VIẾT EMAIL TIẾNG ANH – hướng dẫn viết email tiếng Anh cho công việc theo từng bước cụ thể – Áp dụng cho bài thi viết thư / email trong IELTS GENERAL TRAINING
Dù là viết mail cho bạn bè hay trong công việc cho đồng nghiệp / đối tác kinh doanh thì mục đích chính của bạn vẫn là truyền tải thông điệp thành công, đảm bảo người nhận hiểu ý mình. 
Emails được chia thành ’formal’ hoặc ’informal’ (formal- viết cho khách hàng, đối tác, người lạ hoặc mới gặp/ Informal: viết cho người thân quen, bạn bè, đồng nghiệp). FORMAL thường dùng các cấu trúc như: Could you please…/ Please kindly let me know…/ I would like to know, inform …
CẤU TRÚC 1 bức thư/ email: 4 phần
1. Greeting (Hi / dear) + …
2. Reason (lí do viết thư về cái gì)
3. Main body (nội dung chi tiết cần truyền đạt)
4. Closing (câu kết thư và lời chào cuối thư: Sincerely / Best regards…)
PART 1: GREETINGS (lời chào đầu thư)
– Formal – Nếu không biết rõ tên: DEAR Sir/ Madam, Dear Sir or Madam, – Nếu biết tên LAST name or full name: Dear Mr/ Ms Jones, Dear Dr Smith, (Dr = Doctor: tiến sĩ) Lưu ý: trường hợp thư trang trọng (formal) không dùng First name. Ít khi dùng Miss hay Mrs mà dùng chung Ms….
– Informal (Hi, Dear + FIRST name): Hi Dennis, Hello Claire, Dear Mum…
PART 2: REASON FOR WRITING / REPLYING (lí do viết thư) (hồi đáp/ thông báo/ hỏi thông tin/ yêu cầu/ phàn nàn, ứng tuyển…)
2.1 Formal (tùy mục đích viết thư có thể dùng 1 trong các câu sau để mở đầu)
– Để làm…: I am writing to make a reservation/ to apply for the position of…/ to confirm my booking/ to ask for further information about / to express my concern (dissatisfaction ) about …
– Về cái gì đó: I am writing with regard to the sale of …/ to the complaint you made on 29th February… / With reference to our telephone conversation on Friday, I would like to let you know that…
– Để hồi đáp lại: Thank you for your e-mail of 29th February regarding the sale of… / concerning the conference in Brussels.
2.2 Informal (mở đầu thư cho người thân, bạn bè, đồng nghiệp)
– Just a quick note to invite you to…/ to tell you that…
– This is to invite you to join us for…
– I just want to let you know that / tell you about / ask you if…
– I hope you…
– Thanks for your e-mail. It was wonderful/great to hear that you are coming to Vietnam this summer.
– Sorry for my late reply…
PART 3: BODY PART (những cấu trúc hữu dụng cho phần body chi tiết của email) – tùy mục đích viết thư:
3. 1 Making a REQUEST / asking for information (dùng khi YÊU CẦU ai đó cung cấp thông tin hoặc làm gì đó)
* FORMAL:
– Could you please let me know if you can attend … / if you are available for a meeting on 12th December?
– I would appreciate it if you could please send me a brochure/ if you could please reply within two days.
– Could you possibly arrange a meeting with the Logistics Manager?
– Would it be possible to…
– I would like to know if there are any swimming pools in your area.
– Please kindly let me know how much the tickets cost.
* INFORMAL
– I was wondering if you could come and see me sometime next week.
– Would you mind coming early to help me clear up the place?
– Do you think you could call Jerry for me?
– Can you call me/ get back to me asap? (as soon as possible) (get back to = contact me / reply )
3. 2 OFFERING HELP / INFORM /GIVING INFORMATION (đề nghị giúp đỡ/ báo tin)
* FORMAL:
– We are happy to let you know that your article has been selected for publication.
– We would like to inform you that…
– I am glad to inform you that we will be holding our annual conference in Brussels on 20 September 2014.
– We regret to inform you that the show has been cancelled due to bad weather conditions.
– We are willing to arrange another meeting with the CEO.
– We would be glad to send you another statement if necessary.
*INFORMAL
– I’m sorry, but I can’t make it tomorrow. 
I can’t come tomorrow as planned.)
– I’m happy to tell you that John and I are getting married next month.
– Would you like me to come early and help you clear up the place?
– How about I come and help you out?
– Do you need a hand with moving the furniture?
3.3 COMPLAINING (Phàn nàn, khiếu nại) chủ yếu dùng ngôn ngữ FORMAL
*FORMAL
– I am writing to express my dissatisfaction with… / to complain about…
– I regret to say that I was not completely satisfied with the room you provided us.
– We regret to inform you that your payment is considerably overdue.
– I would like to receive a full refund and compensation for the damages.
– I am interested to hear how your company can compensate us for the distress we suffered.
– I hope you won’t mind me saying that the place you’d recommended to us wasn’t as nice as we’d expected.
