Formal Letters and Emails. Tips for Writing

Useful language:

Formal greetings

• Dear Sir/Madam, (When you don't know the name) --> Finish with: Yours Faithfully.
• To Whom It May Concern, (If your letter has multiple addressees) --> Finish with: Yours Faithfully.
• Dear Editor ( Finish with: Yours Faithfully.)
• Dear Mr/Ms/Mrs/Miss, (When you know the name) --> Finish with: Yours sincerely.
  • Mr: for men
  • Ms: For women (married or single).
  • Mrs: for married women.
  • Miss: for single women.

 

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 (certain inaccuracies)…
• I am writing to ask/enquire/complain about...
• I am writing to confirm that...
• I am writing to apply/ apologise for...
• I am writing to request...
• I am writing in response to... 
• Thank you for your recent letter about...
• With reference to your letter/ advertisement...
  

Introducing points

• Firstly/To begin with/Moreover…
• Furthermore/In addition/Finally…
• I feel I must also (dis)agree with…
• I should also like to point out that…
• According to your (article)/Your article states that… However…

Request for action

• I would appreciate it/be grateful if you would…
• It seems only fair that you should…
• I look forward to receiving/seeing/ hearing from you…
• I trust/very much hope you will…
• Thank you for your assistance/ help in this matter
  

Saying goodbye/Signing off

• Yours faithfully, (if you don't know the addressee's name).
• Yours sincerely, (if you know the addressee's name).
• Remember to write a comma!
  

Signature

Sign and write your full name underneath your signature

Enc. or Encl

Below your name you can write Enc. or Encl., which means enclosed (used on business letters to show that another document is being sent). E.g. Enc. CV

 Sample:

On the day of the exam you will be asked not to write the addresses when writing a letter. 

With emails you have to include the subject. You can also include:

 To: 

From: 

Date: 

Subject:

 

23, Oxford Road                               Cheltenham  Gloucestershire                GL50  4QZ

4^th August 2013

The Manager                                                                                                                       

The Wise Owl Bookshop                                                                                             

Market Street                                                                                                                      Malvern                                                                                                                         

WR12   2PO

Dear Sir or Madam,

I was interested in your advertisement in today’s edition of the ‘Evening Mail’ and I would like to apply for the position of part-time sales assistant.

I am 19 years of age and have recently returned from six months’ travelling in the United States. I have ‘A’ levels in French and Art History and I have gained some work experience since leaving school, both as a waitress and as an assistant in a newsagent’s shop.

My reason for applying for this position is that I hope to go to university next year and I would like to combine part-time work with studying for a further ‘A’ level. I feel that the work would be very interesting and that I would enjoy the opportunity to meet people and help them with their enquiries.

I would be free to attend for interview on any day after 11 a.m.

Yours faithfully,

Hazel Smith (Ms)

NOTES AND USEFUL LANGUAGE

BEGINNING AND ORGANISATION

Write Dear + the person’s name, if you know it (Dear Mrs Smith). If not, begin Dear Sir (for a man), Dear Madam (for a woman), or Dear Sir or Madam (if it could be either). Don’t use a title like Dear Manager.

In the first paragraph, clearly state your reason for writing. Use the middle paragraph to explain the details, beginning a new paragraph for each main point. In the final paragraph, sum up and/or say what action you want to be taken.

When is it okay to use To Whom It May Concern?

Let’s say you’re writing a letter of recommendation for a colleague. He’s going to be making multiple copies to hand out at interviews, and those letters are meant to be seen by anyone interested in hiring him. In this case, because the correspondence is generally considered formal, and because there’s no single specific addressee or department, To Whom It May Concern works.
Some cases where To Whom It May Concern is appropriate:

• Letters of recommendation/reference
• Formal complaints lodged with a company
• Letters of introduction

Always format “To Whom It May Concern” with a capital letter at the beginning of each word. Follow it with a colon. Double-space before you begin the body of your letter:

To Whom It May Concern:
I am writing to file a complaint about the service I received during my November 15 visit to your store.

ENDINGS

Don’t forget! If you began with a person’s name, e.g. Dear Mrs Blake, you must end with Yours sincerely, not Yours faithfully,. These endings are followed by a comma.

