EMAILS

UB02002
Dr. Veronica P. Atin
Reminder

This is a supplementary material. Please

read Unit 9, page 233 in your e-textbook for
a better grasp on the topic.
Emails
■ The letter E in email means electronic, and therefore email
means electronic mail.
■ In this digital era, the use of emails in the workplace is crucial
for instantaneous communication.
■ Using emails in business operations is an efficient, cost-
effective and eco-friendly way to communicate.
■ In professional dealings, emails are used for frequent updates
and file transfers among co-workers, and between foreign
partners.
PURPOSE OF AN EMAIL
STRUCTURE
OF AN EMAIL
Tone in an email
Content adapted from: Shak, P. & Kamlun, K. (2021). Ready to Work: English for Employment.
(2nd Edition) Petaling Jaya: Cengage Learning Asia Pte. Ltd. (pg. 166-184)

■ In emails, the tone depends mainly on who you are writing to and what the email
is about.
■ If you are writing an email to your superior, you should use a formal tone.
■ On the other hand, if you are writing an email to a colleague from your
department, it is likely to be less formal.
■ Similarly, if you are writing for the first time to an organisation to request
information, you would need to write in a more formal manner.
■ However, if you have already communicated with the recipient a few times and
you want to arrange for a follow up appointment, you may write slightly less
formally
Formal and Informal Tone
■ The tone of an email can be identified through the following:
a. Salutation: The salutation is how you address the recipient of your email. The salutation you
use or do not use will indicate the formality of your email.
b. Vocabulary: The choice of words and expressions used in an email can affect its level of
formality. The meaning of the message is usually the same, but the wording of the email can
make it more or less formal.
c. Colloquial phrases: In emails, it is very common to see colloquial language in use. In many
cases, colloquial phrases make your message more informal.
d. Abbreviations: It is also quite common to see abbreviations (or acronyms) in an email.
Abbreviations are more commonly found in informal emails. However, some abbreviations
may also be found in formal emails.
e. Emoticons: Emoticons are used exclusively in informal emails. Emoticons are the written
expressions of gestures and body language used to show our feelings and emotions to our
recipients. Some common emoticons are listed as follows, but there are many more 
f. Close: The way a writer ends an email message can also signify the formality of the email
Politeness in Emails

■ When writing emails for the workplace, the politeness of

the language we use can influence our professional
image.
■ Whether writing formal or informal emails, the language
used should be polite and courteous at all times.
■ The use of polite language helps us appear more
professional, and encourage the recipients to be more
open to our suggestions and offers.
 THE DOS AND
DON’TS OF EMAILS