GCFGlobal: Learning to Email

Ask students to name the different ways they communicate these days. (These could be in person, writing a letter or note, phone, texting, emailing, webconferencing). Ask students how often and for what purposes they use these different types of communication. Ask their preferences and to give reasons. 

Tell students that email is still an important way to communicate. Ask students to explain some of the differences between talking to someone in person or by phone, writing a text or an email, and so on. 

Tell students that in written communications, we do have more time to construct our ideas, but we also need to use a certain format and a different level of formality, especially in emails to people we may not know well. Ask students why this is so.

Tell about a couple of the last emails you wrote and what the purpose was. If the emails were not of a private nature, you could show them. Disucss how writing to a close friend or colleague v. writing to someone who is less familiar to you changes the language.

Ask students to share verbally the last email they wrote and the purpose.

Tell students that they are going to practice writing formal emails.

Introduce any necessary vocabulary. Create and use a pre-quiz or the tutorial quiz to see what misunderstandings or misconceptions students may have.

Over the span of a few class periods or as homework, have students work on the tutorial on Email Basics from GCFGlobal. Students do not need to create an account to use the site unless they want to save their work. 

If the time is more limited and your students seem to be knowledgeable about emailing, you may want to skip to the section on "How Formal Should an Email Be?"

Discuss the parts of an email with an example:

Sender's Information: This includes your name and email address.
Recipient's Information: The recipient's email address.
Subject Line: A brief summary of the email's content.
Salutation: A greeting to the recipient, such as "Dear [Recipient's Name]," or "Hello, [Recipient's Name]".
Body: The main content of the email, where you communicate your message.
Closing: A courteous way to end the email, such as "Sincerely," "Best regards," or "Thank you."
Signature: Your name, title, company, and any other contact information you wish to include.
Attachments: Any files or documents you want to include with the email.

Help students understand how to write a subject line. You can compare it to a title. It should include the main idea in no more than a few words (fewer than 50 characters) with the first letter of the first word and the first letter of each noun, verb, adjective, and adverb capitalized.

Present students with the following scenario: Your child is sick and missed school. You want to send an email to the teacher, Mrs. Woods, to ask for the homework. 

Ask students to direct you as you demonstrate writing the email. Here is a possible model:

Subject: Absence Excuse and Homework Request for [Your Child's Name]

Dear Mrs. Woods,

I hope this email finds you well. I am writing to inform you that my son/daughter, [Your Son's/Daughter's Name], was unable to attend class today due to illness. He woke up with a fever and was experiencing flu-like symptoms, so we decided it would be best for him to stay home and rest.

We understand the importance of not falling behind in class, so we would greatly appreciate it if you could provide us with the homework assignments and any classwork that he missed today. This will help him to stay on track with his studies and ensure that he can catch up on any material covered during his absence.

Please let us know if there are any additional resources or materials that he may need to complete the assignments at home. We want to ensure that he continues to progress academically despite being absent from class today.

Thank you for your understanding and assistance in this matter. We look forward to hearing from you soon.

Best regards,

[Your Name]
[Your Contact Information]

Ask students to name the following parts of the email (subject, salutation, body, closing, etc.).

Tell students that they are going to practice writing formal emails based on a scenario of their choosing.

Provide students with the following scenarios. You may choose to have them work in pairs or small groups or individually. You could also make this lesson strech over a longer period by providing students with one scenario per class meeting or per week.

Students can compose the emails on MS Word on a Google Doc, but for more authenticity, have them email you. Include in one or more of the scenarios a need to include an attachment.

1. Email Writing Assignment: Requesting Time Off Work
You need to request time off from your employer for a family emergency. Write a formal email to your supervisor requesting the time off. Include the reason for your absence, the date(s) you need off, and any other relevant details. Remember to be polite and professional in your tone.

2. Email Writing Assignment: Rescheduling an Appointment
1. You have an important appointment with a lawyer to discuss your immigration status, but you need to reschedule due to a sudden conflict. Write an email to your lawyer explaining the situation and requesting to reschedule the appointment. Offer alternative dates and times that would work for you. Ensure your email is clear, concise, and respectful.

3. Email Writing Assignment: Expressing Gratitude
Think of a recent situation where someone helped you in some way. It could be a teacher who offered extra support, a friend who provided valuable advice, or a colleague who assisted you at work. Write a sincere email to express your gratitude to that person. Be specific about how their help benefited you and convey your appreciation in a warm and heartfelt manner.

4. Email Writing Assignment: Reporting an Issue or Complaint
Consider a situation where you encountered a problem with a product or service you purchased, such as a defective item or poor customer service. Write an email to the relevant company or service provider to report the issue and express your dissatisfaction. Clearly explain the problem you experienced and suggest a resolution. Maintain a professional and assertive tone throughout your email.

5. Email Writing Assignment: Sending an Event Invitation
Create an event that you would like to host to celebrate your cultural heritage or an important milestone in your life. Write an email invitation to friends, colleagues, or neighbors inviting them to attend the event. Include details such as the date, time, location, and purpose of the event, as well as any special instructions or requests. Make sure your invitation is warm and inviting.

6. Other scenario

Display students' emails for students to compare and conduct peer review. Provide constructive feedback on how students can improve the emails. Have students submit revised drafts, as needed.

Use a rubric to provide final summative feedback.

You may choose to revise and simplify the included rubric to make the language more student friendly, depending on your students' level.

Students will create effective emails that are correctly formatted with appropriate tone and register for their recipient and the situation.