Basic terms

1. WRITING AN EMAIL

2. What is an email?

3. The Word email, or e-
mail, is short for
‘electronic mail’

4. It is a common form of communication
which is sent through a network to a
specified individual or group of
individuals.

5. It may contain a text, a file, images or
other attachments.

6. BASICS OF AN EMAIL

7. HEADER
To: bbird@iesluisvives.com
From: cmonster@iesluisvives.com
CC: gsmiley@iesluisvives.com
BCC: otgrouch@iesluisvives.com
Subject: Introducing myself

8. The TO (Recipient) is where you
type the email address of the
person or group of people who
will receive your message
(Note: If you have written to the recipient previously,
their e-mail address will ‘auto-fill’ in the ‘to’ field
when you type in their name.)

9. The FROM (Sender) contains
your email address.
(Note: You do not have to enter this. Your name and
e-mail address will appear in the ‘From’ field
automatically.)

10. The CC or Carbon Copy
field allows you to send a
copy of the message to
another email address.

11. The BCC (Blind Carbon Copy)
allows you to send a copy of the
message to another email
address which does not appear
in the e-mail header (the
recipient will not see it).

12. The Subject field is a short
title describing the content
or purpose of the email.

13. BODY
It is made up of these parts:

14. 1. Salutation (Greeting)
2. Introduction
3. Main bit
4. Call to action
5. Closing

15. 1. SALUTATION
FORMAL INFORMAL
When you don’t know the name
Dear Sir or Madam:
To whom it may concern:
When you know the name
Dear Mr. / Mrs. / Ms. Gómez:
 Hello (Olivia),
 Hi (Olivia),
 Hi!
 Olivia

16. 2. INTRODUCTION
My name is Richard Peters, Senior
Director of Oregon Tours.
Explain who you are (if necessary).

17. 3. MAIN BIT > What the email is about
Explain your reason for writing
I’m (just) writing to …
Just a quick note to …
Just a short email to …
… clarify …
… confirm …
… inform you …
… let you know …
… reply to …

18. 4. CALL TO ACTION
When you have explained the reason
for your email, provide some
instructions for the reader.
Some examples
Could you send me those files by Monday?
Could you speak to your CEO about this and write me back, please?
Could you fit an appointment in the following days, please?

19. 5. CLOSING
Use the closing section to end on a
polite, positive note.
Some examples:
Thank you for your time.
I am looking forward to hearing from you.
I look forward to hearing your thoughts.
Let me know if you have any questions.
Use the closing section to
say goodbye
Yours faithfully,
Yours sincerely, / Sincerely,
Kind Regards, / Best regards,
FORMALLY
INFORMALLY
Best wishes, All the best,
Best
,
See you (soon), Take care,
Bye! Thanks! - John

20. Do you know how to say these punctuation marks in
English? (especially for ‘dictating’ an email address).
@
.
-
_
/
The ‘at’ symbol (‘at’)
‘Dot’ (for e-mails); ‘full stop’/’period’ in sentences.
Hyphen
underscore
forward slash
backslash