LETTERS OF COMPLAINT
Introduction
Paragraph 1 - reason for writing
Main Body
Paragraphs 2-3 - complaint(s) and justification
Conclusion
Final Paragraph - suggested action to be taken, Closing remarks Full name
- Letter of complaint is normally written in a formal style.
- Letters should start with an appropriate greeting (e.g. Dear Sir, Dear Brown, etc)
- Mild or strong language can be used depending on the feelings of the writer or the
seriousness of the complaint, but abusive language must never be used
- You 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 make should be supported with a justification
- Complaints and justification can be linked with appropriate linking words and phrases
Useful language for Letters of Complaint
Opening Remarks:
- I am writing to complain about/regarding/on account of/because of/on the subject of...
- I am writing to draw your attention to...
- I am writing in connection with...
- I am writing to express my strong dissatisfaction with...
- I am afraid to say I have numbers of complaints about...
- I am sorry to say that I was very disappointed with...
- I was appalled at...
- I feel I must protest/complain about...
Useful phrases:
- We ought to discuss the matter...
- To make matters worse...
- I was very disappointed to find that...
- I would be grateful if you could...
- I should have been informed that...
- The first problem was... Another problem was... The most visible problem...
- I hope you will understand that I was very dissatisfied...
- I believe you can appreciate how disappointed I was when...
Linking words:
- Even though, however, furthermore, firstly, finally etc.
Closing Remarks:
- I would like to hear your explanation for the above problems...
- I would therefore be grateful if you could give me a full refund...
- I would like a full refund as soon as possible...
- I would like to have all or part of my money refunded...
- I am not satisfied with...
- I hope/assume you will replace...
- I trust the situation will improve...
- I hope the matter will be resolved...
- I hope we can sort this matter out amicably
- I look forward to hearing from you in your earliest convenience to offer me a complete refund
- I feel I am entitled to a partial refund in addition to an apology for the inconvenience caused
- I insist you replace the item at once...
- I demand a full refund...
- I hope that I will not be forced to take further action
- I look forward to hearing your early reply
- I look forward to receiving a prompt reply
LETTERS OF APOLOGY
- A letter of apology can be either formal or informal. It can be written when someone has made a
mistake, has failed to perform a duty or is not able to fulfil a promise.
- The main body contains reasons for the inconvenience caused.
- In the final paragraph you can express your hope to improve the situation or promise to make up
for any problems that have been caused.
Introduction
Paragraph 1 - reason for writing
Main Body
Paragraphs 2-3 - reasons to explain the inconvenience caused
Conclusion
Final Paragraph - express understanding/regret or promise to make up for the situation Closing remarks
Full name
Useful Language for Letters of Apology
Opening Remarks:
Formal
- I am writing to apologise for...
- I must apologise for...
- Please accept my sincerest apologies for...
- How can I apologise enough for...
- I must apologise profusely...
Informal
- I hope you will understand when I say that...
- What can I say, except I'm sorry that...
- I'm sorry for...
- I owe you an apology...
- I'm so sorry if I upset you in any way...
- I can't describe how sorry I am and how guilty I feel...
Closing Remarks:
Formal
- Once again, sincerest apologies for...
- I hope you will accept my apologies...
- I hope my apologies will be/are accepted...
Informal
- I hope you believe me when I say how sorry I am...
- I can't tell you how sorry I am...
- I beg you to forgive me for...
- There is no excuse for ... and I hope you'll forgive me...
LETTERS OF INVITATION
- Letters of invitation can be formal or informal depending on the situation and who
we are writing to. They usually contain some additional information, for example:
latest news, description of the event (party, wedding, etc.) place (hotel, house, etc.)
and/or directions to the place.
Introduction
Paragraph 1 - reason(s) for writing (to invite) Main
Body
Paragraphs 2-3 - details / directions
Conclusion
Final Paragraph - closing remarks Full
name
Useful Language for Letters of Invitation
Opening Remarks:
Formal
- We would be honoured if you...
- I cordially invite you to...
- Your presence would be appreciated at...
- You are invited to attend...
Informal
- I'm writing to invite you to...
- I'd love it if you could come to...
- We're organising a ... and would love it if you could come
Closing Remarks:
Formal
- We would be grateful if you could...