Ví dụ: FORMAL COMPLAINING: We regret to inform you that your payment is considerably overdue. INFORMAL: I’m sorry to say that you’re late with the payments.
3.4 APOLOGIZING (thư xin lỗi)
• FORMAL:
– We would like to apologize for any inconvenience caused.
– Please accept our apologies for the delay.
– Please let us know what we can do to compensate you for the damages caused.
– We will make sure that this will not happen again in the future.
– I am afraid I will not be able to attend the conference.
• INFORMAL
– I’m sorry for the trouble I caused.
– I apologize for the delay. I promise it won’t happen again
– I’m sorry, but I can’t make it to the meeting.
3.5 ATTACHING FILES (nếu gửi kèm) – enclosed (gửi kèm thư giấy) # attached (gửi kèm emails)
FORMAL:
– I am attaching my CV for your consideration.
– I am sending you the brochure as an attachment.
– Please see the statement attached.
– Please find attached the file you requested.
– I am afraid I cannot open the file you have sent me. Could you send it again in … format? INFORMAL:
– I’m attaching/sending you the holiday photos.
– Sorry, but I can’t open it. Can you send it again in … format?
PART 4: ENDING (cuối thư: lời chào và chữ kí)
FORMAL:
– Please do let me know if I can be of further assistance/ if there is anything I can help
– Should you need any further information/assistance, please do not hesitate to contact us. (Should you = If you…)
– I’m looking forward to hearing from you (soon).
INFORMAL:
– Hope to hear from you soon.
– I’m looking forward to seeing you.
– I’m looking forward to your visit. / I’m looking forward to your trip in Vietnam.
– Don’t forget to drop me a line when you get there (đừng quên viết cho mình khi bạn đến nơi nhé)
Lời chào (trước tên bạn cuối email)
FORMAL: Yours faithfully, (nếu bắt đầu thư bằng Dear Sir/ Madam,) Yours sincerely hoặc BEST REGARDS, (nếu bắt đầu thư Dear + NAME: Dear Ms Collins) Sincerely Yours, (Anh Mỹ) Sincerely, (Anh Mỹ) Yours Truly (Anh Mỹ)
INFORMAL: See you later, Love, Thanks, Take care, Yours, Best Regards (semi-formal)
Ví dụ kết thư hỏi thông tin:
“I am looking forward to hearing from you soon.
Best regards,
Julia”
***Lưu ý:
Email RẤT trang trọng không nên dùng viết tắt: don’t, isn’t… => do not, is not…
Line: Drop someone a line: Don’t forget to drop me a line when you get there (đừng quên viết cho mình khi bạn đến nơi nhé)/ Just drop you few lines (Chỉ là muốn viết vài dòng viết cho bạn rằng…)
Please – Please let me know if you have any questions (Xin hãy cho tôi biết nếu bạn có bất kì thắc mắc nào/ If you need any further information, please do not hesitate to contact me at any time
Reference – tham chiếu, liên quan, về việc (vv): With reference to…/ Your ref:/ Our ref:/ Reference number
Regards – Trân trọng (lời chào cuối thư trang trọng): Best regards/ Regards /Give my regards to John (cho toi gửi lời hỏi thăm John)
See – See you (soon/ then/ later: gặp lại sau nhé) / Hope to see you again soon (Rất mong được gặp lại bạn sớm)/ I really look forward to seeing you in Vietnam (rất mong được gặp bạn ở Vietnam)
meet: gặp lần đầu: I really look forward to meeting you in person (tôi rất mong được gặp trực tiếp bạn)
Sir (ngài/ ông/ anh: xưng danh trang trọng cho nam– Madam cho nữ)/ Dear Sir or Madam: lời chào đầu thư/ email khi chưa biết người đó là nam hay nữ
Soon – Sớm: I look forward to hearing from you soon/ See you soon/ Write soon
Sorry – Sorry it took me so long to get back to you (Xin lỗi vì đã trả lời muộn/ Sorry not to reply sooner (Xin lỗi vì đã không trả lời sớm hơn/ Sorry to write to you out of the blue (xin lỗi vì đã viết cho bạn đường đột thế này)
Thanks/ Thank you – Lời cảm ơn cuối thư: Thanks again (nếu trước đã có thank)/ Thank in advance (cảm ơn trước)/ Thank you for your email (cảm ơn vì email của bạn)/ Thank you for your quick reply (prompt reply)/ Thank you for getting back to me so quickly (cảm ơn vì đã trả lời nhanh chóng/ taking the time to see me yesterday (cảm ơn vì đã dành thời gian tiếp đón …)
To – I’m writing to you concerning… (Viêt cho bạn về vấn đề) / I’m writing to you regarding (viết cho bạn về …
Yours – Thân mến – lời chào cuối thư cho người thân quen trong công việc hoặc gia đình: Yours sincerely/ Yours faithfully (faithfully dùng trong công việc khi ko biết tên người nhận và đầu thư là dear sir or madam)/ Sincerely yours (Dùng sincerely nếu biết tên người nhận đầu thư là Dear John, Marry…)
(Copyright by DUONG VU – IDV IELTS )
Address: 
Email: duongvuthu@gmail.com
