How to Write a Letter
Letters/Emails can be formal, semi-formal or informal depending on who we are writing
to. Reasons for writing them include: giving news, giving invitations, accepting or refusing
invitations, complaining, asking for or giving information, applying for a post/course, expressing
apology, asking for/giving advice, explaining, thanking, giving news, suggesting, expressing
preference, etc.
General outline for letters/emails.
Paragraph Paragraph Paragraph
Greeting Sign off
1 2, 3 4
opening remarks development of closing remarks
reason(s) for the topic
writing
Watching a video “English for Emails: Organising your writing”
After-watching task: what tips for writing emails have you heard?
Informal Style Semi-formal Style Formal Style
Greeting Dear Sally,/ Aunt Dear Mr Smith, Dear Sir/Madam,
Mary,/ Tom etc. Dear Mr. Jones,
peculiarities Friendly, relaxed, Polite request tone Serious, impersonal
personal style (e.g. (e.g. I would like to style (e.g. I would like
Thanks so much for thank you for your to congratulate you on
your last email.) help.) your promotion.)
Frequent use of Use of less Complex sentence
colloquial colloquial language structure – frequent
expressions, idioms, (e.g. Thank you so use of Passive Voice –
phrasal verbs, short much for your email formal linking words
verb forms (e.g. It’s instead of Thanks a – no colloquial
been ages since we million for your email.) English – advanced
last saw each other.) Less frequent use vocabulary – no short
Pronouns are often of short verb forms, verb forms (e.g. The
omitted (e.g. Thought linking words, trousers, which I
I’d drop you a line.) phrasal verbs (e.g. received last week,
Chatty language Also, I was wondering were torn. I would be
(e.g. I hope you’re if I could arrange a grateful if a
OK.) meeting with you.) replacement could be
Simple linking dispatched as soon as
words (e.g. and, but, possible.)
so)
Sign off Best wishes,/ Yours,/ Regards,/ Kind regards, Yours faithfully,/ Yours
Regards, (our first (our full name) sincerely, (our full
name) name)
TASKS
: 1.
a) Match the beginnings to the endings. Which are: formal? informal? Give reasons.
b) What type of letter each?
Beginnings Endings
1. I am writing with regard to last Thursday's A. Write back soon and fill me in what you've
meeting. I would like to apologise for not been up to!
being able to attend.
2. Hi there! Just a few lines to let you know B. I trust the matter will receive your
how I've been getting on. immediate attention
3. I am writing to express my concern about C. I hope to see you soon. Please call us and
the extremely poor customer service I received let us know if you can join us.
during a recent visit to your store.
4. I'm really sorry to hear things aren't going D. I really hope my advice helps. Please let
so well, but I think I can help you. me know how everything turns out.
5. I am writing to express my interest in the E. Once again, please accept my apologies for
position of Personal Assistant to the Director any inconvenience caused.
of Public Relations, as advertised
on jobhunter.com.
6. I am most grateful for the invitation to your F. Thank you for your consideration. I
wedding. Sadly, I will be unable to attend due look forward to hearing from you soon.
to prior commitments.
7. We're having a barbecue to celebrate Jo's G. I am truly sorry to miss such a special
graduation on Saturday, 16th May. It would be occasion. I hope you both have a memorable
great if you could make it. day.
2. Match the informal phrases (1-10) to their formal equivalents.
1. I can't wait to hear from you. A.Your help is highly appreciated.
2. I want to invite you to my school party. B. I look forward to your reply.
3. I want my money back. ! C. If I can be of further assistance, please do
not hesitate to ask.
4. Hope I've helped you. D.I would be grateful if you could give me a
full refund.
5. I'm really sorry. E. I am afraid I have to decline the invitation.
6. If you need anything else, just ask. F. I am writing to invite you to our end-of-
school celebration.
7. Thanks tor everything. G.I would appreciate your immediate
attention to this matter.
8. Sorry. I can't make it. H.I hope I have been of assistance.
9. I'm sorry to tell you that you failed the test. I. Please accept my sincerest apologies.
10. Please sort this out quickly. J. I regret to inform you that you have failed
your test.
3. Complete the sentences with the correct phrases.
1. am writing/drop you a line
a) I thought I’d ___________________________________________ to get your advice.
b) I ______________________________________________________ to request guidance.
2. Please find enclosed/put it in with
a) ________________________________________a reference from my employer.
b) My boss wrote me a reference and I’ve _________________________________ this letter.
3. great to hear/pleased o receive
a) I was _____________________________ your email.
b) It was _____________________________ from you.
4. Can you tell me/Could you give me some information
a) __________________________________ how much the tickets cost?
b) __________________________________ about the cost of admission?
5. it was a pretty bad thing/the regrettable situation
a) I apologise for _______________________________________.
b) Sorry, _________________________________________ I did.
6. express my gratitude/say thanks for
a) I want to ___________________________________________ everything you did.
b) I would like to __________________________________________ for your assistance.
7. Just a quick note/ I am writing
a) _______________________________ to inform you of out arrival date.
b) _______________________________ to tell you when we’re coming.
8. Thanks/ is appreciated
a) Your help on this matter ________________________________________________.
b) _________________________________ for your help on this matter.
