Writing Tactful & Diplomatic Emails (Examples)

Language Focus: Comprehending tactful and diplomatic e-mails, giving constructive criticism, being assertive

English Level: Intermediate, Upper-Intermediate

Worksheet Download: Available on TPT


Learn to write tactful e-mails

Sample Emails for Writing Tactfully and Diplomatically

Foreword

Communicating tactfully and indirectly is an invaluable soft skill that some immigrants lack. I teach tactful communication nearly every session at my college. Below are some e-mail samples and comprehension questions I use in class. They focus on writing tactfully, being assertive, and giving constructive criticism. Other than the e-mails below, I recommend the following resources:

Preview: Email Samples — Tactful Writing

Part A: Read the below email and its reply. Then answer the comprehension questions that follow.

To:                             robert.denysek@queenmgmt.ca

From:                        karen1975@ktl.net

Date:                         Friday, May 20, 2016

Subject:                   NOT AGAIN

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Robert,

This is Karen Dias from unit 811. Can u explain to me why the elevators are always broken down? Every time I'm in a hurry, they are out of service. I pay $600 a month in service fees to live in this building. Obviously I need to be able to get in and out of my unit.

Fix this ASAP.

Karen


I placed a call with the service company on Friday and the elevator was repaired on Saturday. Hopefully the issue will not happen again. If it does, however, please send me an e-mail and I will ask a technician to come out again to re-examine it.

I understand this can be frustrating and I appreciate your patience with this matter.

Regards,

Robert Denysek

Queen Management

Comprehension Questions

  1. What is the relationship between the Karen and Robert?
  2. What is Karen's issue?
  3. True or False: Karen's rent is $600.
  4. Criticize Karen's email. Identify 3 issues (problems) with her e-mail. (3 points)
  5. How would you describe the tone in Karen's email?
  6. In one sentence, what has/did Robert done/do to address the issue?
  7. True or False: The issue may be resolved now.
  8. What strategies did Robert use to make his e-mail diplomatic? Identify two things. (2 points)

E-mail #1

To:      Tina Sampson

From: Bernice White

Subject: Data???

-------

Where is the data I asked you for? You said you'd send to me by yesterday, but you didn't.

If u don't send to me, my report will also be late, which will be your fault.

Send it ASAP.

Bernice

Comprehension Questions

  1. What is the relationship between the Bernice and Tina?
  2. What is Bernice's issue?
  3. Criticize the mail. Identify 3 issues (problems) with her e-mail. (3 points)
  4. How would you describe Bernice's tone in her email?

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14 comments on “Writing Tactful & Diplomatic Emails (Examples)

  1. Vanshika (Posted on 3-17-2017 at 07:24) Reply

    Nice app

  2. Sarat Chandra nayak Nayak (Posted on 4-14-2017 at 23:22) Reply

    Need service related replying written

  3. Sarat Chandra nayak Nayak (Posted on 4-27-2017 at 12:07) Reply

    Need daily service email communication follow up anser business

    1. mb Post author (Posted on 4-27-2017 at 12:16) Reply

      Thank you for the words.

  4. Shahzad (Posted on 10-19-2018 at 04:18) Reply

    i have some issues regarding antecedent verification of our ex employee like it been stated by hr that experience certificate does not exist in our records and it really does not but endorsement has been that he remained our employee during this that year. upon asking further explanation employee state that letter issued ex hr personnel in front of some officer.now how to reply diplomatically

    1. MB (Posted on 10-19-2018 at 21:45) Reply

      I’m not sure I understand the situation. Either way, I wouldn’t be able to write the reply for you. Try writing it and then showing it to a tutor. Best of luck.

    1. mb Post author (Posted on 11-21-2018 at 02:37) Reply

      Thanks! Fixed

  5. brojenphijam@gmail.com (Posted on 8-16-2019 at 03:14) Reply

    Dear Sir / Madam
    English Current

    Big appreciation ! I learned new ideas from your samples.

    Thank you so much for making these available on the net.

    Praying that God will bless you.

    With warm regards

    Rev Phijam Brojen Meetei
    Imphal , India
    +91 7085798974

  6. Chayan (Posted on 8-30-2019 at 10:15) Reply

    Very helpful for my CLB 8 class for their practice. Thanks!

  7. Ayvin (Posted on 4-10-2020 at 09:32) Reply

    Ou puis-je trouver les r©ponses de ces exercices ?
    Merci d’avance

    1. mb Post author (Posted on 4-10-2020 at 13:16) Reply

      Hello. There is no set answer key because the answers can vary. Is there a specific question you’d like me to help with?

      1. Ayvin (Posted on 4-12-2020 at 07:27) Reply

        Oui pour la r©daction des situations 1 et 2, pour ©crire les mails, j’ai du mal. Je ne sais pas comment m’y prendre !
        Je souhaiterai aussi savoir si pour la premi¨re situation, c’est un email d’avertissement ou juste un email pour lui poser des question.
        Merci par avance !

        1. mb Post author (Posted on 4-12-2020 at 16:08) Reply

          Hello. If you mean for the two writing prompts at the bottom (#1 and #2), then it would be best for you to write the e-mails then I can give you some feedback. Instead of writing your e-mail in a comment, you could write them in a forum post here: https://www.englishcurrent.com/community/. Then I can check. To review practices for writing tactfully, first review the resources above (listed under “Foreword”). Also, if you want to improve your written English, you should be writing in English with me (not French) :)

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