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Go Digital with These 6 ESL Email Writing Lesson Plan Exercises

The emails we get as adults range from funny and informal to serious and professional, and can inspire a variety of mixed emotions depending on our situations.

No one likes getting those “Yeaaaah, if you could work on Saturday, that would be great” notes, even if they do help you remember your conditionals. An email from a friend, on the other hand, could spark warm, fuzzy feelings or excitement over future plans.

Today, I’m going to show you how to teach email etiquette and composition in English class, so your students learn how to write the best email for every occasion.

1. First, Introduce the Email Structure

2. write example emails for different contexts, 3. teach tone differences between casual and formal emails, 4. teach rapport and friendly tone, 5. have students critique and correct emails, 6. bring the email structure to life with role playing.

Download: This blog post is available as a convenient and portable PDF that you can take anywhere. Click here to get a copy. (Download)

The format of an email, whether casual or formal, will take on the same basic structure. Emphasize this format to your students to help ease them into writing.

First, have them take notes on the steps of composing an email. It will look like this:

• Greeting/How are you
• Paragraph 1:  I’m writing because…
• Paragraph 2:  Could you…? 
• Paragraph 3:  Thanks 
• Paragraph 4:  In closing

Next, you can give your ESL learners concrete examples of the email in a professional vs. personal context . Again, highlight the similarity in the structures, then prompt your students to tell you the similarities and differences they notice between the two emails.

Below are two written examples you can use.

Professional context email example:

Hi, Mr. Reed. How are you?

I hope all is well and that you had a pleasant weekend.

I’m writing because Sandra requested the budget numbers for fall quarter 2017.

Could you send them to me?

Social context:

Hello. How are you?

I was wondering if after all these years you’d like to go over everything.

Can I tell you I’m sorry for everything that I’ve done?

When I call, you never seem to be home.

(Yeah, I just gave a shout out to my girl Adele because her heartfelt love ballad is just an email in disguise.)

You may already have an email list in place for communicating with your class. If so, sending out an email to your students is a great way to introduce the topic.

Because people frequently make requests in an email, they often use the conditional form . Explain how to use the conditional in an email. Take some time to review it in class.

You may even want to take a few minutes during class to look at how emails differ from letters. While letter writing in general is a lost art, in business circles, the letter is still alive and circulating. Business English learners would definitely value this lesson.

Depending on the intent, every email will have slightly different qualities.

Depending on your students’ proficiency in English, you may choose to have them write one of the following types of emails. Choose one (or more) that fits your class best.

Asking for information

Asking for information is a common purpose of emails, and the tourism industry is a great partner in teaching how to write these kinds of messages.

Many cities have a designated person you can email with questions about your destination.  This lesson plan from Teaching English walks you through the steps for composing and sending an email asking for tourism information.

As a bonus, students will often get a response to the email they send! This activity is good for intermediate to advanced students.

Asking for and Giving Advice

This email lesson plan from ESL Writing has students ask for and provide a recommendation based on two similar products. Students can compare two cars, two computers, two restaurants… The possibilities are endless!

For the initial email, have students include each of the following elements: an introduction, an explanation of their circumstances/needs, the two products they’re inquiring about and a request for help.

Once students have written their emails, they can exchange with a classmate and then answer each other’s emails by explaining the similarities and differences between the two products. This lesson is good for intermediate to advanced students.

For example, Student A might write an email asking whether an Android or iOS phone is better for their needs. Student B could write an email asking whether Chili’s or Applebee’s has better food. They swap emails and answer each other’s questions.

Write an invitation

While everyone likes to receive a card in the mail, in today’s society, invitations are often sent out digitally.

Beginner students will enjoy writing an evite for friends or family to an imaginary event. (If they have a real event coming up, they can create it for this, too!) Invitations are often brief and very informal, so just about any student can write one. Plus, they can be written in the simple future tense, making the grammar beginner-friendly.

Write a business email

Make writing emails as practical as possible for business English students by having them write a business email. Lesson Plans Digger provides a useful activity for writing business emails . You may ask students to check in with a client, ask for feedback from a coworker or present an idea to a boss.

Whenever possible, tie the purpose of the email to your students’ actual job responsibilities. That way, the exercise has even greater value to them and they see that their English studies can be directly applied to their jobs.

While the structure between the personal and professional emails is slightly similar, their tones are miles apart.

In a business email , your ESL students will need to keep the language formal and conditional, without being too impersonal .

Helpful phrases to teach for a business email:

• I hope you’re well/Hope your weekend was good
• Could you/Would you
• Thanks/Thanks so much 
• If you could ___, that would be great 
• I’m writing because… /I was wondering if…

Business greetings:

• Hi [insert name here]
• Hi, how are you? 
• [Your name here]
• Dear [insert name here] (for something more formal)

Signing off on a business email

• Best wishes
• Thanks (if you haven’t already said “thanks” directly beforehand, of course)
• [Your name here] 

You can also recommend that your students use some of these greetings and sign-offs common with personal emails.

As you can see from the examples below, personal emails are far more flexible with phrasing.

