Writing academic e-mails


·        Discussion:

·        Do you write emails in English?

·        On what occasions? Who’s the recipient?

·        What kind of language/ register do you usually use in your English emails?


·        Look at these emails. What are the reasons why they were written?


From: 234567@mail.muni.cz

Subject: tomorrow


Hi teacher!

I cannot come to school tomorrow, ‘cause I’m real sick. I’ll do my presentation on Mammals next
week.

See ya,

Tom
Smiley



From: offthewall@email.com

Subject: Steven Bold, 3^rd year student of Media and Communication, Monday seminar group, 9 a.m.


Good afternoon Mrs. Crow:

I am very unhappy about the fact that I received F for my English exam. As a matter of fact, you
are the only one who gave me such a bad mark, and now my distinction is in danger. When can I write
the re-take? There are no more terms available, but I have to have it this semester, as I am very
busy in summer.

Best regards,


Steven

Steven Bold

PR Assistant

Offthewall International



From: 54321@mail.muni.cz

Subject: Hello


Dear Mrs teacher,


I was not at school last Wednesday. Can you tell me what you did? And do I have to do any homework?

Robert Dark


·        Are those emails appropriate? Give arguments for/against


·        Discuss what features those email parts should contain:

https://www.softchalkcloud.com/lesson/serve/MXv2iJS1bBtQCR/html


·        Title of the email

·        Salutation

·        The beginning

·        The main body

·        The ending

·        Closing the email and signing

·        Dos and Don’ts of academic/scientific email communication

Look at the phrases and categorize them into the things you should remember about and those you’d
rather avoid doing. If necessary, specify the situations.


1)        Write a clear subject line

2)        Omit greeting (the recipient knows that it’s him/her that the message is being addressed
to)

3)        Write a greeting appropriate to the addressee

4)        Use a title (with a person’s name) which is not an academic one

5)        Have no reference to the attachment (the recipient will see it anyway)

6)        Use your university email account for academic and professional correspondence

7)        Leave out personal details

8)        Include your full name and contact information (if there is a need)

9)        Start emails with “I want…” or “I need…”

10)    Have exclamation marks for something that is considered very important

11)    Write a detailed description of events preceding the situation discussed

12)    Keep messages as concise as possible

13)    Emphasize the conversational aspect


DOs

                                                 DON’Ts
















·        How would you change these words/expressions into more formal ones?

                                             INFORMAL

                                                                                                   FORMAL

Thanks


Sorry for…


Can you…


Do you know…


I can’t…


I don’t want to…



Sources: (visited on February 10th, 2015)

http://www4.ncsu.edu/~nmswishe/academic_email.pdf

https://www.softchalkcloud.com/

http://www.teachingenglish.org.uk/article/email-writing