Subject + greeting + body + closing.
- Email essentials: subject line, Dear greeting, concise body, signed closing.
- A one-line subject tells the recipient everything before they open it.
- Pair every request with a purpose — who benefits and why.
文體小知識：Formal/informal email.
§Text Passage
1Subject: Second-hand Book Stall at the School Fun Fair Dear Ms Lee, I am writing to seek your approval for our class to run a second-hand book stall at the school fun fair. Our aim is to raise funds for the elderly home we visited last month. I am sure you still remember how much the residents enjoyed our visit. As you know, our class has run similar activities successfully before. This year's fun fair will take place on the fifteenth of December.
2We plan to collect used books from classmates during the first week of next month. We hope to collect at least three hundred books. Four committee members will be responsible for pricing, display and sales. We will sort the books into categories such as novels, comics and textbooks. Any books that remain unsold will be given to a charity, so nothing goes to waste.
3All profits will be donated to the Po Leung Kuk, and a full record of transactions will be kept. We would also be grateful if you could help us book a table near the main entrance. We would also like to invite you to open the stall at 9 a.m. A poster will be put up on the noticeboard two weeks before the event. We will also take photos and share them on the school website afterwards.
4Please let us know if any adjustments are needed. We are happy to meet you during lunch break if it is more convenient. Thank you for considering our proposal. Thank you once again for your kind support and guidance. Yours sincerely, Ivan Cheung, Class 5A
§Sentence-by-sentence translation Sentence-by-sentence translation
Subject: Second-hand Book Stall at the School Fun Fair
主題：學校嘉年華二手書攤位
Dear Ms Lee,
李老師：
I am writing to seek your approval for our class to run a second-hand book stall at the school fun fair.
我寫信想徵求你批准我們班在學校嘉年華開設一個二手書攤位。
Our aim is to raise funds for the elderly home we visited last month.
目的是為上月探訪的老人院籌款。
I am sure you still remember how much the residents enjoyed our visit.
我相信你還記得院友見到我們時有多開心。
As you know, our class has run similar activities successfully before.
你知道，我們班以前成功辦過類似活動。
This year's fun fair will take place on the fifteenth of December.
今年的嘉年華會在十二月十五日舉行。
We plan to collect used books from classmates during the first week of next month.
我們計劃下月第一週向同學收集舊書。
We hope to collect at least three hundred books.
我們希望收到至少三百本書。
Four committee members will be responsible for pricing, display and sales.
四個幹事會負責定價、陳列與銷售。
We will sort the books into categories such as novels, comics and textbooks.
我們會將這些書按小說、漫畫、教科書等分類。
Any books that remain unsold will be given to a charity, so nothing goes to waste.
沒有賣出的書會捐給慈善機構，不會浪費。
All profits will be donated to the Po Leung Kuk, and a full record of transactions will be kept.
所有收益會捐給保良局，並備存完整交易紀錄。
We would also be grateful if you could help us book a table near the main entrance.
如果你可以幫我們預訂大門口附近的桌子，我們就更加感激。
We would also like to invite you to open the stall at 9 a.m.
我們還想邀請你在早上九點為攤位開幕。
A poster will be put up on the noticeboard two weeks before the event.
活動前兩星期會在告示板貼海報。
We will also take photos and share them on the school website afterwards.
活動後我們還會拍照放上學校網站分享。
Please let us know if any adjustments are needed.
如有任何需要調整的地方，請讓我們知道。
We are happy to meet you during lunch break if it is more convenient.
如果方便，我們很樂意在午飯時間與你見面。
Thank you for considering our proposal.
感謝你考慮我們的建議。
Thank you once again for your kind support and guidance.
再次感謝你一直的支持與指導。
Yours sincerely, Ivan Cheung, Class 5A
5A 班張偉文敬上
1Summary 重點摘要
Subject + greeting + body + closing.
2Vocabulary cards Vocabulary
Electronic mail.
Topic.
Hello.
Main.
End.
File.
Send on.
Answer.
3Step by step Steps
- SubjectOne Subject line says it all: “Second-hand Book Stall at the School Fun Fair” — the reader knows the topic before opening the email; never leave it blank, and never write just “Question”.
- GreetingMatch the greeting to the name: with a known name use Dear Ms Lee (closing Yours sincerely); only use Dear Sir or Madam when the name is unknown (closing Yours faithfully). No Hi, and no emoji, in formal emails.
- BodyKeep the body short, one matter per paragraph: the request (run a stall) → the purpose (raise funds for the elderly home visited last month) → the plan (collect used books in the first week of next month, target three hundred, four committee members handling pricing, sorting and sales).
- ClosingEnd with the next step: “Please let us know if any adjustments are needed” + thanks (Thank you for considering our proposal) + Yours sincerely, Ivan Cheung, Class 5A — name and class complete.
- Pre-answer doubtsPre-answering the reader's doubts earns the most credit: unsold books go to a charity (nothing goes to waste), all profits go to Po Leung Kuk, and a full record of transactions is kept — what reason is left to refuse?
- Small asksKeep extra requests humble: could you book a table, would you open the stall at 9 a.m., we can meet at lunch break — offer choices, never commands; one small request per paragraph.
- Follow-up planShow the follow-up: a poster on the noticeboard two weeks before, photos shared on the school website afterwards — proof that you have planned and will report back, which makes approval easier.
5Worked example Example
The model email is Ivan's request to run a second-hand book stall at the fun fair. Analyse the subject line, the request, and how the email pre-answers the teacher's worries.
- Step 1: The subject line says everything: 'Second-hand Book Stall at the School Fun Fair'.
- Step 2: The request is paired with a purpose: raising funds for the elderly home the class visited, and a warm nudge — 'I am sure you still remember'.
- Step 3: The plan is concrete: collect books in the first week, target three hundred, four committee members handling pricing, display and sales.
- Step 4: The email pre-answers doubts: unsold books go to charity, profits go to Po Leung Kuk, and full records are kept.
- Step 5: Two small asks (a table near the entrance, the honour of opening the stall) plus an offer to meet at lunch keep the tone humble.
- Answer: The email shows how to make approval easy. The subject line announces the whole purpose in one line. The opening ties the request to a cause — raising funds for the elderly home the class visited — and warms the reader by recalling her own memory of the visit. The plan is concrete and organised: collection in the first week, a target of three hundred books, four committee members dividing pricing, display and sales. Wisely, the email answers objections before they are raised: unsold books will go to charity, all profits to Po Leung Kuk, and a full record of transactions will be kept. The closing offers to meet at lunch, and because the recipient's name is known ('Dear Ms Lee'), it signs off 'Yours sincerely'.
6Common mistakes Mistakes
7Quick check Quick check
Q1Format?
Q2Subject?
Q3Formal?
Q4Informal?
Q5Formal end?
Q6Informal end?
8Recap Recap
- Email essentials: subject line, Dear greeting, concise body, signed closing.
- A one-line subject tells the recipient everything before they open it.
- Pair every request with a purpose — who benefits and why.
- Pre-answer the reader's worries (money, leftovers, records) to win trust.
- Known name: Dear Ms Lee + Yours sincerely; unknown: Dear Sir/Madam.