Some commonly used greetings in personal emails

• Hey, what’s up?
• How’s it going? 
• Long time no see!  (Definitely emphasize that this isn’t correct grammar )
• Hey, how have you been? 
• Hey, what’s going on? 

Let students know these greetings are commonly used between friends.

On to the personal sign-offs

I lived in Argentina for years, and the reverse culture shock around the lack of affectionate sign-offs in English was strong. However, now that I’m back in the United States, I’m recalling some good ones I used to use with friends:

• -[your name here] E.g. -Ariadne)

When teaching language differences with the business email, you should emphasize to your ESL learners that they should go for friendly, but more neutral in professional settings.

To give your learners an opportunity to practice tone differences, have them write two short emails. One will be professional and include an example of a greeting, sign-off and common phrase. The other will be personal and will include an example of a greeting and a sign-off. This should be a quick exercise that can be done in class.

The conditional structures will be your students’ friends when crafting an email.

If you haven’t already taught them conditionals, here are some ideas on how to teach and practice those bad boys.

A couple basic structures to emphasize are:

• If you could ___, that would be great.
• Could you ___ please? (E.g. send me the report)
• Would you like me to [do an action]? (E.g. attach the meeting notes)

Another important thing to note is how you refer to people in emails.

If writing to a friend or acquaintance, you can just use their name—or a silly nickname or last name, if that’s how you roll. But it’s a little more subtle when talking to coworkers or in other professional contexts.

Usually, when in an already-established office setting, these will work:

• [Person’s first name]
• Mr./Ms./Mrs./Dr. [Last name] (More formal)
• [Person’s first and last name] (More formal)  

Job applications and cover letters have their own set of rules. If your students are applying for work, it’s best to use:

• Dear Hiring professionals (If they don’t know the name)
• Dear Hiring Team
• [Person’s first and last name]

Repetition is the best strategy when getting students to practice this structure. Have them write three example sentences of each basic conditional structure, as seen in the first three examples above:  If you could ___, that would be great , etc.

For a more grammar-based emphasis, do a fill-in-the-blank exercise where they have to add “would” or “could” to a sentence.

When I worked as a tutor at my university writing center, I discovered the best way to have people catch their writing mistakes is for them to do it themselves.

Literally just have students read their own writing aloud. I guarantee you that they’ll make comments along the lines of, “Wait, that sounded awkward,” or “Oh, I meant to put would , not will ” and other similar aha moments .

I recommend putting your students into pairs for this activity. That way, if they don’t catch their errors, their classmates probably will.

For this exercise, you’ll assign students emails with mistakes embedded in them. For example, if you teach the conditional, you could include a sentence such as: If you could forward this email to Laura, that will be great.  It must be corrected to would instead of will . Using their own knowledge of English grammar, students can then locate and correct any errors they come across in the email.

Emails have a lot of potential for helping students explore their creativity as well.

Students can invent characters and write emails in their voice . For this activity, it’s best to put students into pairs and have them write emails to each other, while pretending to be someone else. For example, they can choose two characters from the same world, such as the show “Adventure Time,” and then write business or personal emails.

Keep in mind, your ESL learners may feel shy about this and want to do something more traditional. In this case, you can suggest a similar exercise, but between coworkers or bosses and coworkers. If they have time to practice outside of the classroom, you could even arrange a real pen pal  for your students. Doing an exchange with a native English speaker is a great way to learn new realistic vocabulary.

Or, if your students are the dramatic types , you could have them structure their character emails as a narrative and do a staged reading.

I trust you as a superstar creative educator to spin emails into an expanded opportunity for teaching points and play.

Transform your students’ feelings of dread and uncertainty around emails to something that’s no big deal.

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ESL Email Writing Lesson Plan

Writing an effective business email, student level.

Downloads: 2902

Video Length: 2:16

Updated on: 04/13/2022

Lesson Time: 1–2 hrs.

Unlocking this lesson costs 1 credit and will give you full access to the printable lesson plan, interactive lesson plan, and teacher's guide. Click here to get credits.

ESL Email Writing Lesson Plan Description

Objective & overview.

This ESL email writing lesson plan contains activities, PDF worksheets, and digital materials for B2 upper-intermediate students. By the end of the lesson, your students will understand and be able to apply the etiquette and structure of writing a professional email, as well as use relevant vocabulary terms accurately.

PREVIEW & DISCUSSION

This ESL Email Writing Lesson Plan starts out by having students discuss the importance and the advantages and disadvantages of email communication in their work lives. They continue on to engage in activities about business email etiquette and reflect on the importance of the response time to a work email.

VIDEO & LISTENING COMPREHENSION

Students watch a video about essential tips on writing more effective emails , focusing on the structure of an email, formal greetings, and closings. Students participate in several listening comprehension activities in which they identify and label each structural part of the email and discuss the effectiveness of the sample email provided.

DISCUSSION & GRAMMAR

After watching the video, students talk about the parts of the email and look at what makes it good and professional. Then, they do an activity where they match words related to email writing with their meanings and write the correct words used in sentences from the video, helping them get better at understanding formal writing details.

COMMUNICATIVE ESL EMAIL WRITING TASKS

In this activation, students read and talk about a sample email from a company manager and think about what parts could be better. Then, they rewrite the email using what they've learned to make sure it’s clear, to the point, and professional.

