Work in pairs or groups. Ask and answer the following questions.

1. Do you use a different style for writing e-mails compared to letters?

2. Read the extract from the book The Bluffer's Guide to the Internet. Is there any truth in it?

Because e-mail makes people write to each other rather than phone, the art of writing – which was being undermined by the telephone – is no longer dying. It has been killed off completely. The reason lies in the usually sketchy typing skills of most computer users. To test these skills as little as possible, e-mails are generally brief. Often they consist merely of the previous message sent back with a "Yes" or "OK, ten tomorrow" or "Rubbish" or similar tag appended. Many verbless sentences too. Short paragraphs. Lots. Strange word order often there is also. Sometimes e-mails are typed entirely in upper case with the "shift" key down, WHICH YOU COULD SAY IS THE EQUIVALENT OF SHOUTING.

Glossary · undermined = weakened · sketchy = inadequate · tag appended = short additional message · upper case = capital letters

E-mail guidelines

Before reading scan the words and try to memorize them.

impact	зд. смысл
spell check	проверка орфографии
proofread, v	корректировать, проверять на наличие ошибок
heading, n	заголовок
bullet, n	зд. маркер абзаца; маркер списка; буллет; символ выделения пункта в списке; жирная точка

There are universally accepted rules for writing e-mail, but here are some useful guidelines. Match each rule (a–g) to the reason why it is useful.

a) Create a subject line with impact.

b) Write short sentences.

c) Keep paragraphs short.

d) Don't always trust your spell check.

e) Put your signature on the message.

f) Proofread the message before sending it.

g) Use headings, bullets and numbering.

1. It saves people scrolling down to see if there's more text.

2. These will guide the reader and make the message easier to grasp.

3. It can't tell the difference between your and you're, or theirs and there's.

4. It is more likely that someone will read your e-mail.

5. There's less chance the reader will miss anything.

6. It creates a more professional image if there are no silly errors.

7. You don't need complex grammar or punctuation.

Analyze the structure of standard e-mail.

Answer the following questions.

1. Should you type your e-mail address and the date in the message?

2. What is written in the second line?

3. What field contains the address of a person you would like to send a copy of a letter to?

4. Why is subject line important?

People you know well may send you e-mails with certain grammar words missing. What three types of grammar word are missing in these examples?

It's a great idea. I'm presenting it to the board today. I'll speak to you later.

Now put the missing words back into the e-mail below.

E-mails generally contain fewer fixed expressions and are less formal than business letters. Rewrite the following extracts from business letters as e-mails using the expressions from the box instead of words printed in bold type.

Sorry about… Bad news… Could you do me a favour and …? Got your message on… Cheers. Sorry, but I can't make… Hi… Good news: from… Shall I …?

1. Dear Louisa,

Thank you for your letter of September 12^th. Unfortunately, I shall be unable to attend the meeting on the 21^st. I would appreciate it if you could send me a copy of the minutes.

Best wishes,

Tom Hunt.

2. I'm delighted to tell you that as of Jan 2 we are offering substantial discounts on all orders over 1000. If you wish, I would be happy to send you further details and a copy of our new catalogue.

3. I regret to inform you that the board turned down your proposal. I would like to apologize for not getting back to you sooner on this, but I've been in Montreal all week.

If you have any questions, let me know. Following… Are we still OK for…? About… I'm sending you … as an attachment. Speak to you soon. Please… Thanks. See you…

4. I am writing to confirm our appointment on May 3^rd. My flight gets in about 11 a.m. With regard to my presentation on the 4^th, could you make the necessary arrangements? I enclose a list of the equipment I'll need.

I look forward to meeting you next week.

Charlotte de Vere

5. Further to our telephone conversation this morning, I'd be grateful if you could send me a full description of the problem and I'll pass it on to our technical department.