FORMAL AND INFORMAL LETTERS

A good letter should consist of:

a) an appropriate greeting (Dear Sir/Madam, Dear Kathy, Dear Mr Brown)
) an introduction clearly stating the reason you are writing
c) a main ody in which the su!ect is de"eloped# Begin a new paragraph for
each main point
d) a final paragraph in which you sum up the topic or e$press your wish for
something to e done
e) an appropriate ending (%ours/Best wishes, & first name, %ours sincerely,
%ours faithfully, & full name)#
Style in Letters
'he characteristic of formal style in letters are:
( 'he greeting (Dear Mrs )ee, Dear Sir,)
( *re+uent use of the passi"e
( *ormal language ( comple$ sentences, non(collo+uial ,nglish)
( -o are"iated forms
( 'he ending (%ours sincerely,/%ours faithfully)
'he characteristic of informal style in letters are:
( 'he greeting (Dear Ale$, Dear Dad)
( .nformal language and style (idioms, collo+uial ,nglish)
( Are"iated forms, pronouns omitted
( 'he ending (%ours/)o"e/Best wishes//egards,Anthony)
REMEMBER!!!
( .nformal (friendly) letter ha"e only one address (yours) whereas formal
)etters ha"e two (yours and the recipient0s)
( *riendly letters egin with Dear & first name and end with )o"e/%ours/Best wishes & first
name
( *ormal letters egin with:
a) Dear Sir/Madam and end with %ours faithfully & full name
) Dear Mr/Mrs & surname and end with %ours sincerely & full name
( Semi(formal letters can egin with Dear Mr/Mrs & surname and end Best wishes/%ours & first
name/full name
LETTERS OF COMPLAINT
.ntroduction
1aragraph 2 ( reason for writing
Main Body
1aragraphs 3(4 ( complaint(s) and !ustification
5onclusion
*inal 1aragraph ( suggested action to e ta6en, 5losing remar6s
*ull name
( )etter of complaint is normally written in a formal style#
( )etters should start with an appropriate greeting (e#g# Dear Sir, Dear Brown, etc)
( Mild or strong language can e used depending on the feelings of the writer or the
seriousness of the complaint, ut ausi"e language must ne"er e used
( %ou should state the reason for the complaint in the first paragraph
( Start a new paragraph for each different aspect of the topic
( Any complaints you ma6e should e supported with a !ustification
( 5omplaints and !ustification can e lin6ed with appropriate lin6ing words and phrases
Useful language for Letters of Co!laint
7pening /emar6s:
( . am writing to complain aout/regarding/on account of/ecause of/on the su!ect of###
( . am writing to draw your attention to###
( . am writing in connection with###
( . am writing to e$press my strong dissatisfaction with###
( . am afraid to say . ha"e numers of complaints aout###
( . am sorry to say that . was "ery disappointed with###
( . was appalled at###
( . feel . must protest/complain aout###
8seful phrases:
( 9e ought to discuss the matter###
( 'o ma6e matters worse###
( . was "ery disappointed to find that###
( . would e grateful if you could###
( . should ha"e een informed that###
( 'he first prolem was### Another prolem was### 'he most "isile prolem###
( . hope you will understand that . was "ery dissatisfied###
( . elie"e you can appreciate how disappointed . was when###
)in6ing words:
( ,"en though, howe"er, furthermore, firstly, finally etc#
5losing /emar6s:
( . would li6e to hear your e$planation for the ao"e prolems###
( . would therefore e grateful if you could gi"e me a full refund###
( . would li6e a full refund as soon as possile###
( . would li6e to ha"e all or part of my money refunded###
( . am not satisfied with###
( . hope/assume you will replace###
( . trust the situation will impro"e###
( . hope the matter will e resol"ed###
( . hope we can sort this matter out amicaly
( . loo6 forward to hearing from you in your earliest con"enience to offer me a complete refund
( . feel . am entitled to a partial refund in addition to an apology for the incon"enience caused
( . insist you replace the item at once###
( . demand a full refund###
( . hope that . will not e forced to ta6e further action
( . loo6 forward to hearing your early reply
( . loo6 forward to recei"ing a prompt reply
LETTERS OF APOLO"#
( A letter of apology can e either formal or informal# .t can e written when someone has
made a mista6e, has failed to perform a duty or is not ale to fulfil a promise#
( 'he main ody contains reasons for the incon"enience caused#
( .n the final paragraph you can e$press your hope to impro"e the situation or promise to
ma6e up for any prolems that ha"e een caused#
Intro$u%tion
1aragraph 2 ( reason for writing
Main Bo$y
1aragraphs 3(4 ( reasons to e$plain the incon"enience caused
Con%lusion
*inal 1aragraph ( e$press understanding/regret or promise to ma6e up for the situation
5losing remar6s
*ull name
Useful Language for Letters of A!ology
7pening /emar6s:
*ormal
( . am writing to apologise for###
( . must apologise for###
( 1lease accept my sincerest apologies for###
( :ow can . apologise enough for###
( . must apologise profusely###
.nformal
( . hope you will understand when . say that###
( 9hat can . say, e$cept .0m sorry that###
( .0m sorry for###
( . owe you an apology###
( .0m so sorry if . upset you in any way###
( . can0t descrie how sorry . am and how guilty . feel###
5losing /emar6s:
*ormal
( 7nce again, sincerest apologies for###
( . hope you will accept my apologies###
( . hope my apologies will e/are accepted###
.nformal
( . hope you elie"e me when . say how sorry . am###
( . can0t tell you how sorry . am###
( . eg you to forgi"e me for###
( 'here is no e$cuse for ### and . hope you0ll forgi"e me###
LETTERS OF IN&ITATION
( )etters of in"itation can e formal or informal depending on the situation
and who we are writing to# 'hey usually contain some additional information,
for e$ample: latest news, description of the e"ent (party, wedding, etc#)
place (hotel, house, etc#) and/or directions to the place#
.ntroduction
1aragraph 2 ( reason(s) for writing (to in"ite)
Main Body
1aragraphs 3(4 ( details / directions
5onclusion
*inal 1aragraph ( closing remar6s
*ull name
Useful Language for Letters of In'itation
7pening /emar6s:
*ormal
( 9e would e honoured if you###
( . cordially in"ite you to###
( %our presence would e appreciated at###
( %ou are in"ited to attend###
.nformal
( .0m writing to in"ite you to###
( .0d lo"e it if you could come to###
( 9e0re organising a ### and would lo"e it if you could come
5losing /emar6s:
*ormal
( 9e would e grateful if you could###
( 1lease indicate whether you will e ale to attend
.nformal
( . hope you0ll e ale to ma6e it###
( :ope you can come
( )oo6ing forward to seeing you then
( 1lease let me 6now as soon as possile
Directions can e introduced y using some of the following e$pressions:
( .n case you don0t 6now the way###
( .0ll gi"e you some directions###
( . ha"e included some directions###
( :ere are a few directions so you don0t get lost
( .n case you do not 6now the e$act of the###
A%%e!ting an In'itation
.ntroduction
1aragraph 2 ( than6s for in"itation
Main Body
1aragraphs 3(4 ( acceptance of in"itation, further comments
5onclusion
*inal 1aragraph ( closing remar6s
*ull name
Useful Language for Letters A%%e!ting an In'itation
7pening /emar6s:
*ormal:
( . am writing to than6 you for the 6ind in"itation
( 'han6 you for the 6ind in"itation which . would e honoured to accept
.nformal
( 'han6s for the in"itation to ###, sounds lo"ely###
5losing /emar6s:
*ormal:
( . loo6 forward to seeing you###
( 9e wait the e"ent with great anticipation
.nformal:
( See you then
( 9e0re really loo6ing forward to it
Refusing an In'itation
.ntroduction
1aragraph 2 ( than6s for in"itation
Main Body
1aragraphs 3(4 ( refusal of in"itation, gi"ing reasons
5onclusion
*inal 1aragraph ( closing remar6s
*ull name
Useful Language for Letters Refusing an In'itation
7pening /emar6s:
*ormal
( 9e than6 you for your recent in"itation to ### ut###
.nformal
( 'han6 for the in"itation, ut###
( 'han6s for in"iting me to ###, ut .0m afraid . can0t come
5losing /emar6s:
*ormal
( . am sorry to miss the opportunity of###
( 'han6 you again for the in"itation###
( . hope we will ha"e the opportunity to meet
.nformal
( . hope we can get together some other time
( .0m really sorry we0ll ha"e to miss it
LETTERS OF APPLICATION
- A letter o application may be written when we apply for
a permanent/temporary job or educational course
- It is important to include only the information that is relevant,
and to use a suitable style, formal or semi-formal
- The first paragraph mentions the reason for writing. It can also include
the name of the job/course you are applying for and where you saw it
advertised
- The main body paragraphs can include:
- what you are doing now
- what wor e!perience you have
- your academic "ualifications
- the personal "ualities which mae you
suitable for the job or course
- In your final paragraph, you can:
- summarise the points in the main body
- than the person for considering your
application
- as the person to consider you for the job/course
- mention the possibility of further communication
- #resent tenses are normally used but some past tenses can
be used to describe your past e!perience. $ou may also use
future constructions
Applying for a Job
Introduction
#aragraph %
- reason for writing
&ain 'ody
#aragraphs ( - ) - *
- "ualifications/training - previous e!perience/ "ualities and sills
+onclusion
,inal #aragraph - closing remars
,ull name
Useful Language for Letters of Application (for a Job)
-pening .emars:
- I am writing to apply for the post/job/position of/which I saw advertised in...
