Level 2 – Quarter 1, Web viewas possible while making your reason for . writing clear and easy...

University College Foundations Programme – L2 Writing Writing Project 1 Q1 Fall 2017

Level 2 – Quarter 1, Fall 2017

Writing Project 1Communicating Clearly Writing Emails

Name: ________________________________

ID: ________________________________

Section: ________________________________

Teacher: ________________________________

Emails – The Basics

Knowing how to write a good email is a valuable skill you will need when you move on to your faculty. It will also help you in your job search and work.

Most emails that you will need to write are about two things.

Giving information

Asking for something (information or a request)

Email is a great way to give and ask for information because it is very quick and easy to send. However, you must remember that the person to whom you send it will read your email very quickly as well. Therefore, it is very important that your email is easy to read. You need to keep it as short as possible while making your reason for writing clear and easy to understand.

Task 1Look at the table on the next page. It shows the inbox of a student called Mahra AlKaabi. Use the information provided in the table to answer the questions that follow.

a) How many emails has Mahra not read yet? ___________________________b) How many of the emails have an attachment? __________________________

c) Who sent Mahra an invitation? ______________________________________

d) Why did Fatima Saeed Suleiman send Mahra two emails on the same day?________________________________________________________________

e) Who replied to Mahra’s email? ______________________________________

e) When might Mahra and Sara have lunch together? ______________________

f) Why do two of the emails only show students’ number and not their names?____________________________________________________________________________________________________________________________

g) Who replied to Aysha Alderei’s email? ________________________________

h) When is the IELTS Speaking Workshop? ______________________________From Subject Received

Fatima Saeed Suleiman Sorry – here’s the attachment 11.20 AM

Marwan Jamil Fayyad Please visit the Advising Office 11:18 AM

Fatima Saeed Suleiman Vocab list for project attached 08:00 AM

SmithB@uaeu.ac.ae RE: Absent for test Yesterday 11:00 AM

20165202@uaeu.ac.ae Our group’s presentation ThursdayUAEU SPAM Quarantine Spam Quarantine Notification 16/11/16Fatima Saeed Suleiman RE: Organic Garden Meeting 16/11/16

Fatema Ali AlKaabi UAEU Writing Centre Female: Survey 15/11/16

Fatima Saeed Suleiman What was our homework? 15/11/162016507@uaeu.ac.ae RE: Organic Garden Meeting 14/11/16Sara Ali Hussein Alneyadi Are you free for lunch tomorrow? 13/11/16Aysha Ali Alderei Organic Garden Meeting 10/11/16

Student Academic Success Program

IELTS Speaking Workshop tomorrow

8/11/16

Task 2

In the following exercise, choose the correct word and fill in the gap.

Make your life easier and organise your emailsMost emails that you get go straight to your (1) [Drafts, Inbox, Contacts] ___________________.

This is where you decide which emails to read and which to delete. But if your server doesn’t

recognise the address of a sender, it will probably put the email in the (2) [Deleted, Sent, Junk Mail]

____________________ mail folder. This is where all those annoying adverts usually go. But

sometimes good emails go there too, so remember to check from time to time.

Do you ever worry because you just deleted an email by mistake? Don’t worry – just look in the (3)

[Deleted, Drafts, Contacts] ___________________ folder. It’s probably still there.

Sometimes it can be difficult to find an old email. So why not put them into (4) [Folders, Junk Mail,

Sent] __________________ to make them easy to find? You can do this for any emails you wrote

too – you can find them in (5) [Inbox, Sent, Deleted] ________________.

Some people keep hundreds of business cards with people’s email address and phone number.

You don’t need to do this – use your (6) [Folders, Contacts, Drafts] ______________________as

an address book, and it can store all these details for you.

Have you ever found it difficult to finish writing an email? Don’t worry – just save it under (7)

[Deleted, Junk email, Drafts] _____________________ and finish it later!

(This exercise is from http://learnenglish.britishcouncil.org/en/english-emails: reformatted)

Sending Mail

Just like when you are writing an essay, when you write an email you need to follow certain conventions.

Task 3

Read through the two emails below.

a) Which one is more formal – email A or email B?

______________________.

Discuss the reasons for your choice of answer with your partner.

b) Which of these is a reply to another email? ____________________

Discuss the reasons for your choice of answer with your partner.

Email A

Email B

Task 4

Complete the table for email A and email B, labeling the parts of the email using the headings below. You may not need all of the labels. Compare your answers with a partner. You will find the emails below the table. You may not need all of the labels.

greeting

signing off

invitation

a comment to make the reader feel better

reason why

what the recipient should do next

what the writer will do next

result

email A email B

The Opening Sentence(s)

Let’s look at that in more detail:

Task 5

Writers have a purpose when they write. Students generally write to their teachers for to either give information or to ask for something. Why exactly have you written to teachers before? Check (✓ or ) the appropriate box(es) in the table✗ below.

In the past, I have written to a teacher to: Inform my teacher about my future absence.

Inform my teacher about serious illnesses or other emergencies.

Request an appointment to see my instructor

Request an appointment to see my instructor (when your instructor’s office hours do not fit in with your timetable).

Ask a specific question about the course material / homework that is not clear to you.

