Read to Write Email by englishbooks.jp

Read to Write Email

Dorothy E. Zemach © BTB Press, 2013 Published by BTB Press (www.btbpress.com) Edited by David Barker Japanese manual translated by Tomoyo Horiguchi Cover design by Paul Lewis Design and layout by Makiko Ohmura & Paul Lewis All rights reserved. This book may not be copied or reproduced in any form without permission. Inquiries regarding reproduction should be directed to info@btbpress.com ISBN 978-4-905088-41-7

Acknowledgments Thanks to Mutsumi Kawasaki and Douglas Moore for their help at various stages of the project.

Contents

How to Use this Book ................................................................. 4 Using the Model Emails (Flowchart) ........................................ 5

❚❚ Email Manual

L Layout ....................................................................................6 1 Greetings ...............................................................................7 2 Opening Sentences ...............................................................8 3 Closings .................................................................................9 4 Signatures ............................................................................10 5 Subject Lines .......................................................................11 6 Replying .............................................................................. 12 7 Cc, Bcc, & Reply All ...........................................................13 8 Capital Letters .....................................................................14 9 Spelling & Grammar ..........................................................15 10 Attached Files .....................................................................16 C Checklist...............................................................................17 ❚❚ Model Emails

見本メールの使い方..........................................................................18

1A Invitations.............................................................................20 1B Replies to Invitations...........................................................26 2A Emails to Teachers...............................................................32 2B Replies to Emails to Teachers.............................................38 3A Inquiries................................................................................44 3B Replies to Inquiries.............................................................50 4A News Emails........................................................................56 4B Replies to News Emails......................................................62 5A Thank-You Emails................................................................68 5B Replies to Thank-You Emails.............................................74

メールライティングマニュアル........................................................... 80−91 2 Read to Write Email

Read to Write Email 3

How to Use this Book

Using the Model Emails

The Email Writing Manual at the beginning of this book identifies ten key points that students need to be aware of before they start the course. The points are numbered so that you can refer students back to specific sections as necessary as they progress through the book. For example, if a student makes a mistake in an email with their opening greeting, you can write “1” on their paper and leave them to read the manual and work out what the problem might be. One way of introducing the manual is to assign one point to each pair or group of students and have them give a short presentation on it to their classmates.

“A” Units

Once students are familiar with the basic conventions of email writing, they will be ready to start reading the examples. As the title of this book suggests, the idea is that students read a number of models before attempting to write their own emails.

❚❚Phrases and Patterns In order for students to get the maximum benefit from the book, they need to be shown what to look for when they read the models. As well as noting new vocabulary, students should be searching for phrases and patterns of language in the example emails they read. The term phrases refers to chunks of language that can be recycled without any need for change or adaptation. Patterns, on the other hand, are the underlying structures of sentences. For example, if students read the sentence, I saw your advertisement at the University Career Center for a publicity and marketing intern, they should be able to identify the pattern I saw your advertisement at <place> for <position>. They should then be able to tailor this to generate new sentences of their own. All of the information students pick up from the models should be written in the Phrases & Patterns box below. There is no “correct” way of doing this, and students may feel uncomfortable about making those decisions at first. Getting them accustomed to doing this is one of the key aims of the book. The units in this book have been arranged according to difficulty, so it is a good idea to work through them in the order they are presented. After students have read and analyzed five model emails of one genre, they will be ready to write their own. After you have checked it, students can write the final version in this book on the My Email page. When an “A” unit has been completed, move on to the corresponding “B,” or “Replies,” unit. When they have finished working through that in the same way, students will write a reply to the email they wrote at the end of the previous unit. (If you prefer, you could also have them reply to an email that one of their classmates wrote.) Continue working through the book like this until all the units have been completed, and each student has written five emails and five replies. This introduction is meant to provide general guidelines for teachers. For more detailed information, download the Teacher’s Guide from www.btbpress.com, and feel free to contact us at info@btbpress.com if you have any questions or comments. 4 Read to Write Email

Read the first model, identify useful patterns & phrases, and write these in the box below the model.

Move on to the next model and do the same.

After you finish five models, choose a topic, and write your own email on loose-leaf paper to be handed in to the teacher. After the teacher has checked your email, write it neatly on the “My Email” page at the end of the unit.

