Introduction
Nowadays people do not write many letters. Most of the time people communicate by phone or email. Even though the importance of letters is changing, we still think that it is an important skill to write letters and other texts. For example, when you want to work or do an internee ship in a foreign country you'll very likely have to write a letter of application in English.
On this part of the website you will find information on how to write a formal/informal letter. Much of the information in this reader comes from the Anglia exam syndicate. There also is a list of helpful sentences and you will find various writing exercises. Use this information to your advantage!
Formal versus Informal
The basic difference between a formal and informal letter is that you write an informal letter to someone you either know personally or might want to get to know personally and you write a formal letter to someone you don’t know personally or, for the purposes of the letter at least, won’t ever need to know personally.
Within this broad definition, it is important to say that there is no black and white distinction between ‘formal’ and ‘informal’. The table shows how different recipients may require more or less formal letters on a scale rather than a strict division, with (1), (2) and (3) being generally informal and (4), (5) and (6) being generally formal.
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Very informal (1)
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(2)
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(3)
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(4)
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(5)
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Very formal (6)
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Boyfriend
Girlfriend etc
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Pen-friend
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Grandparents
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Teacher
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Newspaper or magazine
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Possible employer
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Best friend
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New friend
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Relatives you hardly ever see
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Club leader
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Information bureau
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Solicitor, bank, manager of a business etc
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Structure
Letters, whether formal or informal, need planning and organization. The examiners expect to see a suitable opening paragraph, middle paragraph(s), and appropriate closing lines. Even informal letters have certain conventions about how to start and end the letter:
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Informal letters (1) – (3)
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Formal letters (4) – (6)
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Opening paragraph
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Either
Enquire about the recipient’s health and well-being – How are you?
Or
Straightaway do what you’re writing
for e.g.
-Thank you for…
-Sorry …
-Congratulations on…
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Say why you are writing –
I am writing to request/enquire…
Reference to any previous
correspondence or relevant facts
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Middle paragraphs
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Provide substance and detail of the
letter
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Provide substance and detail of the letter
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Closing paragraphs
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Either
Make general statement of your
feelings, hope or expectation
Or
Give an excuse for ending the letter
e.g. Got to go now – Dad’s waiting
to take me to the dentist
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Make general statement e.g. about what you expect the outcome of the letter to be.
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Final sentence
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Pre-closing e.g.
Take care,
Write back soon,
See you soon,
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Use set expression e.g. I look forward to hearing from you soon.
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Layout
There are different styles which vary in British English and/or in American English.
In either case, if you use ‘Sir’ or ‘Madam’, close with ‘Yours faithfully’.
If you use a name, such Mrs Jones, or Mr Smith, close with ‘Yours sincerely’
The date may be written 12 June 2014 (this has recently become the most used version) or 12th June 2014, not the 12th of June 2014 and preferably not 14 06 06 because as different countries have different ways of doing this it leads to confusion over which is the day and which the month.
Formal letter:
Informal Letter:
Language
Language in very formal letters
In very formal letters, you should
- make use of set formal expressions (see below)
- not use contractions
- not use idiomatic expressions or colloquialisms
- use indirect rather than direct questions
- express ideas in clear, polite language
- use the most academic vocabulary he or she knows (usually words of Latin, Romance or Greek origin)
- have a good, organised paragraph structure even for short letters.
Here is a range of formal expressions for letters. This is not an exhaustive list, but an indication of the kind of language expected in very formal letters.
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Opening
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I am writing to request, complain, thank etc
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Request for action
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I would be very grateful if you would/could…
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Apology
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I feel I must apologise for
I owe you a full apology for
Please accept my apologies for
I apologise for any inconvenience I may have caused.
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Thanks
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Thank you for
I am extremely grateful for
I feel I must thank you for
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Making arrangements
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Would it be possible for you to
Would it be convenient for you to
May I make a suggestion?
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Pre-closing
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If you would like any further information, please do not hesitate to contact me.
If I can be of any further assistance, please do not hesitate to contact me.
Thank you for your attention in this matter.
I hope this information has been of some help.
With best wishes
With very best wishes
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Closing
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I look forward to hearing from you.
I look forward to your reply.
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Language in informal letters
In informal letters, the candidate can
- use contractions
- sometimes miss out the ‘I’ subject e.g. ‘Sorry haven’t written before…’ or ‘Don’t know where the time goes…’ or ‘Must stop now, the dinner’s burning’.
- use idiomatic expressions or colloquialisms
- show off any current slang he or she may have picked up (it’s really cool!)
- ask direct questions, use exclamation marks, use checking tags (isn’t it? ) etc
- write as if he or she is talking
However, this is an examination and the candidate should also
- have a good, organised paragraph structure even for short letters.