JOB APPLICATIONS

First make it clear which job you are applying for, and mention where you saw the advertisement, and when. Give all the necessary information about yourself (including age, qualifications, past employment and other experience). Say why you are particularly interested in the job, and what you have to offer. Use a new paragraph for each main topic. It may also be useful to mention when you would be available for an interview:

·         I was interested in the advertisement in (newspaper/magazine) on (date) and I would like to apply for the post/ position of (job title).

·         I am 21 years of age and I have a Diploma in Business Administration.

·         My reason for applying is that I am interested in tourism and I would like to be able to use my foreign languages.

·         I would be happy/able to attend an interview at any time which is convenient to you.

APOLOGIES

Explain why you are apologising and what the reasons were for your behaviour. If possible, offer to make up in some way (e.g. by paying for the damage) and/or promise that the problem won’t happen again:

·         I am writing to apologise for/offer my apologies for the things I said at our last meeting/losing my temper

·         I would like to say how sorry I am about the trouble I have caused/that you were disturbed.

·         The reason I missed the meeting was that my car broke down.

·         Please let me know how much it cost and I will gladly replace it.

·         I assure you that this will never happen again.

COMPLAINTS

State the subject of your complaint clearly in the first paragraph. Use the following paragraphs to give all the necessary details (including dates and times, the people involved, the inconvenience you’ve been caused, etc.). Try to be clear and factual rather than emotional. Use the final paragraph to say what action you want to be taken now:

·         I am writing to complain about a holiday I booked with your company.

·         I am writing to say that I am not satisfied with the standard of service at your restaurant.

·         I must insist that you refund the cost of the bill.

·         I must ask you to …

ENQUIRIES

In the first paragraph, explain what information you need. If you are responding to an advertisement, mention where you saw this. Use extra paragraphs to mention any specific questions you would like to answer to:

·         I am writing to enquire about…

·         I was interested in your advertisement in ‘The Daily News’ and I would like to have further information about…

·         I would be grateful if you could send me full details of …

·         Could you send me your brochure/catalogue?

·         I look forward to hearing from you/receiving the information.

OPINIONS

Introduce the topic and give details of any letter, article, book or TV programme you are responding to. Develop your argument in separate paragraphs and sum up in the final one:

 
I would like to give/express my views on...
I strongly disagree with/ I completely agree with Mr Smith’s letter, which appeared yesterday.
I was interested to read the article on immigration in Monday’s edition of your newspaper but I don’t think it gave all the facts.
I was horrified/shocked/disgusted to …

 

I would like to put forth my observations on the topic of... 

I would like to put forth my observations. First, ...

It seems/appears to me that...

I am totally opposed to...

I am entirely in favour of...

Personally, I...

As far as I am concerned,...

In my case,...

In my view,...

In my opinion there is far too much violence in television dramas these days.  

To my mind,...

I fully support...

In conclusion I feel/I believe …

 

BEING PERSUASIVE

To persuade people, present your view and then encourage them to agree with you.

It goes without saying that...

Of course, it is true that...

It would be difficult to argue that...

It is a given that...

Above all, there should be...

Is it not the case that...?

Having said that,...

Should we not...?

Despite this, such issues are not...

However far from this we are, ...

I would urge your readers to join me in  seeking an immediate end to/ a solution to...

Were..., would...?

I would like to offer one or two suggestions concerning...

It might/would be to your advantage if you were to...

I feel the best course of action would be...

Consequently,...

Therefore,...

As a result,...

This means that,...

 

 

CLOSING REMARKS

Thank you for considering my views.

Thank you for your kind consideration.

I hope your (company) takes this into account.

I hope I have been of some assistance

Please do not hesitate to contact me.

I look forward to hearing from you.

 

 

PRACTICE

You had a very bad meal at a restaurant recently. Write a letter complaining about the food and the service.

Ready for C1 p 51. Writing: Letter of Application. The Environment. Cloze

Letter of application 
You have seen this advertisement in an international magazine:

Writers Required
We are looking for people to write for this magazine about environmental issues. We would like to hear from anyone who has an interest in environmental concerns and some experience of writing.
Send us letters of application, explaining why you think you are suitable and describing some environmental issues currently affecting us. 