“B” Units Work through the five models in the same way as the “A” unit.

Go back and read again the email you wrote at the end of the last “A” unit. Write a reply to this email on loose-leaf paper to be handed in to the teacher.

After the teacher has checked your email, write it neatly on the “My Reply” page at the end of the unit.

Read to Write Email 5

Email Writing Manual

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Begin each email with a greeting. The greeting you use depends on the style of the email you are sending.

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This is Mitsuko Arai from your Thursday Basic Composition class.

Formal emails are emails to people you don’t know well and people of a higher status than you. Address people like this as Dear.... Use Mr. with a man’s last name and Ms. with a woman’s last name. Use Dr. for a man or woman who is a doctor or a university professor. If you do not know if the person is a man or a woman, use the full name:

From mitsuara@gmail.com Subject My assignment Dear Professor Martin,

❚❚Formal Emails

To martin@university.com

Dear Mr. Tanizaki, Dear Dr. Lewis, Dear Pat Smith,

Thank you for meeting with me during your office hours on Tuesday. I was having some trouble understanding the assignment, but I think everything is clear now. I’m sure I will be able to complete the assignment by the 24th. In addition, I learned some useful new vocabulary.

If I have any more trouble, I will come see you again, or ask questions in class. Thank you too for your suggestions on how to improve my speaking and pronunciation. I will try some of those suggestions this week! Sincerely, Mitsuko

1) “To” line: The person who receives the message is called the “recipient.” Use a comma to add recipients. 2) “Cc” (Carbon Copy) line [p. 13]: Some software may also show the “Bcc” line. 3) Your email address: If you have more than one email address, make sure you are sending from the right one. 4) Subject Line [p. 11] 5) Greeting: After the greeting, write a comma and then skip a line before you start the opening sentence. 6) Opening sentence [p. 8]: Skipping a line after the opening sentence before you start the body of the email makes the email easier to read. 7) Email body: Skip a line when you change topic. There is no need to indent the first line of a new paragraph as you do in regular writing. 8) Closing [p. 9] 6 Read to Write Email

Do not use Mr., Ms., or Dr. with a first name, or with first name and last name. Dear Ms. Lisa, O Dear Dr. Sandra Bell, O If you do not know the person’s name at all, use the person’s title, or To whom it may concern: Dear admissions counselor, Dear editor, To whom it may concern: [note colon instead of comma]

❚❚Informal Emails Informal emails are ones that you send to people you know well or people who have the same status as you. In informal emails, you can use Dear... and Hi.... Dear David, Hi Susan, Note that people sometimes use Hi... even in business emails if they are writing to someone they have already made contact with. It is okay to use the same style of greeting that you received from that person if you have approximately the same status.

❚❚Very Informal Emails Begin very informal emails with Hi.... It is also possible to begin the email without any greeting at all. This is more common in a reply than in a first message. Read to Write Email 7

Email Writing Manual

1 Greetings

L Layout

Email Writing Manual

The first sentence of your email should tell the other person who you are and why you are writing. Note that English does not have any expressions like o sewa ni narimasu.

❚❚Say who you are If the person doesn’t know you at all: My name is Kanako Takizawa, and I am a student at Kanagawa High School. My name is John Hilton. I’m a reporter for Easy English News. If the person knows you a little: This is Junichi Sato from your 3rd period literature class. This is Maiko Hirano. I took your grammar class last term.

❚❚Say why you are writing After you say who you are, explain why you’re writing: I’m writing to ask if I can take your advanced reading class. I’m writing to find out what the homework was. I’m interested in interviewing you for our newspaper. I’d like to meet with you to talk about the exam. In an email to a friend, use a beginning like this: How are you? ( = we wrote or talked very recently) How have you been? ( = we haven’t talked or spoken for a few days or more) How are you doing? (informal) What’s up? (very informal)

3 Closings End an email with a closing and your name. Use your full name for business emails.

❚❚Formal Sincerely, Kimiko Tagawa

Best wishes, Mark Thompson

❚❚Semi-formal Best, Thank you, Your friend, Taka Kevin Sue

❚❚Informal

Cheers, (British English) Speak soon, Talk to you later, Phil Andy Claire Note: Do not use just a closing with no name.

