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Professional Email Writing

Learn key phrases, choose the right register, and write professional emails for the workplace.

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Ex A – ReadingRead two emails and identify formal vs. informal register

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Ex B – Key PhrasesChoose the correct professional phrase for each gap

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Ex C – RegisterMatch informal phrases to their formal equivalents

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Ex D – WritingWrite a professional email in response to a situation

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Exercise A

Reading – Formal vs. Informal

Read the two emails below, then answer the questions.

Email 1

From: j.martinez@globaltech.com To: s.weber@partnerco.de Subject: Follow-up on project timeline

Dear Ms Weber,

Thank you for taking the time to meet with us last Thursday. I am writing to follow up on the points we discussed regarding the revised project timeline.

As agreed, we will deliver the first draft of the report by 15 July. Should you require any further information in the meantime, please do not hesitate to contact me.

I look forward to hearing from you.

Kind regards,
Julia Martinez
Project Manager, GlobalTech Solutions

Email 2

From: tom.k@globaltech.com To: lisa.m@globaltech.com Subject: Quick question about the report

Hi Lisa,

Hope you're doing well! Just a quick one – do you have the latest sales figures? I need them for the report that's due on Friday.

Let me know if you need a hand with anything on your end.

Cheers,
Tom

Questions

1. Which email is formal and which is informal? How can you tell? (Name at least two differences.)

2. What is the purpose of Email 1?

3. Find one phrase in Email 1 that you could use in your own professional emails. Write it below and explain when you would use it.

Exercise B

Key Phrases – Gap Fill

Complete each sentence with the correct professional email phrase.

Fill in the gaps

1. (1) inform you that the meeting has been rescheduled to 3 p.m.

2. (2) send me the updated figures by Friday.

3. Please find the quarterly report . (3)

4. (4) , please do not hesitate to contact me.

5. Thank you for your prompt to this matter. (5)

6. I at your earliest convenience. (6)

7. I am writing the invoice dated 5 June. (7)

8. We sincerely any inconvenience this may have caused. (8)

Exercise C

Register – Informal to Formal

For each informal phrase on the left, choose its formal equivalent from the dropdown.

Match the register

1. “Thanks for getting back to me so fast.”

2. “Sorry for the late reply.”

3. “Can you send me the file?”

4. “Let me know if you need anything else.”

5. “I'm writing because of the problem with our order.”

6. “Hope to see you there!”

Exercise D

Writing – Compose a Professional Email

Read the situation below, then write a formal email using the phrases you have learned.

Situation

You work for a marketing company. Your team was supposed to deliver a draft campaign proposal to a client, Henderson & Co., by last Monday – but it was not ready on time. The draft is now complete and you need to send it to your contact, Mr David Henderson (d.henderson@hendersonco.com).

In your email you should: apologise for the delay, explain briefly why it happened (you can invent a reason), attach the proposal (mention that it is attached), and offer to arrange a meeting to discuss it.

Your email

Subject line

Email body

Remember: greeting, purpose, apology, explanation, attachment reference, offer to meet, professional sign-off. Aim for 80–120 words.

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