- I am writing with regard to your advertisement...
- I am writing in response to your advertisement...
.eference to e!perience:
- ...for the last/past year I have been woring as... since/for
- I have had e!perience of...
- Two years ago I was employed as...
- I wored as... before...
+losing .emars:
- I would appreciate a reply at your earliest convenience...
- #lease contact me regarding any "ueries you may have...
- I enclose my +/ and I would be glad to attend an interview at any time
convenient to you...
- If you wish me to attend an interview, I am available at any time...
- I loo forward to hearing from you in due course...
Applying for a Course
Introduction
#aragraph %
- reason for writing
&ain 'ody
#aragraphs ( - ) - *
- "ualifications / reasons for wanting to tae the course
+onclusion
,inal #aragraph - closing remars
,ull name
Useful Language for Letters of Application (for a Course)
-pening .emars:
- I would lie to apply for admission to the ... beginning
- I would lie to be considered for...
.eference to e!perience:
- I hold a certificate/degree in
- I am due to tae e!aminations in...
- I have taen/passed the ... e!amination...
- I hold the following "ualification...
- I have completed the following courses/degree course
- &y degree is in 0nglish...
+losing .emars:
- I would appreciate a reply at your earliest convenience...
- I loo forward to meeting/hearing from you
- #lease contact me regarding any "ueries you may have
- I enclose further details of my education and "ualifications to date...
- I hope that you will consider me for entry
- I loo forward to receiving your response in the near future
PRZYKAD L!"U#
1etter of application
2ear 3ir / &adam,
I am writing to apply for a place on the 4istory &A course which commences this 3eptember at
5inston 6niversity.
I am (7 years old and I have completed a 4istory degree at &acbriney 6niversity, where I received
first class honours. #rior to this I was a pupil in grammar school, where I obtained 8 9+30s and
four A levels in 4istory, 0nglish, &athematics and 9eography.
3ince the completion of my 'A I have spent one year woring as assistant historian. This wor was
e!tremely enjoyable and I am now an!ious to specialise by gaining further "ualifications before
embaring on my chosen career in this field.
I enclose details of my education and "ualifications in the hope that you will consider me for entry.
I am looing forward to hearing from you.
$ours faithfully,
:$;
AS(IN" FOR)"I&IN" AD&ICE
)etters as6ing for or gi"ing ad"ice can e formal , informal or semi(formal depending on the
situation#
A letter as6ing for ad"ice can e sent to a friend, a consultant or an ad"ice column in a
maga;ine# Details of the prolem should e mentioned#
A letter gi"ing ad"ice should contain suggestions introduced with appropriate language#
As*ing for A$'i%e
.ntroduction
1aragraph 2 ( reason(s) for writing
Main Body
1aragraphs 3(4 ( description of prolem(s)
5onclusion
*inal 1aragraph ( closing remar6s
*ull name
Useful Language for Letters As*ing for A$'i%e
7pening /emar6s:
*ormal
( . am writing to as6 if you could help me with
( . would appreciate it if you could gi"e me some ad"ice aout
( . am writing to as6 for your ad"ice
( . would e grateful if you could offer your ad"ice
( 5ould you possily offer your ad"ice
( . wonder if you could help me with a prolem
.nformal
( .0m writing to as6 for your ad"ice
( 5an you gi"e me your ad"ice
( .0"e got a prolem and . need your ad"ice
5losing /emar6s:
*ormal
( . would appreciate it if you could gi"e me your ad"ice as soon as possile
( . loo6 forward to recei"ing your ad"ice
( .t would e of great help if you could ad"ise me
.nformal
( 9hat do you thin6 . should do<
( 1lease let me 6now what you thin6 . should do
( 1lease tell me what to do
"i'ing A$'i%e
.ntroduction
1aragraph 2 ( than6s for letter/e$press understanding of prolem
Main Body
1aragraphs 3(4 ( suggestion(s) & reason(s)
5onclusion
*inal 1aragraph ( closing remar6s
*ull name
Useful Language for Letters "i'ing A$'i%e
7pening /emar6s:
*ormal
( 'han6 you for your letter re+uesting
( . am writing in reply to your letter as6ing for ad"ice aout
( . hope the following ad"ice will e of some help to you
.nformal
( . !ust got your letters and . thin6 . can help you
