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Formal Email Writing

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Formal Email Writing

The class newspaper is preparing an issue about local stories. Zoe wants to ask Losa Lee, the coordinator of a community repair café, for a short interview. Use the information and example below to practise writing a clear, courteous formal email. Check that your tone suits the reader and your purpose is easy to understand.

A sample email

Read the example carefully. The email has a clear purpose, relevant details and a polite request.

To: Losa Lee, Community Repair Café coordinator

Subject: Interview request for the class newspaper

Dear Losa Lee,

My name is Zoe, and I am writing for our class newspaper. We are preparing an article about practical ways people in our community can repair and reuse everyday items.

Could we arrange a brief interview sometime next week? I would like to ask how the repair café works and what people can bring along. I can meet at a time that suits you, or send the questions by email.

Thank you for considering my request. I look forward to hearing from you.

Kind regards, Zoe Class newspaper team

Notice the choices

Answer using details from the sample and the scenario. For questions asking you to explain, give a reason as well as your choice.

1.Which subject line best tells Losa what Zoe’s email is about?

Hello
Interview request for the class newspaper
Please read this
Repair café

2.The sample begins, “Dear Losa Lee,”. Why is this a suitable opening for a formal email?

3.Identify two details in the sample that make Zoe’s request specific and easy to respond to.

4.Which sentence best explains why Zoe is contacting Losa?

“Thank you for considering my request.”
“We are preparing an article about practical ways people in our community can repair and reuse everyday items.”
“Kind regards,”
“Could we arrange a brief interview sometime next week?”

5.Zoe writes, “Could we arrange a brief interview sometime next week?” Explain how this phrasing helps keep the tone polite.

6.Match each email part with its purpose in Zoe’s sample.

Subject line
Opening paragraph
Request paragraph
Sign-off and name

Introduces Zoe and explains the article context
Ends courteously and identifies the sender
States what Zoe is asking Losa to do
Summarises the email topic

7.Zoe considers adding, “Hey, can you do us a favour and chat whenever?” Rewrite this as one suitable formal request that still sounds friendly.

8.Choose the most appropriate closing for Zoe’s email.

See ya,
Kind regards,
Cheers mate,
Later,

Plan and write

Use the same class-newspaper scenario. Keep your email focused, professional and easy to answer.

9.Before writing, note the key information your email should include: your purpose, the specific request, one useful detail about the article, and a courteous way for Losa to respond.

10.Write Zoe’s complete formal email to Losa. Include a clear subject line, greeting, introduction and purpose, specific request, polite closing and sender’s name. Use the sample for guidance, but write your own version.