Useful language:
Dear Sir/Madam,
I am writing to express an interest in..
I was interested in the advertisement in (newspaper/magazine) on (date) and I would like to apply for the post/ position of (job title). 
I am writing in response to your request for writers, which appears in this month's edition of "Global Concerns".
I would like to apply for the job of ... as advertised in this month's issue of ...
I would enjoy the challenge of writing for... 
As you will see from my curriculum vitae... 
I have a great deal of experience 
I am an active member of the Green Society at my university, where I am currently studying marine biology. The aim of the society is to raise awareness of environmental concerns amongst students and within the local community. As well as organizing debates on matters of local and global importance, we also publish a monthly journal to which I regularly contribute.
Moreover, ...
I am therefore very keen to ...
I would enjoy the experience of...
My reason for applying for this position is that I hope to... 
For the past seven years I have...   
The economy of my region is largely based on tourism and since it is likely that many of your readers live in areas with similar characteristics, I am sure they would be interested to read about the problems facing us. Last summer, for example, the petrol tanker "Intrigue" sank off our coast, spilling large quantities of oil into the sea with devastating effects for marine wildlife, the fishing industry and tourism. 
In addition, ...
I am convinced that issues like these would be of interest to people in other countries and I would very much like to have the opportunity to write about them for your magazine.
I have a good knowledge of ...
I feel I have the necessary...to make a positive and enthusiastic contribution to your magazine and I hope you will consider my application favourably.
I will be available to work from...
I am available for an interview at any time.
I enclose a reference from my previous employer
I look forward to receiving your reply
I look forward to hearing from you.
Yours faithfully,

Letter of application sample:

https://drive.google.com/file/d/0Bz80XHAEcL6lWk1PUE1EcGw0SHhJWlNqWVVIbkxZb3JVY3M4/view?usp=sharing 

More ideas on how to write letters:
You will find a letter writing guide here and here . You can find useful language here.
Formal letters.
How to write. 
 

 

Sample answer:

Subject: Application for Writer Position on Environmental Issues

Dear Sir/Madam,

I am writing to express my interest (1)_____________ the position advertised in your magazine seeking writers (2)____________ a passion for environmental issues. (3)____________ a strong interest in sustainability and experience in writing on environmental topics, I believe I am well-suited (4)______________ this role.

I have been actively involved (5)_____________ environmental advocacy for several years, volunteering with local organisations focused (6)______________ waste reduction and biodiversity conservation. (7)______________ these experiences, I have developed a thorough understanding of pressing environmental challenges, including climate change, deforestation, and ocean pollution.

(8)_____________ a writer, I have contributed articles to community newsletters and blogs, (9)__________ I explored topics (10)__________ as the impact of single-use plastics, (11)____________ energy solutions, and the importance of protecting endangered ecosystems. (12)___________ writing is clear, engaging, and aimed (13)____________ raising awareness (14)_____________ offering practical solutions to readers.

One issue that I feel particularly passionate (15)_____________ is the global challenge of plastic pollution. Each year, millions of tonnes of plastic waste end (16)___________ in the oceans, threatening marine life and ecosystems. This issue requires urgent attention, and I have written articles advocating for policy changes, such as banning single-use plastics, and promoting sustainable alternatives.

(17)______________ critical issue is climate change, (18)____________ affects communities worldwide. I have researched and written about (19)____________ impact on vulnerable populations, such as (20)_______________ living in low-lying coastal areas, and emphasised the importance of international cooperation to (21)____________ emissions reduction targets.

I am confident that my passion for supporting environmental causes, combined with my writing skills, (22)____________ enable me to contribute meaningfully (23)_____________ your magazine. I would be delighted to bring compelling stories and well-researched articles to (24)_______________ readership.

Thank you for considering my application. I would be happy to provide writing samples or discuss my experience further at your convenience.

Yours faithfully,

 

 

KEY

 

 

 

 

1.  in

 

 

 

 

2. with 

 

 

 

 

 

3. With/ Having 

 

 

 

 

4. for 

 

 

 

 

5. in 

 

 

 

 

 

6. on 

 

 

 

 

7. Through/With 

 

 

 

 

8. As/ Being 

 

 

 

 

9. where 

 

 

 

 

10. such 

 

 

 

 

11. renewable 

 

 

 

 

12. My 

 

 

 

 

13. at 

 

 

 

 

 

14. whilst/while 

 

 

 

 

 

15. about 

 

 

 

 

 

16. up 

 

 

 

 

 

17. Another 

 

 

 

 

18. which 

 

 

 

 

 

 

19. its 

 

 

 

 

20. those 

 

 

 

 

21. meet 

 

 

 

 

22. would 

 

 

 

 

23. to 

 

 

 

 

24. your 

readership: the number or type of people who read a particular newspaper, magazine, etc.      

