Writing course 1

Please note the guidelines below concerning the writing of company e-mail messages.
We shall be practising many types of emails and letters, such as enquiries, orders, offers, invitations and complaints.
After you've studied the information below, go on to task 1, 2, 3 and 4.

    Emailing
     
    1. Subjects
    Give the message a subject/title. E-mail messages without a subject may not be opened because of a fear of viruses and especially note that it is very easy to forget to type this important information.
     
    2. Subject contents
    Keep the subject short and clear but avoid such headings as:
    ‘Good News’, ‘Hello’, ‘Message from Mary’. These headings are common in messages containing viruses. Short but specific are needed,
    e.g. Reference number:....
    Delayed Shipment

    Enquiry about Drawings
    Request for Info
    Query about Website
    Question regarding Product
    Hou het kort en bondig en laat het de inhoud dekken.

    3. Greetings
    / Salutation
    Start the message with a greeting so as to help create a friendly but business-like tone. The choice of using the other name versus the surname will depend on who you are writing to. If you have communicated with the receiver previously and he/she is at a similar level to you, then the use of the other name would be appropriate. If the receiver is more senior to you, or if you are in doubt, it would be safer (particularly in the first communication) to use the person’s surname/family name together with a title,
    e.g. Dear Mr Smithson, Dear Ms Stringer,

    It is also becoming quite common to write the greeting without a comma,
    e.g. Dear Miss Lawson
    e.g. Dear KK
    Je kunt je bericht beginnen met 'Hi,' of 'Hello,'. Als je mailt met iemand die je kent, kun je de voornaam van die persoon erachter schrijven: 'Hi Mary,' Schrijf je naar een instelling of bedrijf waarvan je de geadresseerde niet kent, dan hou je het officiëler en is je aanhef 'Dear Sir/Madam,'

    4.
    Purpose
    - Start with a clear indication of what the message is about in the first paragraph.
    - Give full details in the following paragraph(s).
    - Make sure that the final paragraph indicates what should happen next.

    e.g. I will send a messenger to your office on Tuesday morning to collect the faulty goods.
    e.g. Please let me have your order by the beginning of the month.

    Verdeel je bericht in alinea's. Hou altijd 3 alinea's aan hoe kort je bericht ook is. Sla na elke alinea een regel over. Dat maakt het bericht overzichtelijker. Hou rekening met de lengte van je bericht: maak het niet te lang.

    5.
    Action
    Any action that you want the reader to do should be clearly described, using politeness phrases such as 'Could you...' or ' I would be grateful if...'. or 'Please...'.
     
    6.
    Attachments
    Make sure you refer, in the main message, to any attachments you are adding and of course make extra sure that you remember to include the attachment(s). Copy-and-paste text-only contents into the body of the e-mail. If you use an attachment, make sure the file name describes the content, and is not too general; e.g. 'message.doc' is bad, but 'runnersworld mat' is good.
     
    7.
    Endings
    End the message in a polite way. Common endings are:
    Yours sincerely, Best regards, Best wishes, Kind regards, Regard,
    If you did not put a comma after the greeting at the beginning of the message, then do not put a comma after the ending either,
    e.g. Best wishes
    e.g.Regards
     
    8.
    Names
    Include your name at the end of the message. It is most annoying to receive an email which does not include the name of the sender. The problem is that often the email address of the sender does not indicate exactly who it is from, e.g. 0385915d@polyu.edu.hk

Please follow these guidelines with all e-mail messages that you send.

Kind regards

Gaby Holtappels


A) Writing enquiries - aanvraag informatie

If you want to know more about products, services, prices, terms of payment and delivery etc., then you write an enquiry.
An enquiry is a written request for information. In many cases there is a direct cause for writing an enquiry, for example:
information you need to execute an order;
plans to a visit an exhibit;
an address you need to pass on;
an advertisement you saw in the news;
a recommendation you got from a colleague;
products you saw on the Internet, etc.

Here are some useful phrases for enquiries.

First Paragraph
This should tell the reader what you want; e.g.

  Please send me... (for things that the organization offers to send)
  I would be grateful if you could tell me... (for things that are not normally offered)
  I am writing to enquire whether... (to see if something is possible)
  I would especially like to know... ( + a more detailed request)
  Could you also... ( + an additional enquiry or request)

Second Paragraph
This paragraph gives further details of the enquiry.

Final Paragraph
This paragraph should contain a polite expression and/or an expression of thanks to the reader.
The degree of politeness (and therefore the length), depends on how unusual or difficult your request is.
Possible language includes:

  Thanks. (For a very informal and normal enquiry or request)
  I look forward to hearing from you.
  I am looking forward to hearing from you.
  Thank you for your assistance.
  Thank you very much for your kind assistance.
  I appreciate that this is an unusual request, but I would be very grateful for any help you could provide.
  I look forward to hearing from you.

  If you think the reader might have further questions, you can suggest that he or she contact you; e.g. If you have any questions, please do not hesitate to contact me.


Task 1.
Here are some Dutch phrases often used in enquiries. Translate them into English.
Pay attention to the word order cause the Dutch word order is quite different from the English word order.

1. Wij hebben uw adres gekregen van de Kamer van Koophandel.
2. Uw bedrijf werd mij speciaal aanbevolen door een collega.
3. Op de beurs in Birmingham hebben wij uw producten gezien.
4. Wij verzoeken u om toezending van uw nieuwste bedrijfskleding catalogus.
5. Wilt u zo vriendelijk zijn ons een prijslijst toe te sturen.
6. We zijn vooral geïnteresseerd in de standaard afmetingen van de matten.
7. Indien u nog vragen heeft, aarzel niet ons te bellen.
8. Ik zie ernaar uit van u te horen.
9. We zien uw spoedig antwoord met belangstelling tegemoet.
10. Voor meer informatie, kunt u ons bellen op of mailen naar….


Task 2.
Here are some Dutch phrases often used in answers to enquiries. Translate them into English.

1. Hartelijk dank voor uw aanvraag van 30 november
2. Wij danken u voor uw brief van 15 maart waarin u informeert naar ons nieuwe assortiment.
3. Wij bevestigen ontvangst van uw email, waarvoor onze dank.
4. Het verheugt ons te horen dat u onder de indruk bent van ons assortiment.
5. Wij kunnen u de volgende inlichtingen verschaffen.
6. Als bijlage sturen wij u onze nieuwste brochure.
7. We sturen u graag onze nieuwste prijslijst.
8. In antwoord op uw aanvraag van 12 februari sturen wij u monsters van al onze matten.
9. Eventuele bestellingen zullen wij met zorg uitvoeren.
10. We zien uit naar een spoedige proefbestelling.

Task 3.
Write the following email using the information below.
Aan: Power Tools Ltd. info@Powertools.com
Onderwerp: aanvraag informatie
t.a.v. afdeling verkoop

- Zeg dat je hun advertentie hebt gelezen in 'DIY News' van augustus jl.
- Je wil graag meer productinformatie ontvangen van de nieuwe stoommachines en speciaal de technische gegevens van de nieuwe CZ200.
- Vraag of zij een prijslijst en catalogus kunnen sturen en de leveringsvoorwaarden.
- Nadat je de informatie hebt ontvangen plaats je waarschijnlijk een proeforder.
- Zeg dat je hun reactie tegemoet ziet.
- Sluit correct af.