Benefits of using this ESL email writing lesson plan: 

Real-World Communication: Email writing is essential for real-world communication, enabling students to express themselves clearly and appropriately in professional settings.

Career Advancement: Learning to write emails effectively can help students convey ideas clearly, build professional relationships, and access new opportunities.

Communication Skills: Teaching email writing allows students to refine their communication skills, promoting continuous improvement in professional interactions.

If you’re looking for an ESL lesson plan on effective email writing for your intermediate students, then this is the lesson for you! It contains rich and practical vocabulary that students can apply in any professional setting that involves email writing and thoroughly prepares students for professional communication via email.

Video Description

Lesson activities.

Email Writing Tips, Etiquette, Structure

Short Answers, Multiple Choice

Parts of Speech, Video Context Usage

Communicative Email Writing Tasks, Quiz & Review

Lesson Topics

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ESL Writing Lesson: How to Write and Format an Email

This is the last week of new content to help ESL students learn English writing.

Email Writing Research

• This slideshow provides basic data about email messages.
• Here is an email which I sent to many hotels in Korea. Some of the answers I received are here .

Dear Sir/Madame, I’d like to get some information about rooms and availability at your hotel. I have two adults and one teenager traveling to Seoul. They need a room for two nights on May 26 and May 27. 1. Do you have rooms available on those nights? 2. What are the rates and taxes? 3. Do you have wheelchair access? 4. What is the best way to travel to your hotel from the airport? Many thanks for your help and information. Rob

PROFESSIONAL EMAIL WRITING

Writing an effective email in English is not difficult. But my students need to learn a few basic writing skills.  This lesson will help them in the future, especially when they start looking for a job and need to write emails in English.

Just about every email – in the professional world – is about two things:

• Giving information
• Asking for something (a request)

Email is fast, which is good. But you have to write for people who read quickly as well. That means:

• be clear (few mistakes)
• be brief (not too wordy, no extra information).

In business, the tone of an email is very important. Tone means the feeling people get when they read your message. Emails should be polite. But unlike a business letter, an email does not usually have to be super polite. Also the style (or formatting) of the email message is important.

Email Structure

Here is a worksheet that outlines the basic structure of an email .

10 Rules for Writing Business E-Mails

• Remember  PAS . Purpose, action, salutation. The beginning should say the purpose; why you are writing. Next, the email should have clear action: are you giving information or asking for something? Finally, close the email with a polite way to say goodbye.
• Be informal, but not too friendly. ‘Hello Rob’, or ‘Hi  Mr. Kim’ are okay. Sometimes, people write emails that begin with a name, like “Steve”. Never use emoticons.
• Be concise. Business e-mails are short. Usually, 2 paragraphs are enough – few people read long emails.
• Use the subject line well. Tell readers why they should open your email.
• Remember grammar, word choice, punctuation and spelling.
• People scan emails. If it is interesting, they might read it carefully. Many people receive 25 to 100 emails a day. They don’t have time to read every email. Short sentences and short paragraphs are good.
• Reference. If your email is a reply, say that. Something like this: “In your last email you asked …..” .
• If your message has an attachment, add one sentence to say that.
• Use white space. Usually, 2 lines per paragraph. This makes the message easy to scan and read.
• Write with active sentences. Passive sentences use more words and take longer to read.

Writing Exercise

You task is to write an email message that sends an answer to a question with information.

Here is the email message with a question . You job is to answer the question by

• comparing the two things
• write a properly formatted email message

4 thoughts on “ESL Writing Lesson: How to Write and Format an Email”

Thank you for sending message. I am a phone store staff. I am Yoichiro. I know what kind of phone you want. You need access easily , good quality picture, memory and battery. I suggest you that Samsung Galaxy S4 is better

Many thanks, Yoichiro Nakayama

Thank you for sending message. I am a phone store staff. I am Yoichiro. I know what kind of phone you want. You need cost, reliability and comfort. I suggest you that Honda Civic Hybrid is better

Many thanks Yoichiro Nakayama

My name is Shion Ishizuka.

Sure, I’ll tell you which one to buy.

I think Samsung Galaxy S4 is better for you to buy. There are three reason. First, it has more battery life for about 3 hours and its battery is replaceable. Second, you can expand its memory. Third, its rear camera is 13 megapixels so you must take good quality picture!

In addition, its base price is much cheaper!

That is why I recommend Samsung Galaxy S4 to you.

I’m pleasure that I can help you!

It is so difficult question for me. Honda Civic Hybrid is better if you are most concerned cost. In contrast Hyundai Sonata Hybrid is better if you are most concerned comfort for your family. But, I think Hyundai Sonata Hybrid is better for you because its warranty is longer than Honda Civic Hybrid for two years. I know you are also most concerned reliable and if its warranty is expired, you’ll need to maintain a lot or buy a new one. It costs so expensive!

That is why I recommend Hyundai Sonata.

I’m pleasure that I can help you.

I believe that the penultimate response letter from Shion is more concise and detailed. Bob needs a camera for filming, photo, and she explained why he should buy this particular smartphone model.