- show a good range of vocabulary, such as phrasal verbs, which are often considered in English to be less academic or formal.
There are many openings and closings possible in informal letters, depending on the closeness of the relationship between the writer and recipient:
Dear Harry
Dearest Harry
My dear Harry
My darling Harry
Hi Harry! (often used in emails now)
Love from Liz
Love, Liz
With love from Liz
Lots of love from Liz
Best wishes, Liz
All the best, Liz
See you soon, Liz
Example situations
Formal:
- Write a letter to a newspaper complaining that the only cinema in your town is going to close.
- You want to become a doctor. Write a letter to a local surgery asking for advice on the best way to achieve your ambition.
- You bought a CD player a month ago that has now stopped working. Write a letter of complaint to the shop, insisting that they replace it.
- You are interested in a summer course studying English abroad. Write a letter to a school in England asking for information on courses.
- Write a letter to a local company asking about work experience opportunities in the summer.
- Write a letter to a newspaper complaining that there is too much traffic in your town.
Informal:
- Write a letter to a friend, thanking him/her for his/her help when you were in trouble recently.
- Write a letter to a good friend, asking them to spend the New Year’s holiday with you.
- Write a letter to a friend you met on holiday inviting him/her to stay with you.
- Write a letter to your cousin apologising for forgetting her birthday.
- Write a letter to a friend, saying you will not be able to accept his/her invitation to stay with him/her this summer, and explain why.
- Write a letter to a friend, apologising for your brother’s behaviour at your friend’s party.
Punctuation
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Punctuation
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Mark Use to...
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( . ) Period
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End a sentence: Dinner was delicious.
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( ? ) Question Mark
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End a sentence and denote inquiry: What time is it?
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( ! ) Exclamation Point
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End a sentence and denote excitement or emphasis: Watch out for that tree!
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( , ) Comma
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Denote a break within a sentence or direct address of a person or group: Mary, listen to me.
Separate any of the following:
- Two or more adjectives: He is a charming, attentive listener.
- Items in a list: Please buy eggs, milk, butter, and flour.
- The name of a city from the name of a state: I live in Salt Lake City, Utah.
- Two independent clauses: The waiter still hasn’t taken our order, and the play starts in five minutes.
- Direct quotations: Quote the raven, “Nevermore.”
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( ; ) Semicolon
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Separate two related but independent clauses: I asked Anne to look at my computer; she has a knack for them.
Separate a series of items that already contain commas:
- For our wedding colors, I chose white, the color of innocence; red, the color of passion; and yellow, the color of lemons.
- I have lived in Detroit, Michigan; Paris, France; and Sydney,
Australia.
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( : ) Colon
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Introduce a list.
For Christmas, I would like the following presents: a hula hoop, a
hippopotamus, and my two front teeth.
Introduce a statement that expands upon the clause before the
colon.
And so, my fellow Americans: ask not what your country can do for you—ask what you can do for your country.
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( - ) Hyphen
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Add a prefix: Trans-Atlantic flights are costly.
Create compound words: Spider-Man is my favorite superhero.
Write numbers as words: I have lived in this house for thirty-three
years.
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(– or —) Dash
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Make a brief interruption within a sentence or a parenthetical phrase:
Johnny asked me—with a straight face, I might add—if he could
borrow the car for the weekend.
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( “ ) Double Quotation
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Enclose a direct quotation: “If you pick up a starving dog and make him prosperous, he will not bite you. This is the principal difference between a dog and a man.”
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( ‘ ) Single Quotation
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Denote possession: I believe that is Allen’s pen.
Denote contraction: I know it’s his because of the distinct monogram.
Denote a quotation within a quotation: He told me just last week, “I do enjoy this monogrammed pen. My wife said, ‘Allen, it isn’t like people go around mistaking your pens for theirs all day.’”
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( ( ) ) Parentheses
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Indicate clarification: Please bring home some real butter (as
opposed to margarine).
Indicate an afterthought or personal commentary: Anyone can edit Wikipedia (not that there’s anything wrong with that).
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Correctievoorschrift
B2 Advanced Level – writing a formal letter
This is the scoreform that will be used to assess your letters.
