Letter
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Laura PisulacheLetter
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Laura PisulacheFORMAL LETTER / EMAIL
Before you start…
Read the task carefully and then… You need to underline all the content points and consider the
following:
What is the purpose of the writing? Why are you are writing the letter/email? You are usually
giving information or requesting action. You should be direct and get to the point quickly. E.g. To
correct information, to apply for a job, to complain about something…
Who is the audience/target reader? This will be given in the prompt. You may have to write to
the editor of a publication, to a potential employer, to a university administrator…
Which language/register would be appropriate to reach my goal? Is there enough specific detail
in my letter/email to convince the target reader?
The CAE test does not require you to include dates or addresses in any of your letters, whether
formal or informal.
Should I use headings or bullet points? NO !
How should it start?
“Dear Sir or Madam (if no name is given), I am writing to…” This is the expected opening of a letter.
First, you explain why you are writing, in the next paragraph you explain why you think you should
get what you want.
How should it finish?
You should clearly re-state your recommendation or desired action in your last paragraph. This is
usually followed by a “I am looking forward to…” statement and “Yours faithfully/Yours sincerely, x.”
Structure
1. Salutation
Dear Sir or Madam, Dear Mr Jenkins
If you do not know the name of the person you are writing to, use this. It is always advisable to try
to find out a name.
Dear Sir or Madam
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are
writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married
and single women.
Dear Mr Jenkins or simply Dear Editor
2. The first paragraph (opening)
The reason why you’re writing this letter / the topic
The first paragraph of formal letters should include an introduction to the purpose of the letter.
The summary of the letter can be found and the intentions which will be displayed through the
rest of the letter should be outlined.
Example 1: I am writing in response to the advert I saw in the newspaper seeking people to work
as tour guides. I think I would make a very good tour guide and I wish to apply for the job.
Example 2: I am writing about a recent incident in your shop in which I had the misfortune to be
involved in. The incident I refer to is when one of your staff stopped me and accused me of
shoplifting.
3. The next paragraphs (main content)
Organise all the essential information in a clear and logical way.
The second and following paragraphs should provide the main information of the letter, and
describe the main purpose mentioned in the introductory first paragraph. Most letters in
English are not very long, so keep the information to the essentials and concentrate on
organising it in a clear and logical manner rather than expanding too much.
You should always be polite and respectful. A useful way to achieve it especially in formal letters is
to use ‘modal verbs’, i.e., would, could or should.
It’s important to write simply and clearly. It’s worth noting that you have to avoid using informal
language, for instance, avoid contractions (i.e. I’m, it’s, etc.).
4. Closing and signing off
Specify the action the recipient should take
– sign off with: Yours faithfully
The final paragraph should shortly summarize the intent of the formal letter and end with
some call to action – take, return the money, send information, etc.
Example call to actions:
Example:1 Thank you for your consideration of my suggestions. I look forward to an
opportunity to discuss this matter further.
Example 2: If you require further information, please do not hesitate to ask
Closing and signing off:
Yours faithfully – use it if you don’t know the name of the recipient.
Yours sincerely – use it if you know the name of the recipient.
Sample paragraph structure:
Paragraph 1: To begin with, I would like to put forward …
Paragraph 2: Needless to say, this was ….
Paragraph 3: But the thing that impressed me most…
Let’s sum it up…
A good formal letter should be: Keep your readers in mind when writing:
Clear – plain, simple language Set the correct tone
Concise – short, straight to the point Use appropriate language
Correct – error-free (grammar, spelling, Give only relevant facts or information which
punctuation, content) is easy to understand, clear and precise
Remember about “linking” in the letter!
Between paragraphs:
To begin with, I would like to put forward […]
Furthermore, …[…]
As far as …. is concerned […]
Within a paragraph:
I have taken part In many activities […] Moreover, I have been In the basket-ball team[…]
Tips & Strategy
If you aim to write an official letter, you should:
avoid everyday colloquial language or slang
avoid contractions (I’m, it’s)
avoid emotional, subjective language (terrible, rubbish, etc.)
avoid general words such as nice, good, get, etc.
Useful Phrases, Words & Expressions
(use as set phrases in the exam, don’t experiment with new vocabulary or grammar)
Greetings
Dear Sir or Madam
Dear Mr Jenkins
Beginning:
With regards to the letter/email on…
With reference to your letter/email…
After having received your letter/email…
I received your address from … and would like …
Thank you very much for your letter/email on…
I have been given your contact details by… and I would like to…
In reply to your letter/email of…
Reason for writing
I am writing with regard/reference to …
I am writing to express (my concern about/ disappointment with/disapproval of/apologies for)
I would like to draw your attention to/point out …
Referring to their letter
As you stated in your letter, …
Regarding… Concerning … With regard to…
Complaining
I am willing to compiain about …
You said …but in fact what happened …
Introducing points
(I feel) I must also (dis)agree with …
I should also like to point out that …
Your (article) states that … However,…
Request for action
I would appreciate it/be grateful if you would …
I look forward to receiving/seeing …
I trust/very much hope you will …
Ending:
I hope to hear from you soon…
If you require any further information, feel free to contact me
Should you require anything else, do not hesitate in contacting me
Regards
Yours faithfully
Yours sincerely
(signature)