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Email Writing for Students

Most of us have been using email for a large portion of our lives. So it’s natural to assume that everyone knows how to send a “good” email. But that’s definitely not true, especially for students. Just like any other skill, learning to send a meaningful, accurate, and polite email must be taught. Let’s look at how we as educators can do that.

Age-Appropriate Email Strategies

Depending on the age of the student, the following tips are appropriate (from the article Email Etiquette for Students ):

Elementary School:

• Using proper sentence structure
• Spell checking
• Privacy for both the student and the recipient(s)

Middle School:

• Thinking before clicking Send
• What to share and what not to share
• Basic courtesies in email and texting

High School:

• When to email or text and when not to
• Not all communications should be emoji or acronym based
• How to clearly communicate with you mean
• How grammar and approach can leave an impression
• How to use email for employment opportunities
• Portraying a serious intent and professional tone

Start with the Basics of Writing an Email

As a former English teacher, I would begin helping students learn about emails by discussing that writing an email is a different type of writing than, say, writing a text message or a legal document or a joke. There are certain ways that it should be done. Then I would show them this easy-to-understand infographic.

The five steps above, if followed, would result in a polite, informative, email that is a call to action to resolve some problem or question. (Please note that, while this is formulaic writing, something I don’t normally believe in, I do feel that it would work well as an introduction to students on the art of composing an email. Once they’ve mastered it, they can branch off on their own more.)

I would go over this with the students and then pull up several example emails that I had created previously, having the whole class talk through how they could be improved. For each email, I would ask the students, sometimes in pair, sometimes alone, to think through the five steps to see if there were changes in any of them that needed to be made. For me, I would use these as my examples in this order (from simple to more complex):

• An email with no greeting or closing
• An email that doesn’t state the problem or question
• An email that has too long or too short a subject line

Next, ask students what information they think would need to be added to the five steps to help a busy teacher. (Perhaps the class period of the student?) I would then talk about voice in writing and how, since this email is going to their teacher and not a friend, it needs to be grammatically correct. That’s a good time to show them the spell checker and how to use it. This is also a great time to show them how to create their own signature for an email, even several (one for more formal messages and also an informal one for their friends or family).

Finally, I would ask students when sending an email may not be a good idea. I would hope they would come up with when they are angry or when it’s an urgent matter that really needs a face-to-face (or Zoom to Zoom) discussion. They might also say that a student shouldn’t send an email if he/she can just ask the teacher the next day (for something minor).

Putting It into Practice

Before turning your students loose with email, it would be good to have them practice first. Here are two different ways to do that (taken from Classroom Activities: Email ).

Class Email

Foster new friendships and help students practice their reading and writing skills. Pair students up in the classroom (or with students in other classrooms) and have them exchange email addresses. Ask one to write a message to the other and start an email change. You may want them to write about a specific topic, such as a response to an issue or a piece of writing, or you may want them to just share what happened that day. Once your students are comfortable with this, they could become e-pen pals with students in another city, state, or country!

Community Leaders

Many government and community leaders, such as the mayor, governor, and even President of the United States, have email addresses that people can write to and share their thoughts. Discuss different issues in the community with your students. What can be changed? What seems unfair? What issues should leaders be working on or improving? Brainstorm different ideas and then have students write emails to their community or government leaders. Remind them that in formal messages, they should refrain from abbreviations and emoticons.

Writing an Email Resources

To help your students learn more about the art of email creation, here are a few good resources:

• Email Etiquette Lesson Plan – a great resource with a Kahoot! game, video, primer quiz, and both guided and independent practice. The lesson plan is designed for grades 6-8, but I would be very comfortable using it for grades 4-12.
• How to Write an Email to Your Teacher (with a nice graphic of both a “good” email and a “bad one)
• How to Write an Email to a Teacher (with Pro Tips) – nice three-minute video for secondary students
• The Best First Writing Lesson of the Year: Email Etiquette 101 – This article lays out why email etiquette is so important and then provides some great ideas for teaching it. (I especially loved the #EmailFail idea, although most of the examples provided are for adults only. Instead, have your students create their own “EmailFail examples.)
• How to Email a Professor (With Samples) – very clear directions in this article
• Email Etiquette for Kids – good lesson with two activities for upper elementary students
• Email Writing: 10 Classroom Activities – good for an introductory unit for secondary students
• 15 Ways to Make Email Practice Fun – lots of innovative ideas here
• Digital Etiquette – This is a four-minute video from BrainPOP that covers digital etiquette in general. It might be a good way to lead into the email lesson.

An Additional Resource

Thanks to Lindsay Foster from Gainsville ISD who created two wonderful infographics to share with GISD students from the information in this blog. One of them is in English and the other is in Spanish. Perhaps you could use these as a starting point for an infographic for your students!

*This blog post was updated with new content on August 19, 2021.