E.g.

A readership of around 10,000.    

In its new format, the magazine hopes to attract a much wider readership.

 

Speakout Advanced p 83. One Expat Warns How Escaping to PARADISE Can Land You in HELL. Extra Reading and Writing

Read this article and write a formal letter to the newspaper in response to it giving your version of what life is like on the island and asking them to print another article. Use the comments below the article to get some ideas of what to say.

Useful language:
Dear Sir/Madam,
I am writing with regard/reference to your article "...", which appeared in your newspaper on...
I am writing to express my concern/disappointment with/ disapproval of/...
I would like to draw your attention to/ point out certain inaccuracies  
I should like to make it clear to readers that the comments made do not apply to....
Firstly/To begin with, the impression given of poor relations between ... is certainly not true of Calvia, where I live.
According to your article, ...
Your article states that... However, ...
Moreover/Furthermore/In addition, the reason why...
In addition to a vast array of social and cultural events, the island offers residents and tourists alike a wide range of activities throughout the year. Seldom does a day go by without a...
I feel I must also disagree with the suggestion that... Indeed, I would like to take this opportunity to invite all your readers to...
Finally, I should also like to point out that...
I would appreciate it if you would...
I would be grateful if you...
It seems only fair that you should... 
I trust you will...  
I very much hope you will print a new article in your newspaper, or alternatively, you could also print this letter instead.  
I am looking forward to... 

Yours faithfully,


 
As it's revealed 75,000 Britons are emigrating every year. One expat warns how escaping to PARADISE can land you in HELL
For many Britons, facing spiralling food and fuel bills and the prospect of a long and rainy winter, the idea of emigrating must seem tempting. But is sitting in the sun for years on end really such bliss?

Lynnette Evans, 50, a divorcee, has lived in Spain for eight years. Now sick of the shallow and listless lifestyle of the expat, she tells ALISON SMITH why there's no place like home.

“The sun shines almost every day of the year in Puerto Portals, the chic resort on the Spanish island of Mallorca which has been my home for eight years.

Generally, my routine goes something like this: after a morning of doing precisely nothing, I have a lazy lunch with my shopping partner June, who happens to be Simon Cowell's sister and is a fellow expat. After that, I probably have a siesta before heading out to a party in the evening. Sounds idyllic, doesn't it? But if I'm brutally honest, I long for my old way of life in rainy old Britain. After nearly a decade, I am heartily sick of sunshine and shopping. Credit crunch or not, there is nothing that can replace art, culture and that British humour that is so lacking on the Continent.

Most days in Puerto Portals I amble (stroll) between my apartment and the beach, or perhaps wander past the port (a floating millionaires' row of stunning yachts) or the many little bars where I might spot one of my many celebrity neighbours such as Cynthia Lennon (John Lennon's first wife.)

It was fun to begin with, but now I feel unfulfilled - as though an existence here is simply pointless

 

I laughed out loud when I read that more Britons than ever are moving abroad. They just don't know what they are letting themselves in for. If I'd known eight years ago what I know now, I would never have left Britain.

In September 2000 we arrived in Puerto Portals and moved into a luxury Spanish apartment surrounded by a fabulous swimming pool.

I would say it was my son Chris's first day at private school that made us both truly realise what a massive lifestyle change we had made.

His school had 26 different nationalities in it  -  the majority of pupils coming from families of vast wealth.

Amazingly, some kids were sent to school, decked out in the newest designer gear, with a few hundred euros in their pockets simply to buy themselves a pizza at lunch.

One boy lived in his own flat near the school. His parents occasionally popped over to visit from the States. He was 15.

I would take Chris to sleepovers in vast, white-washed mansions surrounded by high, wrought-iron gates which would swing as the CCTV camera announced our arrival.

Looking back, it was also an introduction to what I grew to dislike about Mallorca  -  the shallowness of many people and their lifestyles, which are about money and little else.

Another clue was the way all my son's friends clamoured to stay at our apartment. It was nowhere near as grand as their fully-staffed mansions, but to these teenagers it felt like a proper home because many of them barely ever saw their wealthy parents.

At first, though, I was taken in by the glamour of my new life.

Puerto Portals is a small place  -  only 2,591 residents  -  and I estimate at least half of them are expats. And as everyone knows everyone, one invitation simply led to another.

