Let me know
Recognize and choose the correct verb form for written messages Write a simple email reply to a written request
Introduction Before allowing students to open their books, ask them for the four Cs of communication again. Get the words on the board with the correct spelling: correct, concise, considerate and clear.
Use the emails at the top of the page to set the scene for the lesson, but they are not actually needed for Exercise A. Ask general questions about the structure of an email.
• Where do you find the sender’s name or email address? (after From:)
• Where is the main receiver’s name/email address? (after To:)
• Where do you find other receivers of the email? (after Cc:)
• What does ‘Sent’ mean? (the date and time of the message)
A
Refer students to the website advice and the verb box. Set for individual work and pairwork checking. Feed back, ideally with a visual medium of the advice webpage. Deal with any problems about the form of the verb. You may wish to work through the Grammar box at this point, although if students have just done the Reading lesson, they should not need to spend any time on this. It is there simply as a reminder.
Answers
1. Each email should have only one subject. This means you can put a clear subject in the ‘Subject’ line. (should have = advice; can = possibility)
2.
In the ‘cc’ line, add the email address of people who also need to know. (imperative = instruction)
3. Reply to emails as soon as possible. Send the information if you can, or write ‘Thank you for your email. I don’t have the information at the moment. I am going to get the information … (date or time)’. (imperative = instruction; present simple for present situation; going to = future)
4. Use polite language! (imperative = instruction)
5. Be careful about making jokes. Sometimes people don’t understand them! (imperative = instruction; present simple for present situation)
B
Refer students to the emails on page 104. Set for individual work and pairwork checking. Feed back orally.
Answers
1. Maria’s email has one subject only, although she refers to ‘bed occupancy’ and not ‘the bed occupancy rates’, so she could be clearer and correct there. She sends a copy of the email to the Finance Department – which allows them to keep track of email. She uses polite, informal language. In summary: • subject = only one • copied (cc) to Finance • not a reply, so not relevant • please/thanks/with best wishes = polite language • no jokes It also meets three of the four Cs (correct is not applicable): • concise = only one sentence for the subject • considerate = polite •
clear = one subject; sender asks person to reply if there is a problem
2. Seok’s reply does not take any of the rules into account: it is unfriendly because it is so short. There is no subject line. It is also very late (eight days after Maria sent her request for i nformation).
In summary: • It is very late. • It is rude. • It is not clear. •
It is probably correct, but it does not say which item the percentage refers to.
• He hasn’t copied in the Finance Department.
C Students individually write a correct reply to Maria, and compare their version. They revise on the basis of this comparison.
Possible answer
Note the additional information that has been added. This reply is a) on time, b) polite, c) clear, d) correct (the item is now labelled) and e) the Finance Department has now been copied in.
From: To:
Sent: Cc:
seok.kim@
oxfordhospitals.org admin@oxfordhospitals.org 20/08 12:15
finance@oxfordhospitals.org Subject: Bed occupancy rates week 13th Dear Maria,
Thanks for asking. The bed occupancy rate for the week beginning 13th
August was 84%. I hope that gives you the information you need.
With best wishes Seok
Oxford Hospitals for all your healthcare needs
August
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