Unit6 Writing an advisory email

General English:7

Dealing with information

Unit6 Writing an advisory email

Vocabulary

Office and company issues

Office issues

Here are some ways to describe issues you might have at your office.

The bathrooms are out of order.

The company intranet isn't working.

The phone lines are down.

The projector in the conference room is out of action.

Company issues

Your company might encounter more serious issues,such as these:

Our databases were hacked.

The company lost millions due to major product defect.

Customer information was stolen.

Writing

Important information

Opening an important email or letter

One way to open a formal email or letter containing important information is like this:

I'm writing to inform you (that)....

You can then explain the main points or issues.

We're discovered that a large amount of  customer data has been stolen.

It's come to our attention that one of our product has a major defect.

We've just found out that the bathrooms are out of order.

Here are more words and phrases for reporting information:

Office management has informed us that the phone lines are temporarily out of action.

I'd also like to mention that some customer information has been stolen.


Just letting you know the bathrooms are out of order until further notice.


IT told me that the intranet server is down today.

I heard Jim say that the projector is out of action.

How serious is it?

Explaining an issues

In an email about company issues,it's a good idea to add a paragraph explaining how serious the issue is,

who is affected and what is being done to fix it.

Describe the scale of the problem.

It's looking like a serious issue.

We have a severe problem.

It's a small problem,and there's no need for concern.

Say who it affects.

The issue will impact all of our staff on the second floor.

It shouldn't affect anyone on our team.

Say what't being done.

We're working on a fix for the problem.

We're investigating the issus.

We're looking into the problem with some urgency.

An engineer has been called to fix the issue.

Closing an email

Next steps and thanks

In the closing section of a letter or email informing people of a problem,
it's a good idea to tell them what to expect next and thank them for their understanding.

We'll give you an update when we have more information.

We expect the issue to be resolved within the next few hours.

Thanks for your understanding regarding this matter.

Please be patient while we find a solution.

Please bear with us as we resolve the issue.