PRE INTERMEDIATE 1

LESSON 14
HOW TO WRITE AN INTRODUCTION EMAIL

1
 Pre Intermediate 1 Syllabus

Pre Intermediate 1
1 How to formally meet/greet people
2 How to talk about yourself 15 sessions → 2 x a week
3 How to talk about personnel
4 How to talk about time
5 How to make an appointment
6 How to make small talk 8 - 10 weeks to complete
7 How to make an offer
8 How to accept and decline offers
9 How to check and clarify
10 How to start a presentation Remind or reschedule
11 How to make statements - present at least 24 hours in advance
12 How to tell a story - past
13 Speaking project:
14 How to write an introduction email
15 Final Assessment

2
 FORMAL OR INFORMAL

I am writing to inform you that I will not be present in the office on Monday as I have a doctor’s appointment.

FORMAL INFORMAL

Really? That’s awesome!

FORMAL INFORMAL

Don’t push your luck on this one. We might be in trouble later.

FORMAL INFORMAL

We will test and evaluate the prototype immediately.

FORMAL INFORMAL

3
 FORMAL OR INFORMAL

Please do not hesitate to contact me if any problems were to arise.

FORMAL INFORMAL

They will eventually sign the contract if they agree with our circumstances.

FORMAL INFORMAL

I think that party was a bit boring.

FORMAL INFORMAL

Look at the bright side, at least we got a client.

FORMAL INFORMAL

4
TALK ABOUT YOURSELF

Do you have to write emails often?

Which part of writing an email do you find most

challenging?
READING EXERCISE

Read the formal email example and answer these questions.

What kind of service do they provide?

Cleaning services

What is the purpose of the email?

To introduce their company and offer their services

What positive statements did they use to explain their business?

Reputable clients, excellent service and client satisfaction

How can we contact them?

By calling their phone number

 LANGUAGE INPUT

FORMAL EMAIL

FOR:
• Unfamiliar people
• People with high position within a company (public official and • Past simple: Subject + to be (v2) + past participle
CEO) The part was held by Tim

FORMAT: • Future: Subject + will + to be (inf) + past participle

• Introduction Our shipment will be processed by the person on duty.
• Body
• Ending LANGUAGE STYLE:
• Avoid contracting the verb
• Avoid phrasal verbs
GRAMMAR (commonly use passive sentence):
• Avoid like, so, and, but, also
• Present simple: Subject + to be (v1) + past participle
• Spell out numbers
The presentation is done by Tim

• Present continuous: Subject + to be (v1) + being + past participle

The article is being printed.
 LANGUAGE INPUT

FORMAL EMAIL

INTRODUCTION

1. Salutations 2. Personal small talk

- If you don’t know their names:

Dear Sir or Madam, …
To whom it may concern, … - I hope this email/letter finds you well
- I hope you are healthy and well
- If you know their names: - I hope you are well
Dear Mr. [last name]
Dear Mrs./Ms. [last name]
 LANGUAGE INPUT

FORMAL EMAIL

INTRODUCTION

3. Introduce yourself and the company 4. State your purpose

- Allow me introduce myself. My name is [name] and I am from

[company].
Follow it up with a brief introduction of your company.
- Our company, [name of company], focuses on [company’s
strength]
- I am writing to explore how our [product/service/business
partnership] can help you with your…
- I am following up on what we discussed earlier [time of
discussion] regarding the [purpose of the follow up]
 LANGUAGE INPUT

FORMAL EMAIL

BODY

1. Offering products/service/discounts/positions 2. Give positive statements

- We provide the following product/service - We have worked with many multinational companies in
- offering a [state a promo/discount] on our [product/service]. effectively developing their team’s English communication
- We are very pleased with your work performance and we would skills. Our client testimonials can be seen on our website [link].
like to discuss…
 LANGUAGE INPUT
FORMAL EMAIL
3. Attaching product/service brochure
- If you would like to learn more about our company and the
products/services that we provide, I have attached our
company profile and a brochure of products/services to give
you a more detailed information on [state the details].
BODY
Email to follow up
- I have attached the [state file] where you can [state necessary
information].
a. Detailed information on the product/service
I have attached the brochure where you can see full specifications of
what the Y No Virus covers as well as the prices.
b. To give a specific proposal
I have attached the proposal where you can see full details on the
procedure of our training, the training module, as well as the rates.
c. Invoice and payment method
I have attached the invoice where you can see how to make the payment
for the order you have made.
 LANGUAGE INPUT

FORMAL EMAIL

ENDING

1. Call to action 2. Closing sentence

- To schedule a meeting
To schedule a meeting with us, you may contact [name] at [phone number] or
email at [email address] or myself at this email address.
- For purchasing matter
To make an order, you may follow the instructions at this link [purchasing link].
- To complete an order
Please complete payment within 24 hours to secure your order
- We would love to work in cooperation and be of benefit to you.
- We would love to collaborate with you on effective ways to improve your
[company problem].
- If you need further assistance, do not hesitate to contact [name] at [phone
number] or email at [email address] or myself at this email address.