Lori Gracey

Lori Gracey currently serves as the executive director of the Texas Computer Education Association (TCEA) and is responsible for training technology directors, administrators, curriculum supervisors, librarians, and teachers across the country. Since 2009, she has led TCEA in membership and revenue growth, helped to pay off their building and purchase a new, larger building, and implemented new conferences, partnerships with other associations, and professional development opportunities for members and non-members. She serves more than 75,000 members and oversees a staff of 20. Lori has served on the board of the Texas Society of Association Executives and SXSWedu, and she has served as the Regional Program Chair for the ISTE 2017 and 2021 Convention in San Antonio. Lori has 28 years of experience in education, with 22 years as a curriculum and technology director.

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Have a good day ms

Really good website to help understand to write an email

Excellent article, I definitely appreciate this website. Thanks!

This post is fantastic for addressing a skill that is easy to assume students have. I used it to inform an infographic we sent to parents supporting at home learners, and they loved it.

I was inspired to create my own district specific graphics – one in English and one in Spanish – to assist students with this type of communication. I then shared the graphics out on our department’s Twitter feed. https://twitter.com/CurriculumGISD/status/1428415973212762113

Fabulous idea, Lindsay. And thanks for sharing!

Thank you for these wonderful resources! Is there a way to get the graphic that states how to email a teacher?

Thanks for the kind words, Millicent. You can download the graphic by right-clicking on it and selecting Save Image.

It is nice idea

Hi Would it be permissible to use the infographic as a poster in school as well as share on our school website? Thanks C

Or course, Christine! Feel free to use this infographic.

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Writing Emails!

Subject: English

Age range: 7-11

Resource type: Other

Last updated

29 January 2022

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This stimulating and informative lesson develops students’ skill in creating emails that precisely meet the needs of their audience and purpose. In particular, they gain an in-depth understanding of how emails should be structured, what information should be included within them, and what style they should be written in, in order to meet their audience and purpose.

Students follow a clear and logical learning journey, in which they: -Understand when and where emails are an appropriate form of communication; -Establish the structural features of emails; -Work collaboratively to identify and analyse the content and language features in further model examples of emails; -Understand how email features are influenced by the purpose and audience of the email; -Create a success criteria for writing emails (although a ready-made success criteria is included); -Write their own emails, using a helpsheet (if needed) and the techniques that they have learnt; -Peer/self-assess their writing attempts.

There are enough resources here really for two lessons, including: -Visually engaging whole-lesson PowerPoint; -Email examples x 3 -Email purpose and audience sorting cards; -Writing emails helpsheet; -Structure of emails worksheet; -Step-by-step lesson plan.

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Formal Letters, Informal Letters and Emails - Big Bundle!

These engaging and detailed resources have been designed to make the learning of formal letter, informal letter, and email writing easily accessible, engaging and interesting for all children. Throughout each lesson, students learn to improve their skill at using appropriate and imaginative content, language and structural choices depending upon the purpsoe and audience of different letters/ emails. Each lesson contains a comprehensive whole lesson PowerPoint, all the resources that you will need, and a lesson plan. The pack also includes writing mats for each of the writing forms, to help students build their extended writing skills. All images are licensed for commercial use, and are cited on the final slide of the PowerPoints.

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Teaching Email in the Elementary Classroom

Main activity: digital interactive slides that introduce email terminology.

Other resources for teaching email:

–          Lessons for K-2nd grade:  https://www.commonsense.org/education/lesson/sending-email-k-2

–          3 rd  Grade Technology Curriculum Internet Safety Unit Lessons 2 and 3:  https://brittanywashburn.com/product/3rd-grade-tech-lesson-plans/

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Email Writing

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Learners review rules of writing emails for letters, informal to a friend and formal.  In this writing lesson plan, students sort email strips into these categories and then review examples of good and bad semi-formal emails. Learners work in pairs to compose an email to city information center asking for information about the city. Students exchange and proofread classmates emails. A list of "do's" and "don'ts" for writing is included.

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Business email writing lesson plan

Start with the Talking Points to see how often your students exchange business emails, who they write to, and whether there are certain things they pay special attention to when writing a business email. Then show them the infographic discussing basic rules of email writing etiquette, see what you have already mentioned. Ask your students to order the rules according to their importance and justify their decision. Let them compare their list with their partner(s). Discuss the rules with the whole class and see whether you agree on the top 3 rules.

The next part of the exercise involves writing and responding to emails, trying to apply the rules discussed previously.

Divide your class into two groups.

One group receives worksheet 1A, 1B; the other 2A, 2B. Before they start writing, you might invent professionally sounding email addresses for each person from the exercise. It will save the trouble some of the less imaginative students (name of the company?!), and allow you to check whether they remember one of the 6 rules.

Students need to write the email in points 1A, 2A respectively. Allow 10 minutes to complete the task.

Then students should exchange their worksheets so that a person who wrote email 1A now replies to 2A (and 2A to 1A). They need to fill in sections 2B and 1B respectively. Allow another 10 minutes for this.

Now, students 1 and 2 should work in pairs to compare and correct the correspondence they wrote, and see whether they followed to rules of email writing etiquette (minus the time requirement). Monitor and answer questions while they work on that.

Finally, you might want to elicit two model emails and two responses from the class and put them on the board for your group to copy / print them and distribute among your students.

For more activities suitable for Business English learners see this speaking activity  or this lesson discussing the use of LinkedIn.