( . was sorry to hear aout your prolem# :ere0s what . thin6 you should do
Suggestions can e introduced with e$pressions such as:
*ormal
( . strongly recommend that
( . would suggest that
( . elie"e the est course of action is
( . would ad"ise you to
( %ou should/%ou ought to/.f . were you . would
.nformal
( 9hy don0t you
( .t would e a good idea to
( 9hat you should do is
( :ow aout###/. thin you should
( 'he est ad"ice . can gi"e you is
5losing /emar6s:
*ormal
( . trust you will accept this ad"ice
( . hope this will e of help
( . would "ery much li6e to 6now if this was helpful
.nformal
( :ope this has helped
( )et me 6now what happens
USEFUL E+PRESSIONS FOR LETTERS "I&IN"
INFORMATION
7pening /emar6s:
*ormal
( . am writing in reply to your letter as6ing for information aout
( . am writing to inform you aout
( .n reply to your +uery
.nformal
( 'his is what . found out
( /ememer the information you wanted<
( %ou wanted me to tell you a few things aout
5losing /emar6s:
*ormal
( . hope that . ha"e een of some assistance to you
( 1lease inform me if . can e of any further assistance
( . hope . ha"e answered some of your +uestions
( 1lease do not hesitate to contact me if you re+uire any further information
.nformal
( . hope this will help you
( )et me 6now if you need any more help
AS(IN" FOR INFORMATION
Intro$u%tion
( where ad"ertisement seen
( reason for writing
Main !aragra!,
( time of coming
( length of staying
( price
( children facilities
Main !aragra!,
( as6 for more information
Main !aragra!,
( facilities
( sport a"ailale
Con%lusion
5losing remar6s ( as6 for a reply
*ull name
=reetings and endings:
( if you don0t 6now the name:
=: Dear Sir/Madam
,: %ours faithfully
( if you 6now the name:
=: Dear Mr/Mrs/Ms ###
,: %ours sincerely
Useful !,rases-
( 9ith reference to your ad"ertisement in###
( . am writing to as6 for more information aout
( . would e grateful if you could tell me
( 5ould you also gi"e me some more information aout
( . would also li6e to 6now if there is
( 5ould you tell me how many
( . loo6 forward to hearing from you
MA(IN" A RE.UEST
Intro$u%tion
1aragraph 2 ( reason for writing, than6ing
Main Bo$y
1aragraphs 3(4 ( descrie our prolem/as6 for help
Con%lusion
*inal 1aragraph ( closing remar6s
*ull name
7pening remar6s:
*ormal
( . am writing to in+uire aout/in connection with
.nformal
( . want you to tell me
( 5an you let me 6now
'o introduce first re+uest:
*ormal
( 5ould you possily send
( . would e grateful if you could
( 9ould it e possile for you to tell/send me
( . would appreciate some information aout
.nformal
( 5an you send/tell me
( . want to 6now
'o introduce further re+uest:
*ormal
( 5ould you also please send me
( Another matter . need information on is
( . would also li6e some information on
.nformal
( 5an you also find out
( . also want to 6now
5losing /emar6s:
*ormal
( . loo6 forward to recei"ing
( . would appreciate it if you could inform me as soon as possile
.nformal
( 1lease, let me 6now
( Send me the details
( 'ell me soon
LIN(IN" /ORDS AND P0RASES
Personal opinion: In my opinion, / In my view, / To my mind, / To my way of thinking, / Personally I
believe that / It strikes me that / I feel very strongly that / I am inclined to believe
that / It seems to me that / As far as I am concerned, / I think that the world would
be a much better place without nuclear power.
To list advantages
and
disadvantages:
One advantage of / Another advantage of / One other advantage of / A further
advantage of / The main advantage of / The greatest advantage of / The first
advantage of travelling to work by bicycle is that it is cheap; you dont have to pay for
fuel.
One disadvantage of / Another disadvantage of / One other disadvantage of / A
further disadvantage of / The main disadvantage of / The greatest disadvantage
of / The first disadvantage of travelling to work by bicycle is that you have no
protection from the wind or rain.
To list points: Firstly, / First of all, / In the first place, / econdly, / Thirdly, / Finally, / To start
with, people who live in the country suffer far fewer health problems than those who
live in the city.
To list points in a
specific seuence:
!"##$%%$%#& First, / To start with, / To begin with, / First of all, wash the wound
with cold water.
