jim za elimo lep dan Thank you for your help/assistance. Thank you for your time/and consideration Have a nice/pleasant day/weekend.
TIPS FOR WRITING GOOD EMAILS POSLAVLJANJE Yours faithfully, e je za etek Dear Sir(s) ali Dear Sir/Madam Yours sincerely, e je za etek Dear Mr Peterson Best regards nadome a oba With best regards Kind(est) regards Manj formalno All the best See you (soon) Take care Bye (for now)
POGOSTE FRAZE In response to your request, we are sending you... Na va o eljo Vam po iljamo... We are pleased to inform you... /We are glad to inform you... Z veseljem Vam sporo amo We regret to inform you... We are sorry to note that... al Vam sporo amo... al ugotavljamo, da... We are sorry to learn that you will be unable to attend the opening. Ob alujemo, da se ne boste mogli udele iti otvoritve. Thank you for your email of/dated 20 December Zahvaljujemo se Vam za Va email z dne... I would like to thank you for... Zahvaljujemo se Vam za... Pi em Vam v zvezi z... I am writing to inform you
POGOSTE FRAZE I am writing to invite you to the opening... Vabimo Vas na otvoritev... I am sending you the contract concerning/regarding the lease of our Po iljam vam pogodbo, ki se nana a na lizing va ega... We acknowledge receipt of ... Potrjujemo prejem... Enclosed please find V prilogi vam po iljamo We are sending... under separate cover V posebnem pismu po iljamo Could/would you please send us Ali bi lahko poslali You are requested to ... Prosimo vas Please send me Prosim po ljite mi
POGOSTE FRAZE Please reply Prosim odgovorite Please reply by the end of the week (at the latest) Prosimo odgovorite (najkasneje) do konca tedna Please contact Prosimo obrnite se na..... Please confirm in writing Prosim potrdite pisno We would like to remind you Radi bi vas opozorili In case you need any further/ extra/additional information please do not hesitate to contact us/me by phone/email V primeru da potrebujete dodatne informacije me prosim pokli ite po telefonu/email-u We look forward to hearing from you. V pri akovanju va ega odgovora We look forward to your answer/reply. V pri akovanju va ega odgovora
POGOSTE FRAZE Referring to.../With reference to Regarding /With regard to In connection with Further to V zvezi z/skladno z In compliance with In accordance with According to Skladno z
FORMAL VS. INFORMAL FORMAL Dear Mr Piper, Dear Sir or Madam Good morning, Mr. Piper Good day, Mr. Piper Best regards, Sincerely Yours sincerely INFORMAL Hi Tim, Hi there Tim, Morning/Afternoon/Evening Tim, Hello again Tim, Rgds, Cheers, Bye for now, See you soon Thanks for emailing me on 15th February Sorry, I can t make it. Thank you for your email dated 15th February I am afraid I will not be able to attend I was wondering if you could .? Can you ? I trust this proposal is acceptable to you. I trust you will give this matter your urgent attention. I hope my idea is okay with you. Please do this asap.
FORMAL VS. INFORMAL FORMAL I would be grateful if you could INFORMAL (Please) can you Please accept our apologies for I'm sorry for I was wondering if you could Could you? We note that you have not .. You haven't We would like to remind you that/to It is necessary for me to Don't forget that/to I need to I look forward to seeing you next week See you next week
FORMAL VS. INFORMAL INDIRECT AND POLITE DIRECT AND IMPOLITE Would it be possible to have this in half an hour? I need this in half an hour. I m afraid there may be a slight delay There will be a delay.
PRIMERI Hvala za va e pismo z dne 3. dec. 2015. Thank you for your letter of 3 December. Hvala v naprej. Thank you in advance. Pi em Vam, da se opravi im za zamudo, ki je nastala zaradi mojih slu benih obveznosti. I am writing to apologise for the delay due to my work commitments. Hvala za Va e gostoljubje v asu mojega obiska pri Vas. Thank you for your hospitality during my stay with you/ visit to you. Prosim, potrdite pisno. Please confirm in writing. Pi em Vam, da Vas obvestim o spremembi datuma. I am writing to inform you about the change in date.
PRIMERI Pi em Vam, da prelo im/odpovem sestanek. I am writing to postpone/ cancel the meeting. Pi em Vam, da potrdim rezervacijo za enoposteljno sobo na ime John Smith. I am writing to confirm the reservation for a single room in the name of John Smith. elela bi vas obvestiti, da bom na po itnicah do petka, 10. 4. 2020. I would like to inform you that I will be on holiday until Friday, 10 April 2020. Pi em Vam, da sporo im na e nove tel. tevilke. I am writing to inform you about our new telephone numbers. Pi em Vam v imenu gospe Jo ice Tivadar. I am writing on behalf of Ms Jo ica Tivadar. Attached please find the seminar registration form. V priponki Vam po iljam prijavnico za seminar.