Personal Experience

I felt it was a much-needed class for my in-company groups (intermediate and upper-intermediate) to revise everything on business email writing we have covered during the course. While the first part of the exercise went really well; students were comfortable talking about business email writing and really appreciated the infographic, the actual written part was a bit more challenging. It was a good idea to pair the students up and have them self-correct their emails, but I still needed to offer a lot of explanation, clarification and correction which took a lot of time (my classes were between 4 and 8 students) and I would definitely like to streamline the procedure in the future. Coming up with model business emails at the end was effective as far as getting rid of some final doubts and leaving my students with a tangible business email model.

Worksheet:  BUSINESS EMAIL WRITING

Infographic:  EMAIL ETIQUETTE

Thank you for sharing your interesting lesson plan for business email writing. The worksheet opens but not the Email Etiquette infographic.

Hi Ken, thanks for letting me know! The link seems to be working fine. Check it out and I hope you can use with your students.

Thanks, Gosia. The PDF opens this time. Yesterday, I tried opening on both Edge & Chrome and the message was that the PDF was incomplete; it simply didn’t render properly.

It was pretty helpful. A guess a great support to professionals.

Thanks a lot.

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Email Etiquette

Email is one of the main ways to communicate in the workplace and is more formal than chat. Over time, certain rules of etiquette, or social expectations, have developed. You may be viewed negatively if you neglect to follow them. Email etiquette includes using a polite tone, representing yourself professionally, writing clearly, and being timely when sending and replying to emails.

Etiquette is especially important when communicating with professors. The following guidelines and examples will help you make a good impression with your Miami instructors (and the advice applies to business or other formal situations too).

Polite Tone

• Write in a polite tone that is respectful of your instructor and their time. Consider the following examples:

Polite: After I receive my grade, I would like to request a meeting.

["After" acknowledges that the instructor will complete grading at some point.]

Impolite: If I receive my grade, I would like to request a meeting.

["If" sounds impatient and implies the instructor may never finish grading.]

• Be careful about where you assign blame, particularly when it comes to discussing grades.

Polite: I didn't receive a good grade on my last paper and, if possible, would like to discuss ways to improve.

[accepts responsibility and asks for the possibility of discussion]

Impolite: You gave me a poor grade on my last paper, and I want to discuss why.

[places the blame on the instructor and sounds demanding in requesting a discussion]

• Present requests as questions, rather than commands or demands. If scheduling a meeting, leave the request open for your instructor to suggest a specific time.

Polite: Can I meet with you during your office hours on Friday?

Also Polite: Would it be possible to meet with you sometime this week?

Impolite: I want a meeting in your office this Friday at 2pm.

Professionalism

• Asking simple questions.
• Submitting an assignment when told to do so.
• Explaining that you will be late to class or miss class.
• Requesting a meeting in your instructor's office.
• Asking questions that are already answered on the assignment sheet or syllabus.
• Asking complicated questions that require long answers.
• Submitting an assignment without permission.
• Expressing anger that could lead to a heated debate or argument.
• Re-read your subject line and entire email before sending.
• Ensure the recipient's name is spelled correctly.
• Check for grammar, spelling, and punctuation.
• If you attach a document, double-check that the correct document is attached.
• Provide all necessary information, such as the course number and section or time of class, assignment name, or dates. This prevents extra emails for clarification and ensures you get the information you need in a timely manner.
• Send emails early, so you can receive a response before your deadline. By the same token, reply to emails as soon as possible as well.

Basic Structure of an Email

Consider the structure of the following email:

ACE 113: Attending Thursday Section [subject line]

Dear Professor Smith, [greeting]

I will be unable to attend ACE 113 this Wednesday, December 3. Would it be possible to attend your 1:00 section this Thursday, December 4, so that I do not fall behind? [body]

Thank you for your time and consideration. [closing]

Trisha Harris [signature]

Subject Line

• Always provide a subject so your reader has some context before opening the email.
• When emailing your instructor, include your course number and the specific topic of the email.

ACE 113: Topics on 9/6 Quiz

• Be specific but concise.

Too long: ACE 113: Question about whether we are supposed to submit 9/6 Quiz by email

Concise: ACE 113: Question about Submitting 9/6 Quiz

• Begin with "Dear," "Hello," or "Hi."
• Instructors with a PhD → Dr. Smith
• Instructors without a PhD → Professor Smith
• Keep your email short.
• Provide necessary information, such as dates or assignment names.
• Avoid unnecessary explanations. For example, you don't need to tell your instructor a story about why you missed class or will miss a deadline.
• Write in complete sentences.

Closing and Signature

• Thank your instructor for their time.
• Sign your full name the first time you email.
• Sign just your first name on additional emails.

Example Impolite Email

The following email is impolite because it does not provide the instructor with information about the course, assignment, or even the student's name. Without a subject, this email is less likely to grab the instructor's attention or may even be sent to their Spam folder. Direct language accuses the instructor of misrecording a grade and does not clarify what the student would like the instructor to do. While "thank you" is used, it comes across as sarcastic, based on the overall impolite tone of the email.

Subject line: [no subject]

The review that we had one week ago regarding my assignment grades resulted in an A. However, you put the wrong grade on Canvas. It should be an A. Thank you.