'(%T$%)$%#& econdly, / After this/that, / Afterwards, / Then, / !e"t, wrap a
bandage around the cut.
'(%'*)+$%#& Finally, / #astly, / #ast but not least, place the patient in a
comfortable position and allow them to rest.
To add more
points on the
same topic:
$hat is more, / Furthermore, / Apart from this/that, / In addition % to this&, /
'oreover, / (esides %this&, / )))not to mention the fact that cars are e,tremely
e,pensive to maintain.
'ars are also e,tremely e,pensive to maintain.
'ars are e,tremely e,pensive to maintain too.
!ot only are cars harmful to environment, but they are e,tremely e,pensive to
maintain as well)
'ars are both harmful to the environment and e,pensive to maintain.
To refer to other
sources:
$ith reference to / According to the article in yesterdays #uardian, the
unemployment rate is falling in !ritain.
To e,press cause: The government decided not to fund the scheme because / owing to the fact that /
due to the fact that / on the grounds that / since / as it seemed likely to fail.
In view of / (ecause of / Owing to the schemss high chances of failure, the
government decided not to fund it.
The scheme is likely to fail; for this reason the government has decided not to fund it.
eeing that the scheme is likely to fail, the government has decided not to fund it.
The government has decided to fund the scheme now that its planners have
redesigned it.
To e,press effect: -e passed his e,ams; thus, / therefore, / so / conse*uently, / as a result, / as a
conse*uence, / for this reason, he was able to go to university.
To e,press
purpose:
The government decided not to introduce the death penalty for fear % that & innocent
people would die.
The government decided not to introduce the death penalty so that innocent people
would not die.
The government decided not to introduce the death penalty so as to / in order to
avoid the deaths of innocent people.
The government decided not to introduce the death penalty in case it resulted in the
death of innocent people.
To emphasise
what you say:
+learly, / Obviously, / Of course, / !eedless to say, if everyone were allowed to
carry a gun, the crime rate would rise considerably.
To e,press reality: It is a fact that / In effect, / In fact, / As a matter of fact, / The fact of the matter is %
that & / Actually, / In practice, / Indeed, / To tell you the truth, a crash helmet would
be uite useless in the event of a serious motorcycle accident.
To e,press the
difference
between
appearance and
reality:
Initially, / At first, / At first sight, his in.uries seemed minor, but when the doctors
e,amined him, they discovered he had fractured his skull.
To give e,amples: For instance, / For e"ample, by reducing your intake of red meat you can decrease
your chances of having a heart attack in later life.
!y reducing your intake of foods such as / like beef and lamb you can decrease your
chances of having a heart attack in later life.
$f you want to decrease your chances of having a heart attack in later life, you should
reduce your intake of meat, particularly / in particular, / especially red meat.
To make general
statements:
As a general rule, / ,enerally, / In general, / On the whole, people who e,ercise
regularly suffer fewer stress&related problems than whos who dont.
To make partially
correct
statements:
-p to a point, / To a certain e"tent, /To some e"tent, / In a sense, / In a way, this is
true as women in society are far less likely to use physical violence than men.
To e,press limit of
knowledge:
To the best of my knowledge, / As far as I know, there is no firm proof of the
e,istence of aliens.
To state other
peoples opinion:
It is popularly believed that / People often claim that / It is often alleged that /
ome people argue that / 'any argued that / A lot of people think that / A lot of
people believed that the earth is the only planet in our solar system that has ever
supported life.
+ontrary to popular belief, the earth is not the only planet in our solar system to
have supported life.
To make
contrasting points:
$t is a known fact that smoking causes cancer, yet / however / nevertheless, / but /
at the same time / even so, / still, / nonetheless, millions of people around the world
continue to smoke.
Although / .ven though / /egardless of the fact that / 0espite the fact that / In
spite the fact that / $hile it is a known fact that smoking causes cancer, millions of
people around the world continue to smoke.
To e,press
balance /the other
side of the
argument0:
+ogs are good pets in that they provide companionship; however, / but / on the
other hand) / Although / yet, / at the same time, / in contrast, feeding and
grooming a dog can be e,pensive and time&consuming.
%egative addition: !either the prime minister nor his deputy knew anything about the e,periment.
!either of them knew anything about the e,periment.
The prime minister didnt know anything about the e,periment; nor / neither did his
deputy.
The prime minister didnt know anything about the e,periment and his deputy didnt
either.
To e,press
e,ception:
-e read all the books but / apart from / e"pect %for& one: 1(liver Twist2.
To clarify /
rephrase:
In other words, / That is to say, / To put in another way, if people made more of an
effort to protect the environment, the world would be a much healthier place to live in.