- Please indicate whether you will be able to attend
Informal
- I hope you'll be able to make it...
- Hope you can come
- Looking forward to seeing you then
- Please let me know as soon as possible
Directions can be introduced by using some of the following expressions:
- In case you don't know the way...
- I'll give you some directions...
- I have included some directions...
- Here are a few directions so you don't get lost
- In case you do not know the exact of the...
Accepting an Invitation
Introduction
Paragraph 1 - thanks for invitation
Main Body
Paragraphs 2-3 - acceptance of invitation, further comments Conclusion
Final Paragraph - closing remarks Full
name
Useful Language for Letters Accepting an Invitation
Opening Remarks:
Formal:
- I am writing to thank you for the kind invitation
- Thank you for the kind invitation which I would be honoured to accept
Informal
- Thanks for the invitation to ..., sounds lovely...
Closing Remarks:
Formal:
- I look forward to seeing you...
- We wait the event with great anticipation
Informal:
- See you then
- We're really looking forward to it
Refusing an Invitation
Introduction
Paragraph 1 - thanks for invitation
Main Body
Paragraphs 2-3 - refusal of invitation, giving reasons Conclusion
Final Paragraph - closing remarks Full
name
Useful Language for Letters Refusing an Invitation
Opening Remarks:
Formal
- We thank you for your recent invitation to ... but...
Informal
- Thank for the invitation, but...
- Thanks for inviting me to ..., but I'm afraid I can't come
Closing Remarks:
Formal
- I am sorry to miss the opportunity of...
- Thank you again for the invitation...
- I hope we will have the opportunity to meet
Informal
- I hope we can get together some other time
- I'm really sorry we'll have 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 work experience you have
- your academic qualifications
- the personal qualities which make you
suitable for the job or course
- In your final paragraph, you can:
- summarise the points in the main body
- thank the person for considering your
application
- ask the person to consider you for the job/course
- mention the possibility of further communication
- Present tenses are normally used but some past tenses can be
used to describe your past experience. You may also use future
constructions
Applying for a Job
Introduction
Paragraph 1
- reason for writing
Main Body
Paragraphs 2 - 3 - 4
- qualifications/training - previous experience/ qualities and skills
Conclusion
Final Paragraph - closing remarks
Full name
Useful Language for Letters of Application (for a Job)
Opening Remarks:
- 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...
Reference to experience:
- ...for the last/past year I have been working as... since/for
- I have had experience of...
- Two years ago I was employed as...
- I worked as... before...
Closing Remarks:
- I would appreciate a reply at your earliest convenience...
- Please contact me regarding any queries you may have...
- I enclose my CV 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 look forward to hearing from you in due course...
Applying for a Course
Introduction
Paragraph 1
- reason for writing
Main Body
Paragraphs 2 - 3 - 4
- qualifications / reasons for wanting to take the course
Conclusion
Final Paragraph - closing remarks
Full name
Useful Language for Letters of Application (for a Course)
Opening Remarks:
- I would like to apply for admission to the ... beginning
- I would like to be considered for...
Reference to experience:
- I hold a certificate/degree in
- I am due to take examinations in...
- I have taken/passed the ... examination...
- I hold the following qualification...
- I have completed the following courses/degree course
- My degree is in English...
Closing Remarks:
- I would appreciate a reply at your earliest convenience...
- I look forward to meeting/hearing from you
- Please contact me regarding any queries you may have
- I enclose further details of my education and qualifications to date...
- I hope that you will consider me for entry
- I look forward to receiving your response in the near future
PRZYKŁAD LISTU:
Letter of application
Dear Sir / Madam,
I am writing to apply for a place on the History MA course which commences this September at Winston
University.
I am 25 years old and I have completed a History degree at Macbriney University, where I received first
class honours. Prior to this I was a pupil in grammar school, where I obtained 9 GCSEs and four A levels in
History, English, Mathematics and Geography.
Since the completion of my BA I have spent one year working as assistant historian. This work was extremely
enjoyable and I am now anxious to specialise by gaining further qualifications before embarking on my
chosen career in this field.
I enclose details of my education and qualifications in the hope that you will consider me for entry. I am
looking forward to hearing from you.
Yours faithfully, XYZ
ASKING FOR/GIVING ADVICE
Letters asking for or giving advice can be formal , informal or semi-formal depending on the situation.