Example Polite Email

The following email provides the instructor with information about the class and assignment in question, gently requests clarification and a possible change in Canvas, gives the instructor an opportunity to acknowledge and correct their mistake, and thanks them for their time.

Subject line: ENG 111: Assignment 2 Grade

Dear Dr. Jones:

When our Assignment 2 essays were returned in class last week, I had received an A according to the grading rubric. However, I noticed today that the Assignment 2 grade listed in Canvas is a B+. I just wanted to confirm which grade I received. If my grade was an A, could you update this information on Canvas for me?

Thank you for your time and any clarification you can provide.

Sincerely, Cristal Casaluci

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LESSON PLAN FOR ENGLISH TEACHERS

Business emails.

Level: Pre-intermediate (A2-B1)

Type of English: Business English

Tags: emails, letters and texts writing emails Situation based

Publication date: 12/01/2015

In this lesson, students learn how to write emails for their work. The worksheet compares formal and informal styles of writing.

A good introductory lesson to writing business lessons. I'd like to see more email examples and more writing opportunities in general in other lessons.

Very appropriate for level 2 English learners. the students really engaged with the language conventions.

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Student worksheet

Teacher lesson plan

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In this lesson, students learn how to write emails at work. The worksheet compares formal and informal styles of writing.

COURSE PLANS

This comprehensive course plan covers the full range of language needs – listening, role play, vocabulary development.

Worksheets in English for Work and Life course plan

Type of English: General English Level: Pre-intermediate (A2-B1)

Type of English: Business English Level: Pre-intermediate (A2-B1)

Worksheets in English for Business course plan

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RIP Metaverse

An obituary for the latest fad to join the tech graveyard

The Metaverse , the once-buzzy technology that promised to allow users to hang out awkwardly in a disorientating video-game-like world, has died after being abandoned by the business world. It was three years old.

The capital-M Metaverse, a descendant of the 1982 movie "Tron" and the 2003 video game "Second Life," was born in 2021 when Facebook founder Mark Zuckerberg changed the name of his trillion-dollar company to Meta. After a much-heralded debut, the Metaverse became the obsession of the tech world and a quick hack to win over Wall Street investors. The hype could not save the Metaverse, however, and a lack of coherent vision for the product ultimately led to its decline. Once the tech industry turned to a new, more promising trend — generative AI — the fate of the Metaverse was sealed.

The Metaverse is now headed to the tech industry's graveyard of failed ideas. But the short life and ignominious death of the Metaverse offers a glaring indictment of the tech industry that birthed it.

Grand promise

From the moment of its delivery, Zuckerberg claimed that the Metaverse would be the future of the internet. The glitzy, spurious promotional video that accompanied Zuckerberg's name-change announcement described a future where we'd be able to interact seamlessly in virtual worlds: Users would "make eye contact" and "feel like you're right in the room together." The Metaverse offered people the chance to engage in an "immersive" experience, he claimed.

These grandiose promises heaped sky-high expectations on the Metaverse. The media swooned over the newborn concept: The Verge published a nearly 5,000-word-long interview with Zuckerberg immediately following the announcement — in which the writer called it "an expansive, immersive vision of the internet." Glowing profiles of the Metaverse seemed to set it on a laudatory path, but the actual technology failed to deliver on this promise throughout its short life. A wonky virtual-reality interview with the CBS host Gayle King , where low-quality cartoon avatars of both King and Zuckerberg awkwardly motioned to each other, was a stark contrast to the futuristic vistas shown in Meta's splashy introductory video .

The Metaverse also suffered from an acute identity crisis. A functional business proposition requires a few things to thrive and grow: a clear use case, a target audience, and the willingness of customers to adopt the product. Zuckerberg waxed poetic about the Metaverse as "a vision that spans many companies'' and "the successor to the mobile internet," but he failed to articulate the basic business problems that the Metaverse would address. The concept of virtual worlds where users interact with each other using digital avatars is an old one, going back as far as the late 1990s with massively multiplayer online role-player games, such as "Meridian 59," "Ultima Online," and "EverQuest." And while the Metaverse supposedly built on these ideas with new technology, Zuckerberg's one actual product — the VR platform Horizon Worlds, which required the use of an incredibly clunky Oculus headset — failed to suggest anything approaching a road map or a genuine vision. In spite of the Metaverse's arrested conceptual development, a pliant press published statements about the future of the technology that were somewhere between unrealistic and outright irresponsible . The CNBC host Jim Cramer nodded approvingly when Zuckerberg claimed that 1 billion people would use the Metaverse and spend hundreds of dollars there, despite the Meta CEO's inability to say what people would receive in exchange for their cash or why anyone would want to strap a clunky headset to their face to attend a low-quality, cartoon concert.

A high-flying life

The inability to define the Metaverse in any meaningful way didn't get in the way of its ascension to the top of the business world. In the months following the Meta announcement, it seemed that every company had a Metaverse product on offer, despite it not being obvious what it was or why they should.

