A
good letter should consist of:
a) an
appropriate greeting (Dear Sir/Madam, Dear Kathy, Dear Mr Brown)
b) an
introduction clearly stating the reason you are writing
c) a
main body in which the subject is developed. Begin a new paragraph for
each
main point
d) a final paragraph in which you sum up the topic or express your
wish for something to be done
e) an appropriate ending (Yours/Best wishes, + first name, Yours
sincerely, Yours faithfully, + full name).
Style in Letters
The
characteristic of formal style in letters are:
- The
greeting (Dear Mrs POOJA, Dear Sir,)
- Frequent
use of the passive
- Formal
language ( complex sentences, non-colloquial English)
- No
abbreviated forms
- The
ending (Yours sincerely,/Yours faithfully)
The
characteristic of informal style in letters are:
- The
greeting (Dear Ale, Dear Dad)
- Informal
language and style (idioms, colloquial English)
- Abbreviated
forms, pronouns omitted
- The
ending (Yours/Love/Best wishes/Regards,Anthony)
REMEMBER!!!
- Informal (friendly) letter have only one address (yours) whereas
formal Letters have two (yours and the recipient's)
- Friendly letters begin with Dear + first name and end with
Love/Yours/Best wishes + first name
- Formal
letters begin with:
a) Dear
Sir/Madam and end with Yours faithfully + full name
b) Dear
Mr/Mrs + surname and end with Yours sincerely + full name
- Semi-formal letters can begin with Dear Mr/Mrs
+ surname and end Best wishes/Yours + first
name/full
name
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
- 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 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
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
- 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...
- 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
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
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
- 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
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