Signal Words
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Signal word:
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Translation:
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Contextual relation:
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actually
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eigenlijk
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relativering, beperking
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after all
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per slot van rekening
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conclusie
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all in all
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alles welbeschouwd
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conclusie
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all the same
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toch
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tegenstelling
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although
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hoewel
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tegenstelling
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as
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aangezien, daar, omdat
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reden, verklaring
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as a matter of fact
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eigenlijk, in feite
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relativering, beperking
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because
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omdat
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reden, verklaring
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besides
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bovendien
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opsomming
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brief, in
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kortom, om kort te gaan
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samenvatting
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but
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maar
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tegenstelling
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by the way
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tussen haakjes
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relativering, beperking
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compared to/with
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vergeleken met
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vergelijking
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comparison: in ~ to/with
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in vergelijking met
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vergelijking
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conclusion, in
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concluderend
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samenvatting
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condition: on the ~ that
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op voorwaarde dat
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voorwaarde
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consequence, as a
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als gevolg daarvan, daardoor
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oorzaak-gevolg
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consequently
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als gevolg daarvan, dientengevolge
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oorzaak-gevolg
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contrary to
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in tegenstelling tot
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tegenstelling
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contrast, by
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daarentegen
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tegenstelling
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contrast: in ~ to
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in tegenstelling tot
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tegenstelling
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degree, to a certain
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in zekere mate, tot op zekere hoogte
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gradatie
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degree, to a large
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in hoge mate
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gradatie
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degree, to some
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enigszins
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gradatie
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e.g. (= exempli gratia)
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bijvoorbeeld
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toelichting
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equally
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gelijkelijk, in dezelfde mate
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vergelijking
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even though
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zelfs al, ook al
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tegenstelling
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example, for
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bijvoorbeeld
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toelichting
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extent, to a certain
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in zekere mate, tot op zekere hoogte
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gradatie
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extent, to a large
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in hoge mate
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gradatie
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extent, to some
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enigszins
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gradatie
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firstly
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in de eerste plaats
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opsomming
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for
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want
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reden, verklaring
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hand, on the one
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aan de ene kant
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tegenstelling
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hand, on the other
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aan de andere kant
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tegenstelling
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hardly
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nauwelijks
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gradatie
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hence
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vandaar dat
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oorzaak-gevolg
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however
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echter
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tegenstelling
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i.e. (= id est)
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dat wil zeggen
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toelichting
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if
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indien, als
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voorwaarde
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indeed
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inderdaad
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benadrukking
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inevitably
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het is onvermijdelijk dat
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mogelijkheid, waarschijnlijkheid
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in fact
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in feite
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relativering, beperking
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instance, for
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bijvoorbeeld
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toelichting
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instead (of)
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in plaats (daar)van
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tegenstelling
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lastly
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in de laatste plaats
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opsomming
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likely
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waarschijnlijk
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mogelijkheid, waarschijnlijkheid
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likewise
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eveneens
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gradatie
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maybe
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misschien
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mogelijkheid, waarschijnlijkheid
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merely
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slechts
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gradatie
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moreover
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bovendien
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opsomming
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nevertheless
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niettemin, toch
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tegenstelling
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nonetheless
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niettemin, toch
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tegenstelling
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order: in ~ to
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om te
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doel-middel
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perhaps
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misschien
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mogelijkheid, waarschijnlijkheid
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possibly
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mogelijk
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mogelijkheid, waarschijnlijkheid
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probably
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waarschijnlijk
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mogelijkheid, waarschijnlijkheid
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provided that
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mits, op voorwaarde dat
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voorwaarde
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rather than
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liever dan, eerder dan
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vergelijking
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result, as a
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als gevolg daarvan, daardoor
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oorzaak-gevolg
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scarcely
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nauwelijks
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gradatie
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short, in
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kortom
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samenvatting
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similarly
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evenzeer
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vergelijking
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since (als voegwoord)
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aangezien, daar
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reden, verklaring
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so
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dus
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conclusie; oorzaak-gevolg
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so that
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zodat
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doel-middel
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spite: in ~ of
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ondanks
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tegenstelling
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still (aan het begin van een zin)
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echter, toch
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tegenstelling
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summing up
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samenvattend
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samenvatting
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sure, to be
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weliswaar
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relativering, beperking
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surely … but
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zeker (wel) …, maar
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relativering, beperking
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therefore
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daarom, dus
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conclusie; oorzaak-gevolg; reden, verklaring
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though (als bijwoord)
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echter
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tegenstelling
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though (als voegwoord)
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hoewel
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tegenstelling
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thus
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op deze manier
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toelichting
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undoubtedly
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ongetwijfeld
|
mogelijkheid, waarschijnlijkheid
|
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unless
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tenzij
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voorwaarde
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virtually
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vrijwel
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gradatie
|
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whereas
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terwijl, daarentegen
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tegenstelling
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without (any) doubt
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ongetwijfeld
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mogelijkheid, waarschijnlijkheid
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yet (aan het begin van een zin)
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echter, toch
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tegenstelling
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Exercises
Rubric B2.pdf