P Best, Lily

Best, O It is a good idea to check the closings that are sent to you and use the same one back. It is also common to use the fixed expressions I look forward to seeing you and I look forward to hearing from you as a closing in all kinds of emails. For very informal email replies, you don’t need to end with either a closing or your name, especially if the reply chain is several messages long and sent within a short period of time.

In a response: Thank you for your email of September 18. (more formal) Thanks for your email. (informal) If your reply is late, you can use sentences like these: I’m sorry it’s taken me so long to get back to you. Sorry for the late reply. I apologize for the late reply. (formal) 8 Read to Write Email

Email Writing Manual

2 Opening Sentences

Read to Write Email 9

見本メールの使い方 Read to Writeは「書くために読む」という意味です。この本の目的は皆さんが英語でメールを書くことに挑戦する前に、必要な語彙・フレーズ・決まり文句、及び英語のメールの基本ルールを学ぶことです。次のセクションは１～５のユニットに分かれ、各ユニットにはAとBがあります。ユニット１A～５A は、様々なシチュエーションで、メールのやり取りを始めるためのメッセージの例です。ユニット１B～５Bは１A～５Aのメールに対する返事を紹介しています。皆さんのチャレンジは、各ユニットから必要な単語や表現をピックアップし、同じようなメールを書くことです。メールの見本を読む際に、知らない単語の意味を調べるのはもちろんですが、そのほかにPhrases & Patternsというものも見つけなければなりません。

How to Use the Model Emails (Example) Send

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International Club Mailing List

shotaro@internationalclub.co.jp kimi@internationalclub.co.jp Karaoke party

1B Dear prospective members of the International Club, It’s almost time for the new term to begin! Let’s renew old friendships and make new ones with a karaoke party. We’ve reserved three rooms at the Old Town Karaoke Box from 8:00 pm to midnight on Friday, August 16.

Phrases（フレーズ）というのは、「決まり文句」のような言葉の固まりです。メールの見本からピックアップしたフレーズは、そのまま使うことができます。フレーズは最初と最後のあいさつに多いのですが、あいさつ以外のものもたくさんあるので、頑張って探しましょう。

Our club activity fund is covering some of the cost. Members should bring ¥1,000. The charge for a friend who is not a member is ¥2,000. That covers snacks and one drink. There are songs in Japanese, Chinese, Korean, English, Spanish, French, and German. Start practicing your international songs now!

Patterns（パターン）は、一部を置き換えれば新しい文章を作ることができる文や表現のことです。例えば、I was born in Toyota in Aichi Prefecture.という文のパターンは「＜人＞was born in ＜市町村名＞ in ＜都道府県名＞.」ですね。このパターンに気がつくと、必要なところを新しい情報に置き換えて自分の文章を作ることができます。例えば、<My father> was born in <Takayama> in <Gifu> Prefecture. などです。これは簡単な例ですが、自然な英語を書くためには、このようなパターンをたくさん覚えることが不可欠です。

If you are planning to come, please reply to this email by Tuesday, August 12. See you there!

「何がPhrases & Patternsか分からない」と悩む人もいるかもしれませんが、「正解」はないので、心配することはありません。自分にとって役立つ英語表現を見つける習慣を身につけることがこの本の目的です。次のページにPhrases & Patternsの例がありますが、BTBプレスのホームページ（www.btbpress.com）でこの本の表紙をクリックすると、もっとたくさんの例を見ることができるので参考にしてください。見つけたPhrases & Patternsは各メールの下にある Phrases & Patterns の欄に書き込みましょう。最初のうちは、Is this a phrase?やIs this a pattern?と先生に質問し、チェックしてもらうと良いでしょう。 Phrases & Patternsを探す基準は、すぐに使いたいかどうかではなく、「新しい英語」や「意味は分かるけど、自分では書けなかった英語」です。気づいたものはすべて書きましょう。そうすることでたくさんの英語を学ぶことができます。５つのメールの見本から、必要なPhrases & Patternsをピックアップし終えたら、トピックを考えて自分のメールに挑戦しましょう。 18 Read to Write Email