Apologise for missing a class / behaviour in class

Other reasons: (give examples)

Task 6

Work with a partner. Complete the following opening lines so that they show the writer’s purpose

I am writing

to ask …(why / if / about).

b to enquire about …

c to explain why…

d to let you know that..

e to apologise for…

f to arrange…

Closing Sentence(s)

This sentence or these sentences are usually used:

to show politeness. For example, you might thank the reader/ teacher for his/her time, or politely request an answer by ‘looking forward to it.

To say what the writer or the recipient (reader) will / should do next.

Task 7

Work with a partner. Read the following sentences. Are they opening lines that give the topic of the email (O) or are they closing lines (C) that say what the writer will do / receiver should do next?

Task 8

Put the words in the correct order to form grammatically correct closing lines.

(a) I / forward / meeting / you. / to / look

______________________________________________________________

Sentences from emails O or C?

1 Let me know what you think.2 This is just to remind you to bring your highlighters to class tomorrow.3 I will let you know if the schedule changes.4 Please let me know if this time is convenient to you.5 Please let me know if you can’t open the document in this format..6 I’m afraid I wont be able to come to class tomorrow7 I have attached the document below.8. I want to apologise for using my cell phone in class today.9. I look forward to hearing from you.10. When would it be convenient for you to meet me?11. I would be grateful for your feedback.12. Thanks for letting me know about the problem you are having with the

assignment.

13 Would it be possible to meet with you sometime this week?14 Have a good evening.

(b) hearing / to / forward / look / you. / from / I

______________________________________________________________

(c) on / speaking to / soon. / forward / you / I / look

______________________________________________________________

(d) in / tomorrow / you / speak / will / class. / I / to

_____________________________________________________________

(e) look / possible. / your / to / receiving / as soon as / reply / forward /

______________________________________________________________

(This exercise is from http://learnenglish.britishcouncil.org/en/english-emails: EFE Unit 4 Support Pack)

Closing Salutation

Your closing is important because it lets the reader know exactly who is sending the email. Your instructor may have many students with your first name. You should close with something friendly like:

Thank you, Regards, Best wishes,

You can use the diagram below as a guideline when choosing your closing salutation.

You should always include your last name and your ID number to be sure your instructor knows who the email is from. For example:

Informal

Formal

Cheers,Mara

All the best, Mara

Best wishes,Mara Al Shamsi

Regards,Mara (Al Shamsi)

Best / Kind regards, Mara Al Shamsi

When you write to a teacher it is important to:

1. Write in a polite tone that is respectful and recognizes that they are busy people.

Polite: When you have marked my first draft, could we have a meeting to discuss it?

[‘When’ acknowledges the teacher is busy but that he / she will complete the marking soon]

Impolite: If you mark my first draft, I would like a meeting to discuss it.

[‘If’ sounds impatient. It sounds as if you doubt the teacher will even mark the assignment]

2. Be careful that you don’t sound as if you are blaming someone else.

Polite: I didn’t get a good mark for my final draft and, if possible, I would like to meet and discuss this so I can see where I went wrong.

[the student accepts responsibility and asks politely for a discussion when the teacher is not busy]

Impolite: You gave me a bad mark for my essay and I want to know why.

[This sounds as if the student is blaming the teacher and is demanding a meeting]

3. Make requests, not demands

Polite: Can I meet with you during your consultation times on Wednesday?

orWould you have time to see me on Tuesday?

Impolite: I want a meeting in your office on Tuesday at 2pm.Task 9

Read through content of the email in the box below.

Now rewrite the email so that it is polite.

Hi teacher,

Why did you mark me absent? I was in your class on Monday. Check your register, please. I will see you in the classroom about this.

RegardsAysha AlNuami20160000Section: 607

Subject_____________________________________________________________

___________________________________________________________________

(b) Read through content of the email in the box below and rewrite a more polite version of this email.

Send me the worksheets from class today. I was absent.

RegardsAysha AlNuami20160000Section: 607

Subject_____________________________________________________________

___________________________________________________________________

Writing Effective EmailsBoth you and your instructors have busy schedules so it is important to achieve the purpose of your email as quickly and efficiently as possible.

Task 10 [Task adapted from MacMillan Business English]

Read through the extracts from the series of emails below.

Example A

Student: Would you be able to see me next week?

Teacher: Of course I will meet with you. When are you free?

Student: I can meet you anytime. When are you free?

Teacher: The best time for me would be next week on Wednesday after 3:00pm.

Student: I am sorry, but I can’t meet you after 3:00pm on Wednesday. Are you available on Monday or Tuesday next week?Teacher: I’m afraid I teach on Monday and Tuesday afternoons. Are you free ……?

So far, six emails have been written and there is still no solution to the problem.

Now read through extracts from the series of emails below.Example B

Student: Would you be able to see me next week? I am available on Sunday, Monday, and Tuesday after 3:00pm and on Wednesday before 10:00am.

Teacher: Of course I will meet with you. Let’s meet on Sunday at 9:00am in my office.

Student: Thank you. I look forward to seeing you on Sunday at 9:00.

Task 10

Discuss the following questions with your group.

1. What is the function of the emails?

2. Why are there 6 emails in example A? Why has a solution not been found yet?

3. How are the extracts in Example B different from those in Example A? Has a solution been achieved?

4. What have you learned from this task?

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