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8 Tips for Writing More Effective Emails as an Architect (when English is your second language)

In episode 33 of Think Big Podcast, I give my top 8 tips for writing more effective emails. The first thing many of my clients say to me is that they struggle to write emails with confidence and more efficiently. I want to share some of the ways that many of my clients have taken their email writing to the next level to feel more confident at work.

Think Big is a podcast is for you if English is your second, third or (fourth - impressive!) language, and you want to build more relevant vocabulary naturally by listening to interesting topics in architecture and feel more confident using the language at work or in your studies.

We don't JUST focus on the grammar, we get you excited again about improving your language and communication skills:

In this episode, I discuss:

✨ Why writing emails is so important and why you should care

✨ Tips for the structure of the email

✨ Tips for improving your efficiency, effectiveness and reducing miscommunications

This is just one of the many topics my clients and I discuss in our sessions to build relevant vocabulary and get them to speak and share their thoughts, ideas and opinions!

Tara's details:

✨ Connect with me on LinkedIn

Extended Show Notes

In the extended show notes, you'll find all the links related to this lesson, and you can watch the video, listen to the audio on the transcript player, or find Think Big on all your favourite podcast players.



Expressions and Phrases

to say something lightly - not very seriously to not say something lightly - to say something very seriously because it's important

let alone - used to indicate that something is far less likely or suitable than something else already mentioned.

Phrasal Verbs

follow up on (something) - to get more information about something

go ahead - proceed or consider something

Key Content Vocabulary

tweak - make small changes

leverage - use (something) to maximum advantage.

All the examples that appear in the episode

Tip 1: Subject Examples

  • Update on Project X

  • Meeting tomorrow at 9 am

  • Revised plans for Project Y

  • Follow up on conversation about Z

Tip 2: Email Purposes

  • “Please review the attached proposal and let me know if you have any questions.”

  • “I wanted to confirm if we can move forward with this project so I’ve made some comments below for your consideration.”

  • “Can you please provide feedback on the attached design plans by the end of the week?”

  • “If you would like to schedule a meeting to discuss budget concerns let me know.”

Tip 3: Leveraging Structure - Subheading examples

  • Alterations to the alignment of the back fence

  • Increased the size of the path

  • Changed the paving from bricks to exposed aggregate concrete

Tip 4: Signposting and Highlighting Language

First, please review the attached budget spreadsheet for accuracy. Second, let me know if we need to make any adjustments before presenting it to the client. Finally, please confirm if we are still on track for our presentation next week.

I wanted to highlight that there have been some changes made to the layout of the kitchen as requested by the client. Please see the attached revised plans for details.

Other examples:

  • I'd like to point out

  • It's worth noting that

  • Please take note of

  • One thing to consider is

Tip 5: Professional Tone

I wanted to follow up on

(Use Grammarly to check the tone of your emails)

Tip 8: Call to Action Examples

  • Please let me know if you have any questions or concerns.

  • I look forward to hearing from you by Friday with your clarifications.

  • It would be great if we could complete this by the end of the week

  • Can you please confirm if the revised plans have been approved? Thank you.

  • Please consider my request and let me know your thoughts by next Wednesday.

  • I hope to schedule a meeting with all parties involved in the coming week, please let me know if this works for you.

Other examples of Email language

If you want to acknowledge a previous email you could say…

  • I wanted to follow up on your email from last week regarding...

  • In response to your email about...

  • Thank you for bringing up the topic of...

Or if you need further information or clarification, try…

  • Can you please provide more details on _____?

  • I'm wondering if you could clarify _____.

  • Can you give me some additional information about _____?

  • Could you expand on _____?

If there’s information you want to confirm, you could use one of the following sentences…

  • Are we in agreement that _____?

  • Just to confirm, _____ is correct?

  • I understand that _____. Is that correct?

  • Does this sound accurate to you: _____?

  • Do we both agree on _____?

Let’s say that your client has asked you to complete a certain task. You could respond by including one of the following in your email…

  • I will take care of _____ by _____.

  • I can have _____ completed by _____.

  • I will work on _____ and let you know when it is finished.

  • I will get started on _____ right away.

  • I am currently working on _____, but I can prioritise…..

If you want to check the status of work projects or follow up with suppliers, why not try one of these?

  • What is the current status of _____?

  • Can you update me on the progress of _____?

  • How are things going with _____?

  • Do you have an update on _____?

  • I wanted to follow up on the order for _____ that was placed on _____.

  • When can we expect delivery of _____?

  • What is the current status of our order for _____?

  • Have there been any delays with _____?


Download the transcript or listen to the episode through the player

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Have any questions about anything you've heard in today's episode? Send me an email.

Want to uplevel your communication skills to present your projects with more confidence? Find out more about my 1:1 & coaching programs. Find more examples to help you feel more prepared in our Coaching Guide, Planner and Language Guides.

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