More and more people find it hard to manage their email inboxes. One reason for the increase in emails is that many people find it easier to write an email than to phone someone. You can send an email at anytime, without needing the other person to be available at that moment. But emails can also cause delays in making arrangements or reaching agreement — particularly if they are not written in a way that is clear and easy to understand.
Questions
Read the emails on the right. As you read them, think about the answers to these questions:
- How is Sven able to know quickly what Anna’s email is about?
- How does Anna make it easy for Sven to see the key points in her email?
- How does Anna avoid any misunderstandings about what the next steps should be?
- How does Sven make it easy for Anna to follow his response?
Dear Sven
I’m just writing about two key points we need to finalize before next month’s meeting:
Project research: When will the technology research report be finished? We need it quite soon, as the results will affect the project’s timeline.
Process change: We need to make a small change to the project process. I’m not sure how this will affect the rest of the project. Can we meet next week to discuss this? Please let me know two or three options and I’ll get back to you quickly to confirm the time of our meeting.
Looking forward to hearing from you.
Best regards
Anna
Hi Anna
Thanks for your email. Here my quick response:
Project research: When will the technology research report be finished? We need it quite soon, as the results will affect the project’s timeline.
It’ll be finished in about ten days, though I can give you an initial briefing when we speak next week.
Process change: We need to make a small change to the project process. I’m not sure how this will affect the rest of the project. Can we meet next week to discuss this? Please let me know two or three options and I’ll get back to you quickly to confirm the time of our meeting.
No Problem. How about Tuesday at 10 a.m., Wednesday at 1 p.m. or Thursday at 1 p.m.? Feel free to choose a time and send me an invite.
Please excuse the brevity. I’m just leaving the office for the day.
Best
Sven
Hi Sven
Thanks for the quick reply.
Tuesday at 10 a.m. sounds good. I’ll send you an invite in Outlook. now.
Have a great weekend!
Anna
Answers
Here are the answers to the three questions we asked:
1. Anna makes it easy for Sven to see what her email is about by using a clear subject header. She also says clearly at the start why she is writing.
2. Anna makes it easy for Sven to see the key points in her email by using bullet points. She could also have numbered the points.
3. Anna avoids any misunderstandings about what the next steps should be by being clear about her expectations.
4. Sven makes it easy for Anna to follow his response by writing “inline”; his answers follow directly after Anna’s questions (and are marked in bold).
Using “will be” to talk about a future task
When talking about when we expect tasks to be completed in the future, we can use will be. Look at these examples from the emails:
- When will the technology research report be finished?
- It’ll be finished in about ten days.
Note: It is also possible to use the form “going to be”.
Useful phrases for making arrangements by email
A. Starting an email
- Dear/Hello/Hi...
- I’m writing to/about/because…
- Thank you very much for your email/reply.
- Thanks for getting back to me (so quickly/swiftly).
- Thanks for the quick reply.
B. Structuring your email
- I’ve numbered my points below.
- Here are a few quick responses to your email/questions.
- Here are my comments.
- I’ve replied to your points below.
- Feel free to reply inline/within my email.
- Let me know what you think about this.
C. Organizing a meeting
- Can we schedule a call for sometime this week?
- Can we meet next week to discuss this?
- What time works best for you?
- Please let me know two or three options and I’ll get back to you quickly to confirm the date/time.
- How about Tuesday at 10 a.m.?
- Would that work for you?
- Feel free to choose a time and send me an invite.
D. Ending an email
- I’ll call/see you then.
- I’m looking forward to getting your reply.
- Looking forward to hearing from you.
- I hope to hear from you soon.
- Have a nice day.
- Have a great weekend.
- Many thanks!
- Best regards / Kind regards / Best (wishes)
Key tips!
- Use clear subject headers for your emails.
- Be clear at the start of your email about why you are writing.
- Reply “inline” to make it easier for the reader to follow.
- Be clear about what should happen next.
Um in der allgemeinen Flut von E-Mails nicht unterzugehen, müssen auf diesem Weg getroffene Abmachungen klar abgefasst sein. Hier erfährst du, wie dir das auf Englisch gelingt.