PRIMERI V roke prodajni slu bi. For the attention of sales department. Pi em Vam v zvezi v Va o ponudbo. I am writing in connection with your offer/ proposal. Z veseljem Vam sporo am, da ste upravi eni do 10% popusta. I am pleased to inform you that you are entitled to a 10 percent discount. Ali mi lahko prosim po ljete va zadnji katalog in cenik. Could you please send me your latest catalogue and price list. V odgovor na Va e povpra evanje Vam sporo amo . . In response to your enquiry we inform you that ...
PRIMERI Na alost Vam sporo amo, da niste bili izbrani za na ega dobavitelja. We regret to inform you that you have not been chosen for / as our supplier. V primeru, da boste potrebovali dodatni informacije, me prosim pokli ite po telefonu ali mi pi ite na zgornji naslov. In case you need any additional information, please contact me by phone, or in writing to the above address. Rok za oddajo prijav je 17. 4. 2020. The deadline for submission of applications is 17 April 2020. Marketin ki na rt potrebujem do petka. I need the marketing plan by Friday.
POGOSTE NAPAKE NAPA NO Thank you for your letter from 15 March. PRAVILNO Thank you for your letter of/dated 15 March. I write to you. I am writing you. I am writing to you. Please contact me on email. Please contact me by/via email. Please confirm in written. Please confirm in writing. I am looking forward to hear from you. With respect (Spo tovani) I look forward to hearing from you. Dear 5. 3. 2018 5 March 2018 ali 5/3/2018
SAMPLE LETTERS Dear Ms Stewart Thank you for your letter of 27 December 2018. I apologise for the late reply I was out of the office during the holidays and received your email only today. I would be happy to set up a meeting with you next week. I have time on Monday or Wednesday between 2 and 4 pm. Please let me know what time would suit you best. If neither of these days work for you, please provide an alternative. Looking forward to meeting you. Best regards, Joanna Blake
SAMPLE LETTERS Dear Marija I m sorry to inform you that I didn t get the papers. I have tried phoning you, but have been unable to reach you. Could you please give the matter your utmost attention. Please let me know what has happened to my documents and contact me at peter@yahoo.com. Best regards, Peter
SAMPLE LETTERS Dear Mr Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House
SAMPLE LETTERS Dear Ms Miller I am writing to confirm the receipt of Invoice No. 2018/49. The payment will be carried out by the end of this week. Best regards, Kaja Mrak
SAMPLE LETTERS Sampson's Stationary 30 Silverstone Ave Kamloops, BC V2A 8B1 Tel:250-429-0002 February 21st, 2017 Mr. Ken Davis Hanson's Montessori School 15 Main St. Kamloops, BC V2A 7B5 Our ref: #223 Dear Mr. Davis: Outstanding Invoice Our records show that you have an outstanding balance dating back to January, 2020. Your January invoice was for 445.00 and we have yet to receive this payment. Please find a copy of the invoice enclosed. If this amount has already been paid, please disregard this notice. Otherwise, please forward us the amount owed in full by March 1st, 2020. As our contract indicates, we begin charging 5% interest for any outstanding balances after 30 days. Thank you in advance for your cooperation. We hope to continue doing business with you in the future. Sincerely, Maria McPhee Accountant Enclosure: Invoice #223
SAMPLE LETTERS Dreamtime Movies Ltd 54 Oxford Road, Skagnes SK3 4RG Tel: 0223 123 4567 Email: info@dtmovies.co.uk 4 November 2017 Lingua Services Galactic Ltd 69 Milk Street LONDON SW7 6AW Dear Sirs Translation Brochure I should be grateful if you would send us your brochure and price list about your translation services. We are currently developing our sales literature and web sites and are interested in translating these into five languages apart from English. I look forward to hearing from you. Yours faithfully Andrea Philips Marketing Manager
SAMPLE LETTERS Lingua Services Galactic Ltd 69 Milk Street, LONDON SW7 6AW Tel: +44 20 123 4567 Fax: +44 20 765 4321 Email: jb@linguaservices.ga 6 November 2017 Ms Andrea Philips Dreamtime Movies Ltd 54 Oxford Road Skagnes SK3 4RG Dear Ms Philips Translation Services & Fees Thank you for your letter of 4 November enquiring about our translation services. Lingua Services Galactic offer a full range of translation services to help you in the development of sales literature and web sites. I have pleasure in enclosing our latest brochures and price list from which you can see that our prices are highly competitive. I look forward to calling you in a few days. Yours sincerely James T Brown Sales Manager Enc: 3