A letter asking for advice can be sent to a friend, a consultant or an advice column in a magazine. Details
of the problem should be mentioned.
A letter giving advice should contain suggestions introduced with appropriate language.
Asking for Advice
Introduction
Paragraph 1 - reason(s) for writing
Main Body
Paragraphs 2-3 - description of problem(s) Conclusion
Final Paragraph - closing remarks Full
name
Useful Language for Letters Asking for Advice
Opening Remarks:
Formal
- I am writing to ask if you could help me with
- I would appreciate it if you could give me some advice about
- I am writing to ask for your advice
- I would be grateful if you could offer your advice
- Could you possibly offer your advice
- I wonder if you could help me with a problem
Informal
- I'm writing to ask for your advice
- Can you give me your advice
- I've got a problem and I need your advice
Closing Remarks:
Formal
- I would appreciate it if you could give me your advice as soon as possible
- I look forward to receiving your advice
- It would be of great help if you could advise me
Informal
- What do you think I should do?
- Please let me know what you think I should do
- Please tell me what to do
Giving Advice
Introduction
Paragraph 1 - thanks for letter/express understanding of problem Main
Body
Paragraphs 2-3 - suggestion(s) + reason(s) Conclusion
Final Paragraph - closing remarks Full
name
Useful Language for Letters Giving Advice
Opening Remarks:
Formal
- Thank you for your letter requesting
- I am writing in reply to your letter asking for advice about
- I hope the following advice will be of some help to you
Informal
- I just got your letters and I think I can help you
- I was sorry to hear about your problem. Here's what I think you should do
Suggestions can be introduced with expressions such as:
Formal
- I strongly recommend that
- I would suggest that
- I believe the best course of action is
- I would advise you to
- You should/You ought to/If I were you I would
Informal
- Why don't you
- It would be a good idea to
- What you should do is
- How about.../I thin you should
- The best advice I can give you is
Closing Remarks:
Formal
- I trust you will accept this advice
- I hope this will be of help
- I would very much like to know if this was helpful
Informal
- Hope this has helped
- Let me know what happens
USEFUL EXPRESSIONS FOR LETTERS GIVING
INFORMATION
Opening Remarks:
Formal
- I am writing in reply to your letter asking for information about
- I am writing to inform you about
- In reply to your query
Informal
- This is what I found out
- Remember the information you wanted?
- You wanted me to tell you a few things about
Closing Remarks:
Formal
- I hope that I have been of some assistance to you
- Please inform me if I can be of any further assistance
- I hope I have answered some of your questions
- Please do not hesitate to contact me if you require any further information
Informal
- I hope this will help you
- Let me know if you need any more help
ASKING FOR INFORMATION
Introduction
- where advertisement seen
- reason for writing
Main paragraph
- time of coming
- length of staying
- price
- children facilities
Main paragraph
- ask for more information
Main paragraph
- facilities
- sport available
Conclusion
Closing remarks - ask for a reply Full
name
Greetings and endings:
- if you don't know the name:
G: Dear Sir/Madam
E: Yours faithfully
- if you know the name:
G: Dear Mr/Mrs/Ms ...
E: Yours sincerely
Useful phrases:
- With reference to your advertisement in...
- I am writing to ask for more information about
- I would be grateful if you could tell me
- Could you also give me some more information about
- I would also like to know if there is
- Could you tell me how many
- I look forward to hearing from you
MAKING A REQUEST
Introduction
Paragraph 1 - reason for writing, thanking
Main Body
Paragraphs 2-3 - describe our problem/ask for help
Conclusion
Final Paragraph - closing remarks Full
name
Opening remarks:
Formal
- I am writing to inquire about/in connection with
Informal
- I want you to tell me
- Can you let me know To
introduce first request:
Formal
- Could you possibly send
- I would be grateful if you could
- Would it be possible for you to tell/send me
- I would appreciate some information about
Informal
- Can you send/tell me
- I want to know
To introduce further request:
Formal
- Could you also please send me
- Another matter I need information on is
- I would also like some information on
Informal
- Can you also find out
- I also want to know
Closing Remarks:
Formal
- I look forward to receiving
- I would appreciate it if you could inform me as soon as possible
Informal
- Please, let me know
- Send me the details
- Tell me soon