Kimi Taguchi Secretary, International Club

2A 2B 3A 3B 4A 4B

Phrases & Patterns

prospective members = 志願者 It's almost time for ... = そろそろ〜の時期だ renew old friendships = 旧交を暖める cover the cost = 費用を負担する We've reserved <three rooms> at <the Old Town Karaoke Box> from <8:00 pm> to <midnight> on <Friday, August 16>. The charge for <a friend who is not a member> is <¥2,000>. If you are planning to come, please reply to this email by <Tuesday, August 12>. Read to Write Email 19

5A 5B

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International Club Mailing List shotaro@internationalclub.co.jp kimi@internationalclub.co.jp Karaoke party

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johnnyboyg@plusmail.co.uk

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shunchan131@central-u.ac.jp Hanami

1B 2A 2B 3A 3B

1B Dear prospective members of the International Club,

Hi John,

It’s almost time for the new term to begin! Let’s renew old friendships and make new ones with a karaoke party. We’ve reserved three rooms at the Old Town Karaoke Box from 8:00 pm to midnight on Friday, August 16.

My family and I would like to invite you to a hanami party this weekend. In case you didn’t know, hanami is cherry blossom viewing. We are going to have a picnic under the cherry trees in Ueno Park. The weather this weekend is supposed to be a little chilly, but sunny and clear.

We’re planning to go on Saturday. I hope you can come! Call or text me if you have any questions. Your friend, Shun

2A 2B 3A

Kimi Taguchi Secretary, International Club

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20 Read to Write Email

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Invitations ➌ Send

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To To Cc Cc From From Subject Subject

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Ian Jones, Emi Kurihara i-love-arashi@pzweb.ne.jp Trip video

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C.chen@northern-u.co.cn

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Kenji Yuhata, Yuri Yamada ccs.committee@zmail.com Invitation to lunch

1B 2A 2B 3A 3B

1B Dear Ian and Emi,

Dear Professor Chen,

Hey, I finally got that video of our trip edited! I added some music, and even a few special effects. ;) I think you’ll like it. You guys should come over and see it. Are you free any evening this week? I’ll cook dinner if you can bring drinks and dessert.

Thank you so much for your presentation in our class about southern China. It was both interesting and informative.

You should bring your photos, too, on a disk or on your camera. I think you got some shots that I didn’t, and I’d like to add them to my album. Oh, it’s possible my parents will stop by too, because they also want to see our trip. Is that OK? Anyway, let me know what day is best for you. Thanks and see you, Takako

Our class would like to invite you, along with our other guest speakers from this term, for an end-of-term Chinese buffet lunch. It will be held in the number 1 meeting room of the International Students’ block on Thursday, December 5, from 11:30 am to 1:30 pm. We will also be showing our final presentations then. Please RSVP if you can attend. We hope to see you there.

2A 2B 3A

Sincerely, Chinese Culture & Society 201 class

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MyMy Email Enquiry

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williamjames@slatemail.co.au keisuke.yamada@readtowrite.com Skiing this weekend?

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To To Cc Cc From From Subject Subject

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1B Hi Bill,

2A 2B 3A

Guess what? I got the car this weekend! We should go skiing! We keep talking about it but we never go. Well, now is the time. Apparently, there’s already good snow up at Asahiyama. If we leave at 6:30 am, we’ll be there by the time the slope opens at 8. So let’s do it! By the way, I found my old skis and poles, so you can borrow them if you want. I don’t have boots that would fit you, but you can rent them at the slope.

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To Cc From Subject

Keisuke

2B 3A 3B

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24 Read to Write Email

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Replies to Invitations ➊ Send

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kimi@internationalclub.co.jp jieunpark@postmail.kr Re: Karaoke party

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shunchan131@central-u.ac.jp

1A johnnyboyg@plusmail.co.uk

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Re: Hanami

2A 2B 3A

Hi Kimi,

Hi Shun,

Thanks for the invitation. I’d like to come to the karaoke night. I’d like to bring a friend, too, although he is not a member now. I have a question, though—could he become a member before then, and just pay ¥1,000? Also, we won’t be able to come before 9:00 at the earliest because we have to do something else first. Is it OK to come late?

Thank you for your invitation to the hanami party. I would love to come. I’ve heard of hanami parties before, but I’ve never been to one.