3. Closing salutations
Best regards, Kind regards or Sincerely

Write your name and your position within the company

READING EXERCISE 2

Read the informal email example and answer these

questions.
What is the email about?

Following up about an event that was talked about

What does the email sender want to inform us?

That there are available seats for the event

What are the things that we have to consider about the event?

Ticket prices, suggested date and your participation

What does the sender want us to do immediately?

To reply to this email with your opinion

 LANGUAGE INPUT

INFORMAL EMAIL

FOR:
• Familiar people (friends and family) • Past tense: Subject + Verb 2
We had a gathering in Japan last month.

FORMAT: • Future: Subject + will + Verb Infinitive

• Introduction I will take some time off from work.
• Body
• Ending LANGUAGE STYLE (neutral language register):
•Short sentences: Hi! How are you?
• Slangs: That’s so cool.
GRAMMAR (commonly use active sentence): • Cliché sentences: Time flies when you’re having fun.
• Present tense: Subject + Verb 1 • Acronyms: Hei! Did you send the email to NASA
I work at Pertamina. • Personal opinion: The seminar was so boring.

• Present Continuous: Subject + to be (v1) + V-ing

They are fixing some of the mistakes from the peer review.
 LANGUAGE INPUT

INFORMAL EMAIL

INTRODUCTION

1. Salutations
- Dear [recipient’s name] 2. Personal small talk
- Hi [recipient’s name]
- Hello [recipient's name]
If you are close with the recipient:
- How’s the family doing?
- How’s work and how’s [name of colleague]?
2. Personal small talk
Congratulate them if you’ve heard good news from them:
- How are you? - I heard from [name of colleague] that you got promoted. Congrats! I’m
- I hope you had a good morning/weekend so happy for you.
- I saw your ad got aired on Saturday. It looks amazing! You must be
For follow up pretty happy about that.
- It was great meeting you this past [state day]
- It was nice to finally meet you.
 LANGUAGE INPUT

INFORMAL EMAIL

INTRODUCTION

3. Introduce yourself
- This is [your name] from [company’s name] and I got your email
address from [state a colleague or a mutual friend’s name].
If you got their info from a gathering or meeting
- I am [your name] from [company’s name]. We met briefly at
[name of event or occasion].
If you were introduced by a colleague
- I’m [your name] and [colleague’s name] introduced me to you at
[event name] on [date].
Then introduce your company
- Our company, [company’s name], is a [state company’s strength]
that understands the importance of [benefit that customers can
receive].
For follow up:
- I’m following up on what we discussed earlier [time] about the
[purpose].
• details of the (service/product name) that you asked for
• specific proposal that you asked for
• invoice and how to make payment
 LANGUAGE INPUT

INFORMAL EMAIL

BODY

1. Offering products/service/discounts/positions 2. Give positive statements

- We provide products/services for …
- We’re offering 30% off our regular rate this [time] so it’d
be a shame not to take advantage of the discount.
- We’re currently having a promo for [time] on our
[product/service]…
- I thought you should know that we have a 100%-success
rate in protecting computers from any malwares or cyber
attacks.
- I should mention that we’ve worked with many
multinational companies to help their cross-language
communication needs and they’ve been very satisfied with
our work.
 LANGUAGE INPUT

INFORMAL EMAIL

BODY

3. Attaching product/service brochure 4. Website link and social media account

- I’ve also attached our [file name] if you want to know more - If you want to check out our company, the services we offer
about our [product/service]. and client testimonials, head on to our [website link / social
media account]
For follow up: - You can check out our customer testimonials and other
- I’ve attached the (nama file) that you asked for. You can see full [product/service] that we offer on our [website link / social
specifications of what (nama produk/jasa) covers and the
package prices.
media account]
- Here’s the proposal that you asked for. You can see full details
of the procedure of our training, the training module and also
our rates.
- I just want to let you know that I’ve attached the invoice and the
payment method.
 LANGUAGE INPUT

INFORMAL EMAIL

ENDING

1. Call to action 2. Closing sentence

- To schedule a meeting - Hope you have an awesome day!
Let me know if you or your team want to meet and talk about a - Thanks in advance
potential collaboration. You can call me at 08XXXXX or just reply - Have a great week!
to this email.
- For purchasing matter
To make an order, you may follow the instructions at this link
[purchasing link].
3. Closing salutations
- To complete an order Cheers, Thanks, All the best
Don’t forget to complete your payment within 24 hours so that you
don’t lose your order Write your name and your position within the company
- To offer help
If you need anymore help, call me at [phone number] or email me at
this email address.
WRITING EXERCISE 1

Write a formal email to reply. You may choose

whether to accept or decline the offer.

Include these following information:

- Thanking them for taking an interest in contacting
you.
- Reason why you are interested / not interested
WRITING EXERCISE 2

Write an informal email to reply.

Include these following information:

- Small talk
- Accept / decline the invitation
- Give reason if you decline
 Thank You
For more tips, check our:
IG : @theimpact.id
Website: www.theimpact.id

22