Business English (Listening, B1): "Email Etiquette at Work - A Simple Guide, Parts 3, 4 and 5"

For parts 1 and 2, click this.

Vocabulary 3
Read through: Review or check carefully. Sentence: She read through the instructions before starting the test.

Guide Question: Explain numbers 6, 7 and 8. 

TRANSCRIPT 3

Number 6: Check your grammar and spelling. Make sure your email is free from spelling or grammar mistakes. It’s always a good idea to read through your email before sending it. Mistakes can make you look unprofessional. Number 7: Reply quickly. Try to respond to emails as soon as possible, usually within 24 hours. If you need more time to give a full answer, let the sender know when you will get back to them. Number 8: Use CC and BCC properly. CC or carbon copy is for people who need to know about the email but don’t need to take action. BCC or blind carbon copy is useful when you send an email to many people but don’t want them to see each other’s email addresses. (127 words)

Vocabulary 4
A. Overuse: Use too much. Sentence: Don’t overuse your phone during class.

B. Email thread: Series of connected emails. Sentence: The email thread was getting too long to follow.

C. Emojis: Small images in messages. Sentence: She sent a smiley emoji after her text.

D. Abbreviations: Shortened words or phrases. Sentence: "TV" is an abbreviation for "television."

E. Sign-off: Closing of a message. Sentence: I added a polite sign-off at the end of my letter.

F. All caps: Writing in uppercase letters. Sentence: He wrote his name in all caps to stand out.

G. Headings: Titles for sections. Sentence: The book had bold headings for each chapter.

H. Section titles: Titles for different parts. Sentence: The report has section titles like "Introduction" and "Conclusion."

Guide Question: Explain numbers 9, 10, 11 and 12.

TRANSCRIPT 4

Number 9: Avoid overusing “reply all”. Don’t use "Reply All" unless everyone in the email thread needs to see your response. This helps keep inboxes clean and free from unnecessary emails. Number 10: Be careful with emojis and abbreviations. In most workplaces, emojis and abbreviations like "LOL" or "BRB" are not appropriate. Stick to clear and professional language in your emails. Number 11: Close with a polite sign-off. End your email with a respectful sign-off, such as "Best regards," "Sincerely," "Kind regards," and "Thank you." Don’t forget to add your name and, if needed, your job title and contact information. Number 12: Avoid using all caps. Writing in all capital letters can seem like you are shouting. Only use caps for important details, such as headings or section titles, and avoid them in the body of the email. (138 words)

Vocabulary 5
A. Sensitive topics: Delicate or personal subjects. Sentence: We should avoid sensitive topics at the dinner table.

B. Controversial: Causing disagreement or debate. Sentence: The new law is very controversial in the city.

C. Privacy: Protection of personal information. Sentence: Always respect other people’s privacy.

D. Auto-responses: Automatic email replies. Sentence: She set up an auto-response when she went on vacation.

E. For a while: For some time. Sentence: I haven’t seen her for a while.

F. Absence: Not being present. Sentence: Everyone noticed her absence from the meeting

G. Mindful: Careful and thoughtful. Sentence: Please be mindful of the noise while others are working.

H. Time zones: Different local times in places. Sentence: The meeting time changed due to different time zones.

I. Reasonable hours: Appropriate or acceptable times. Sentence: Let’s meet during reasonable hours, not too early.

Guide Question: Explain numbers 13, 14, 15 and 17.

 

TRANSCRIPT 5

Number 13: Avoid sensitive topics. Emails are not the place to talk about sensitive or controversial topics, like politics or religion. Stick to work-related subjects unless the topic is essential. Number 14: Use a professional signature. A professional email signature includes your name, job title, company name, and contact information. This makes it easier for the reader to know who you are and how to contact you. Number 15: Respect privacy. If you are sharing personal or sensitive information, make sure you’re sending the email to the right people. Double-check before you send. Number 16: Set auto-responses when needed. If you are going to be out of the office for a while, set an automatic response. Let people know when you will be back and who to contact in your absence. And finally, number 17: Be mindful of time zones. When emailing colleagues in different time zones, remember that it might be early or late for them. Try to send emails at reasonable hours to respect their time. (168 words)