Thanks for organizing this event. It sounds like fun. See you Friday, Ji-eun

What time should I be there? Do you want to meet at the park? How will I find you? Ueno Park is pretty big! Also, do I need to bring anything? Maybe some food or drinks? Just let me know. Anyway, I’m really looking forward to this, and to meeting your family. See you, John

2A 2B 3A

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Replies to Invitations ➌ Send

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To To Cc Cc From From Subject Subject

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Takako Onodera

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Ian Carter Re: Trip video

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ccs.committee@zmail.com

Kenji Yuhata, Yuri Yamada C.chen@northern-u.co.cn

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Re: Invitation to lunch

2A 2B 3A

Dear Takako,

Dear Chinese Culture & Society 201 class,

Thanks for editing the video! And wow—music and special effects! I bet it looks great. We’d love to come see it. We’re going out of town this weekend from Friday afternoon, but if Wednesday or Thursday night is OK with you, that would be great.

Thank you very much for your email. I’m very glad to hear that your class enjoyed my presentation. You were a very good audience, and you asked some thoughtful questions.

We can bring drinks and dessert, and of course it’s fine if your parents come too. Now, if Emi can just find her camera… ha ha. I have all my pictures on a disk already.

Thank you too for your very kind invitation to your end-of-term party. Unfortunately, I won’t be able to attend because I actually leave on December 2 for a trip back to Suzhou.

See you soon, Ian and Emi

I wish every one of you the best on your final presentations, and I hope you will pursue your interest in China for many years to come. With best wishes, Chen Chenglei Professor of Chinese History

3A 3B

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MyMy Reply Enquiry

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keisuke.yamada@readtowrite.com williamjames@slatemail.co.au Re: Skiing this weekend?

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To To Cc Cc From From Subject Subject

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Hi Keisuke,

2A 2B 3A 3B

That sounds great! Let’s go! I’m ready if you are. By the way, my roommate would like to come too. Is that OK? He’s never been skiing before, but he wants to learn, and he’s very enthusiastic. I can’t remember if you’ve met him before (his name is Kenta, and he’s a second-year student), but he’s friendly and easy-going. He could also share the driving—remember that I don’t have a Japanese license, so I can’t help. I can share gas costs, though, of course. 6:30 is really early for me, but I’ll be ready. Oh, and I’d love to borrow your old skis and poles, thanks. See you bright and early on Saturday! Bill

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2B 3A 3B

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30 Read to Write Email

Read to Write Email 31

メールライティングマニュアル

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メールは頭語から始めます。頭語は、日本語の「拝啓」などに当たるあいさつの言葉です。相手との間柄などに合わせて使い分けます。

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To martin@university.com Cc From mitsuara@gmail.com Subject My assignment

3 5

Dear Professor Martin, This is Mitsuko Arai from your Thursday Basic Composition class.

■ 改まったメールあまりよく知らない相手や、目上の人にメールを送る場合はDearを使います。敬称は、相手が男性なら Mr.、女性ならMs.、医者や大学教授の場合はProfessorやDr.（博士号の場合）を使いましょう。性別が分からないときはフルネームを使います。

4 6

1) 宛先欄：メールを送る相手のアドレスを入力する欄です。宛先を追加する場合はコンマのあとにメールアドレスを追加します。英語では、メールを受け取る人を recipient と言います。 2) Cc欄：同じ内容のメールを宛先欄で入力した相手以外の人に送る場合はここに入力します。Cc は Carbon Copy の略です。Bcc (Blind Carbon Copy)もあります。（p. 87参照） 3) 差出人欄：自分（差出人）のメールアドレスが表示される欄です。複数のメールアドレスを所有している場合は、よく確認してから送信しましょう。 4) 件名欄：メールの件名を入力する欄です。（p. 85参照） 5) 頭語：日本語の「拝啓」などに当たるあいさつの部分です。頭語のあとにコンマを置き、書き出し文の前に1行あけましょう。 6) 書き出し文：自己紹介やお礼など、簡単なあいさつを書きます。書き出し文と本文の間に1行あけましょう。（p. 82参照） 7) 本文：メールの主題について書く部分です。話題を変えるときは1行あけて段落を変えましょう。段落始めのインデント（字下げ）は必要ありません。 8) 結語：日本語の「敬具」などに当たるメールを締めくくる部分です。（p. 83参照） 80 Read to Write Email

