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Email Writing Workshop

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Email Writing Workshop

A local community organisation is gathering feedback on a proposed change to a public space. Practise adapting your email structure, tone and detail for different readers. Use the self-contained materials below; write in clear New Zealand English.

Email essentials

A successful email makes its purpose clear, suits its audience and guides the reader towards a useful response.

1.The neighbourhood board has asked you to email its coordinator about a broken drinking fountain at a public reserve. Which subject line is most useful and professional?

Help!!!
Broken drinking fountain at Kauri Reserve
You need to fix this
Hey, quick question

2.You do not know the coordinator’s name. Choose a greeting that is courteous and appropriately formal.

Dear Community Board Coordinator,
Yo,
Hiya mate,
To whom it may concern!!!

3.A business has not replied to your first message about a faulty product. Which follow-up sentence is polite but firm?

You have ignored me, so fix this now.
I am following up on my message of 12 May and would appreciate an update by Friday.
This is ridiculous!!!
Never mind, I suppose you are too busy.

4.Reorder these parts into a sensible email structure: sign-off; greeting; purpose and details; subject line; closing request or next step.

5.Read this draft: “The fountain’s been broken ages. Someone should do something. It’s a disgrace.” Rewrite it as two or three sentences that state the issue clearly, add one useful detail, and make a respectful request. Invent a plausible detail if needed.

Write for different readers

The community notice below gives you the information for the writing tasks. You may use and rearrange its details, but do not add unsupported claims.

Kauri Reserve upgrade: The local board is considering replacing part of the open lawn with a small fenced dog-exercise area. The area being considered is beside the eastern path. The board is collecting public feedback until 30 June. Send comments to community@harbourboard.nz. In your message, explain which option you prefer and why. No final decision has been made.

6.Plan an email to the local board giving your view on the proposed dog-exercise area. Note your audience, purpose, preferred option, two reasons or relevant considerations, and the tone you will use.

7.Write the complete email you planned. Include a relevant subject line, greeting, clear position, reasons, respectful closing request or next step, and sign-off. Aim for 120–170 words.

8.Now write a 70–100-word informal email to a friend explaining the proposal and asking what they think. Keep the facts accurate, but adapt your greeting, tone and wording for someone you know well.

Review and refine

Check how word choice and editing affect clarity, tone and credibility.

9.Edit this sentence to make it suitable for a formal email: “Hey, I reckon the board’s plan is kinda unfair and you guys should sort it out.” Keep the concern, but use precise, respectful language.

10.Identify one specific detail from the community notice that would make your email more useful to its reader. Explain how it helps.

11.Proofread your formal email. Write down one change you would make to improve its organisation, clarity, tone or accuracy, and explain why.