4. Rewrite the sentences in forma style using the words in brackets.
1. I really want this job. (very interested/applying/position)
I________________________________________________________________________
2. I'd love to come to your party. (delighted/attend)
I ________________________________________________________________________
3. Don't worry. Everything will turn out alright. (do our best/resolve situation/your satisfaction)
We_______________________________________________________________________
4 We'll give you your money back. (happy/give/full refund)
We _______________________________________________________________________
5. I’m very upset about this. (express/great disappointment/your services)
I am writing ________________________________________________________________
6 Can't wait to meet you. (look forward/meeting)
I _________________________________________________________________________
5. Read the rubric and complete the letter. Use the phrases below.
You have seen the following job advertisement in your local paper The Wiltshire Post. Write a
letter to Mr Green applying for the job (140-180 words).
I look forward to
as advertised
if you would consider my application
I am a reliable worker
currently studying
I am writing to apply for
I have had no formal work experience
progress to
pleased do not hesitate
Dear Mr Green,
(1) _________________________________ the position of farm worker
(2)______________________ in The Wiltshire Post. I am very interested in this job.
I am a 17-year-old student (3)____________________ for my A-levels at school. I hope to (4)
____________ _______________ university in order to study to become a vet. Employment
working with animals particularly appeals to me.
Although (5) ___________________________, I feel I would be an ideal candidate for this
position, For the past 6 months, I have been working as a volunteer at Trowbridge Zoo where I
feed animals and clean cages.
(6) _____________________________ and am excellent with animals.
I would be most grateful (7) _____________________. Please find my CV enclosed. Should
you require any further information regarding my application, (8) _______________________
to contact me on 43422255. (9)____________________________ hearing from you.
Yours sincerely,
William Richards
6. Fill each blank with the following words. Use each item once only.
at first kind of you
congratulations on let me know
having problems looking forward to
I’d love to maybe you could
I’m sorry of course
if not the best way
if that’s convenient thanks for
in the end unfortunately
Dear Chris,
(1)_______________________ passing your driving test. Now all you have to do is save up for
that Porsche you’ve always wanted – and the tax and insurance. (2)_______________________!
(3)______________________, I won’t be able to meet you at the airport because I have to work
on that day. We’re short of staff and I can’t get the time off.
(4)______________________ to get from the airport is on the special coach which goes to the
town center every half an hour. There’s a stop outside the main entrance. Just follow the signs
My parents say it will be no trouble to put you up. It was (5)_______________________ to offer
to bring them a present. (6)__________________________ bring something which is typical of
your country or the region you live. (7)______________________________, chocolates are
always appreciated!
(8)_______________________________ seeing you next month.
All the best,
Sam
Dear Pat,
(9)__________________________ I haven’t replied to your email before now but I’ve been
(10)_________________________ with my computer. It’s a pity that you can’t come to the
reunion but naturally your exams come first. I’m going to take lots of photos and I’ll email you
the best ones to you.
I’ve been in my job for two weeks now. I was a bit nervous (11)________________________
when I had to meet staff because they’re older and more experienced than me.
(12)_______________________ everything turned out all right and I think we’re going to get on
really well.
(13)___________________ inviting me to come and visit you. (14)___________________ come
some time in November, (15)____________________ for you. It’s not the best time of the year
but, as I’ve just started my job, I have to wait before I can have a holiday. If November is OK,
please (16)_______________________ which dates will suit you.
Beat wishes,
Marcia
7. Use the words below to complete the letter. Use each item once only.
additional charge mentioned
current issue package holidays
eligible for particularly interested
grateful send me information
however under what circumstances
look forward to with reference to
Dear Sir or Madam,
(1)____________________ your advertisement in the (2)_______________ of “Summer
Holiday” magazine, could you please (3)_______________ about the holidays you offer in the
United States?
I am (4)_______________ in your (5)______________ to California and Florida.
In you advertisement you state that there are reduced prices for children bur it is not clear
(6)____________________ these reductions can be obtained. We are a family of four, with two
adults and two children, aged 10 and 16. Could you tell me whether my 16-year-old child would
still be (7)___________________ a reduction or if he is now classed as an adult?
Your advertisement also (8)____________________ that a free hire car was included in the
holidays in the United States. (9) _________________, there was no information about
insurance. I would be (l0) ___________________, therefore, if you could inform me whether
this is included or not. I would like to know how much the (11)________________ would be.
I hope you will be able to answer my queries. I (12)___________________ hearing from you.
Yours faithfully
…
8. Letter of applying a job.
Fill each blank with one word only.
Dear Sir or Madam,
I would like to apply for the position of English-speaking travel guide, (1)_______________
advertised in the current issue of “Travel Guide” magazine.
As you see from my enclosed CV, I am (2)_____________ present studying English and
Tourism at my local college. My course ends on 27th June. This (3)_________________ that I
would be free to start work on 1st July, the date indicated (4) ____________ your advertisement.
I feel that I have the necessary experience for the post you (5)_________________ advertised
because last year I worked (6)______________ a travel guide taking English and American
tourists on coach trips around my country.
In your advertisement you say (7)____________________ you want somebody who can ‘expect
the unexpected’ and this is (8)______________________ interests me in the post and has
(9)_______________________ me apply for it.
I would be available (10)_______________ interview at any time, except at the end of May,
when I take my final examinations.
I hope that you will consider my application favourable, and I look (11)___________________
to hearing from you in the near (12)____________________.
Yours faithfully,
…
9. Imagine you have to write a letter applying for a job.
You have seen the advert for a children’s activity leader/sales manager in the Brighton
Gazette and you are interested in applying for the post. Write a letter of application (140-
180 words).
Depending on the information in the advertisement, your letter should include:
which job you are applying for (with reference to the advertisement, or where you found
out about the vacancy)
suitable qualifications
suitable experience or willingness to do the type of job
personal qualities
why you want the job
availability for interview
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