Lunch parties are an everyday occurrence. By lunches, I mean gettogethers at one of the many restaurants that line the beach, starting at 1.30pm and rarely finishing before 6pm.

Then there are the evening 'dos' (parties) -  I would be invited to at least three a week. Often, they would be held on board one of the luxury yachts permanently moored in the harbour.

More often than not, their owners were elderly and unattractive men with a beautiful  -  and much younger  -  woman on their arm.

The place is all about image. I have no idea where I will store the 50 or so bags, dozens of evening dresses and numerous shoes I have accumulated when I return to the UK  -  but dressing up is an important part of life in Puerto. You simply don't slum it.

Cosmetic surgery is the norm. I didn't succumb, but I had many friends my age who did. They felt they had to compete with the younger, beautiful women who you see here all the time.

It was common for an acquaintance to drop out of the party scene for a few days only miraculously to reappear looking better than ever (although it wasn't the form to ask why).

Looking back, I blame myself for being blinded by the sheen (shine) of glamour that surrounds the place. It's only with time that you realise just how shallow it all is.

Many of the people are nice enough, but conversations about how much money they have become so boring after a while. I think that's why in Mallorca, like scores of other expat haunts around the world, alcoholism (and other addictions) is rife. After all, what else is there to do all day?

One neighbour of mine squandered £60,000 of savings in six months on slot machines. She'd never had a gambling problem until she was left with endless empty days to fill here.

And then there are the seemingly trivial home comforts that you really miss. For example, the supermarkets here are erratic, stocking your favourite shampoo one week, but not the next.

Good sausages and English bacon are virtually impossible to come by, as are decent tea bags, and the dates on fresh milk are pointless  -  it all goes off within hours  -  so you are forced to buy the unpleasant longlife milk instead.

I long to be able to go up to London and just stroll round a gallery or see a new play.

But there's nothing like that here. If I try to discuss a book, I tend to be met with blank looks because most people here would rather spend their time having their hair done than improving their mind.

Even all that sun is a very mixed blessing. You can tell the Britons who've lived here for decades  -  their skin is the colour of deep mahogany and their abundant wrinkles mean they often look decades older than they really are.

I know of people in their 60s who can never go uncovered in the sun again because their skin is so damaged that they're prone to cancer.

The red tape here has to be seen to be believed  -  nothing can be done over the phone  -  and working here is rife with problems. Rules are there to be broken, it seems, as everything Spanish is corrupt.

Jobs, when you can find them, are very poorly paid and the wages don't always appear on time. Many payments are also made in cash  -  fine, until you reach pensionable age and realise you have no money.

Thankfully, I did keep a smaller property in the UK, in Bexleyheath, which is rented out. I have since remortgaged and am returning to a flat I have bought just outside Worthing, West Sussex. I can't wait.

Visiting my old friends in the UK also made me realise their lives were so much richer than mine. They were all my age  -  early to mid-50s  -  but they were involved in local drama groups, many were working in good jobs and some were setting up their own businesses. Most importantly, their days were full of purpose.

Even the cool British weather was welcome. I'm sick of the heat and humidity in Spain  -  it is incredibly oppressive and leaves you exhausted.

When I came back to Puerto after the last trip home, I saw it with new eyes. I had a vision of me at 60 with my brain slowly rotting and my skin starting to look like a crocodile skin handbag, and I didn't like it.

I have enrolled myself at a college in Britain learning to teach English as a foreign language  -  probably to Spanish people in the UK.

I don't regret coming to live in Spain  -  but only because it has made me appreciate how much England has going for it.

To anyone who is longing to escape the British weather and the current financial gloom, I would say: think very carefully before you book that plane ticket to some corner of the world you think will be a paradise. You might just find it turns out to be hell on earth.

Comments

1. Get a grip woman! (= make an effort to control your emotions) You chose to live a shallow meaningless existence and now you're moaning about it. When I retire and move abroad I will learn the language and live where the locals live. (Susan)
2. This woman does not live in the real Spain. If she's so fed up, why doesn't she move to a place with more Spanish residents? And get a job, which are not all badly paid. (Joan)

-Adapted from The Mail Online-

Read more: http://www.dailymail.co.uk/femail/article-1066285/As-revealed-75-000-Britons-emigrating-year-expat-warns-escaping-PARADISE-land-HELL.html#ixzz0SUPYOPK9

 


Ready for CAE Ss p 21. Writing. Letter in Response to an Expat