Microsoft CEO Satya Nadella would say at the company's 2021 Ignite Conference that he couldn't "overstate how much of a breakthrough " the Metaverse was for his company, the industry, and the world. Roblox, an online game platform that has existed since 2004, rode the Metaverse hype wave to an initial public offering and a $41 billion valuation. Of course, the cryptocurrency industry took the ball and ran with it: The people behind the Bored Ape Yacht Club NFT company conned the press into believing that uploading someone's digital monkey pictures into VR would be the key to "master the Metaverse." Other crypto pumpers even successfully convinced people that digital land in the Metaverse would be the next frontier of real-estate investment . Even businesses that seemed to have little to do with tech jumped on board. Walmart joined the Metaverse. Disney joined the Metaverse.

Companies' rush to get into the game led Wall Street investors, consultants, and analysts to try to one up each other's projections for the Metaverse's growth. The consulting firm Gartner claimed that 25% of people would spend at least one hour a day in the Metaverse by 2026. The Wall Street Journal said the Metaverse would change the way we work forever . The global consulting firm McKinsey predicted that the Metaverse could generate up to "$5 trillion in value," adding that around 95% of business leaders expected the Metaverse to "positively impact their industry" within five to 10 years. Not to be outdone, Citi put out a massive report that declared the Metaverse would be a $13 trillion opportunity .

A brutal downfall

In spite of all this hype, the Metaverse did not lead a healthy life. Every single business idea or rosy market projection was built on the vague promises of a single CEO. And when people were actually offered the opportunity to try it out, nobody actually used the Metaverse.

Decentraland, the most well-funded, decentralized, crypto-based Metaverse product (effectively a wonky online world you can "walk" around), only had around 38 daily active users in its "$1.3 billion ecosystem." Decentraland would dispute this number, claiming that it had 8,000 daily active users — but that's still only a fraction of the number of people playing large online games like "Fortnite." Meta's much-heralded efforts similarly struggled: By October 2022, Mashable reported that Horizon Worlds had less than 200,000 monthly active users — dramatically short of the 500,000 target Meta had set for the end of 2022. The Wall Street Journal reported that only about 9% of user-created worlds were visited by more than 50 players , and The Verge said that it was so buggy that even Meta employees eschewed it . Despite the might of a then-trillion-dollar company, Meta could not convince people to use the product it had staked its future on. 

The Metaverse fell seriously ill as the economy slowed and the hype around generative AI grew. Microsoft shuttered its virtual-workspace platform AltSpaceVR in January 2023, laid off the 100 members of its "industrial metaverse team ," and made a series of cuts to its HoloLens team . Disney shuttered its Metaverse division in March, and Walmart followed suit by ending its Roblox-based Metaverse projects. The billions of dollars invested and the breathless hype around a half-baked concept led to thousands — if not tens of thousands — of people losing their jobs .

But the Metaverse was officially pulled off life support when it became clear that Zuckerberg and the company that launched the craze had moved on to greener financial pastures. Zuckerberg declared in a March update that Meta's "single largest investment is advancing AI and building it into every one of our products." Meta's chief technology officer, Andrew Bosworth, told CNBC in April that he, along with Mark Zuckerberg and the company's chief product officer, Chris Cox, were now spending most of their time on AI. The company has even stopped pitching the Metaverse to advertisers , despite spending more than $100 billion in research and development on its mission to be "Metaverse first." While Zuckerberg may suggest that developing games for the Quest headsets is some sort of investment, the writing is on the wall: Meta is done with the Metaverse.

Did anyone learn their lesson?

While the idea of virtual worlds or collective online experiences may live on in some form, the Capital-M Metaverse is dead. It was preceded in death by a long line of tech fads like Web3 and Google Glass. It is survived by newfangled ideas like the aforementioned generative AI and the self-driving car. Despite this long lineage of disappointment, let's be clear: The death of the Metaverse should be remembered as arguably one of the most historic failures in tech history.

I do not believe that Mark Zuckerberg ever had any real interest in "the Metaverse," because he never seemed to define it beyond a slightly tweaked Facebook with avatars and cumbersome hardware. It was the means to an increased share price, rather than any real vision for the future of human interaction. And Zuckerberg used his outsize wealth and power to get the whole of the tech industry and a good portion of the American business world into line behind this half-baked idea. 

The fact that Mark Zuckerberg has clearly stepped away from the Metaverse is a damning indictment of everyone who followed him, and anyone who still considers him a visionary tech leader. It should also be the cause for some serious reflection among the venture-capital community, which recklessly followed Zuckerberg into blowing billions of dollars on a hype cycle founded on the flimsiest possible press-release language. In a just world, Mark Zuckerberg should be fired as CEO of Meta (in the real world, this is actually impossible ). 

Zuckerberg misled everyone, burned tens of billions of dollars, convinced an industry of followers to submit to his quixotic obsession, and then killed it the second that another idea started to interest Wall Street. There is no reason that a man who has overseen the layoffs of tens of thousands of people should run a major company. There is no future for Meta with Mark Zuckerberg at the helm: It will stagnate, and then it will die and follow the Metaverse into the proverbial grave.

Ed Zitron  is the CEO of  EZPR , a national tech and business public-relations agency. He is also the author of the tech and culture newsletter  Where's Your Ed At .

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