Dear Mr. Tanizaki, Dear Dr. Lewis, Dear Pat Smith,

メールライティングマニュアル

1 頭語

L レイアウト

Mr.、Ms.、Dr.などの敬称は、ファーストネームやフルネームには付けません。 Dear Ms. Lisa, Dear Dr. Sandra Bell, メールを送る相手の名前が分からないときは相手の肩書やTo whom it may concern:（関係者各位）を使います。 Dear admissions counselor, Dear editor, To whom it may concern:（コンマではなくコロンを使います） ■ くだけたメールよく知っている相手や同僚など、自分と同じような立場の相手にメールを送る場合はDearやHiを使います。 Dear David, Hi Susan, ビジネスメールでも、すでに連絡を取ったことがある相手にメールを送る場合はHiを使うこともあります。自分と同じような立場の相手なら、相手が使った頭語と同じものを使っても問題ないでしょう。 ■ とてもくだけたメール親しい間柄の相手にメールを送る場合はHiを使います。特に返信メールでは、頭語を何も使わないこともよくあります。

Read to Write Email 81

メールライティングマニュアル

3 結語

ここでは簡単なあいさつや、メールを送る理由などを書きます。英語には「お世話になります」などの決まり文句はありません。

日本語の「敬具」などに当たる結びの言葉です。自分の名前を添えてメールを締めくくります。ビジネスメールの場合はフルネームで書きます。

■ 自己紹介

■ 改まった間柄の場合

相手があなたを知らない場合 My name is Kanako Takizawa, and I am a student at Kanagawa High School. My name is John Hilton. I’m a reporter for Easy English News. 少しは面識がある場合 This is Junichi Sato from your 3rd period literature class. This is Maiko Hirano. I took your grammar class last term. ■ メールを送る理由自己紹介のあとにメールを送る理由を書きます。 I’m writing to ask if I can take your advanced reading class. I’m writing to find out what the homework was. I’m interested in interviewing you for our newspaper. I’d like to meet with you to talk about the exam. 友達にメールを送る場合は下記のように始めましょう。 How are you?（最近話したことがある相手） How have you been?（久しぶりに話す相手） How are you doing?（くだけた表現） What’s up?（とてもくだけた表現）相手のメールに返事をする場合

Sincerely, Kimiko Tagawa

Best wishes, Mark Thompson

■ 少し改まった間柄の場合 Best, Taka

Thank you, Kevin

Your friend, Sue

Speak soon, Andy

Talk to you later, Claire

■ 親しい間柄の場合 Cheers,（特にイギリス英語） Phil

結語を使用する場合は必ず名前を添えて締めくくります。 Best, Lily Best, 相手が使った結語と同じものを使うこともできるので、相手のメールをよく確認してみましょう。ほかに、I look forward to seeing you.や、I look forward to hearing from you.などの定型表現もよく使われます。親しい間柄の相手と、特に短い時間内に何度もメールのやり取りをしている場合は、結語も名前も要りません。

Thank you for your email of September 18.（丁寧な表現） Thanks for your email.（くだけた表現）返事が遅れてしまった場合 I’m sorry it’s taken me so long to get back to you. Sorry for the late reply. I apologize for the late reply.（丁寧な表現） 82 Read to Write Email

Read to Write Email 83

メールライティングマニュアル

2 書き出し文

The Read to Write series from BTB Press (www.btbpress.com)

English Writing Manual

Read to Write

Read to Write Plus

ISBN 978-4-905088-37-0

ISBN 978-4-9904151-7-4

ISBN 978-4-905088-34-9

￥500 ＋税

￥1700 ＋税

Read to Write Email

Read to Write Compositions

Read to Write Junior

ISBN 978-4-905088-41-7

ISBN 978-4-905088-40-0

ISBN 978-4-905088-42-4

￥1700 ＋税

乱丁・落丁の場合はお取り替えいたします。発行所デザイン＆レイアウト

BTB Press Paul Lewis

発行年月日印刷

2013 年 3 月 22 日長屋印刷株式会社〒 406-0001 愛知県名古屋市東区泉三丁目 30 番 23 号２F・3F TEL 052-931-3661（代） FAX 052-932-0464 http://www.nagaya-p.co.jp/

販売・お問合せ先販売元

92 Read to Write Email

englishbooks.jp www.englishbooks.jp TEL: 0985-78-6030 FAX: 03-6475-8045