UNIT 1: INTRODUCTION TO LETTER WRITING

I. Definition of a letter
A letter is a formal or informal piece of communication directed to an individual or an
organization.
II. Layout of a letter
All letters/emails should include the following:
a) an appropriate greeting
E.g. Dear Sir/Madam, Dear Aunt Claire, Dear Mrs. Baker, etc;
b) an introduction, in which you write your opening remarks (e.g. Hi! How are you?) and
reason(s) for writing
E.g. I’m just writing to congratulate you on passing your exams.
I’m writing to apologize for...
We were thrilled to hear that...
I was sorry to hear...
c) a main body, in which you write about the specific topics of the letter/email in detail;
d) a conclusion, in which you write your closing remarks
E.g. Please forgive me — it won’t happen again.
I promise.
Looking forward to seeing you...!
Please write soon.
Take care! Can’t wait to hear from you.
I’d better sign off now.
That’s all for now.
e) an appropriate ending
E.g. Yours faithfully + your full name, Lots of love + your first name.
Figure 1: Layout of a letter
INTRODUCTION Opening remarks

Reason for writing

MAIN BODY Details

CONCLUSION Closing remarks

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 What you would like recipients to do

ENDING

III. Kinds of letters

The language you should use depends on your relationship with the person you are
writing to (colleague, employer, customer etc.), how well you know the person (very well, just a
little, not at all etc.) and their social status (general manager, departmental manager, secretary
etc.). We can therefore divide the letters into three categories: formal letters, semi-formal letters
and informal letters.
- Informal letters: written to a person very close to you; mostly a family member or a friend.
(Invitations to friends, giving advice, news or congratulations)
- Semi-formal letters: written to someone you know, but don’t know well, like neighbors,
colleagues, teachers, landlords or someone in authority or whom you respect (complaining to a
neighbour, asking your friend for the bag you lent him/her, or writing to colleagues/your boss about
an informal topic such as planning a staff party).
- Formal letters: written to someone you don’t know, like business associates, formal
relations, etc. (job applications, letters of complaint, letter of request to your manager, or requesting
information)
IV. Style of Letters
Informal Semi-formal Formal

Greeting Dear + first name, Dear + first name, Dear + Sir/ Madam,

Dear + Mr. + surname, Dear + Mr. + surname,

Dear Mrs. + surname, Dear Mrs. + surname,

Dear Ms.+ surname, Dear Ms.+ surname,

Ending Bye Yours Yours sincerely (if you know

the name of the person you are
Cheers Kind regards writing to)
See you Best wishes Yours faithfully (if you do not
Love All the very best know the name of the person
you are writing to)

- Everyday /colloquial - Less formal language; -Formal expressions, advanced

expressions; vocabulary, longer sentences;
- Less frequent use of short
- Vocabulary and idioms; forms, formal linking - Formal linking words/phrases
Use of words/phrases or the passive; (i.e. However, Nevertheless, In

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Languag - Frequent use of short - Respectful, polite tone. addition, Consequently, etc.);
e forms;
- No use of short forms;
- Informal phrasal verbs;
- Impersonal tone (use of the
- Simple linking passive, no description of
words/phrases (i.e. but, so, feelings).
because, and, etc.);

- Shorter sentences;

- Personal tone i.e. use of

first person (I/We).

Note:
● If you are writing to a friend of yours, or to your brother/ sister/ cousin/ niece, you address
him/ her using Dear and his/ her name (e.g. Dear Paul, Dear Claire).
● If you are writing to an aunt/ uncle of yours, you address him/ her using Dear + kind of
relation + name (e.g. Dear Uncle John).
● If you are writing to your mum, dad, grandpa or grandma, you write Dear +kind of relation
(e.g. Dear Mum, Dear Grandma).
You are working for a company. You need to take some time off and want to ask your
manager about this.
Example:
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A. Formal letter
You have just read an article in an international travel magazine which contained some
information about your town that is incorrect.
Write a letter to the editor of the magazine. In your letter:
● correct the information in the article
● explain why it is important for the magazine to give correct information
● suggest what the magazine should do about this situation
Dear Sir or Madam,

I am writing to bring to your attention a significant error in your recent article about festivals
in Manchester.

The mistake relates to the dates of the Manchester Christmas Market. It is stated several

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 times in the article that the market will be open until New Year’s Day, when in fact it is due to
finish much earlier than this, on the 22nd of December.

People who read your magazine and decide to visit the market in the last week of December
are going to be sorely disappointed. Your error could spoil a Christmas outing or family trip for
many tourists, and this could lead to complaints and bad publicity for the city.

I hope you will rectify this problem by publishing a correction in the next issue of your
magazine and on the home page of your website. It is vital that you give accurate information
to readers who follow your travel advice.

I trust you will act quickly to correct the mistake.

Yours faithfully,

Paul Jones

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B. Semi-formal letter
Write a letter to your manager. In your letter:
● explain why you want to take time off
● give details of the amount of time you need
● suggest how your work could be covered while you are away.
Dear Mr. Jones,

I am writing to request a few days of unpaid leave in March.

It is my parents’ wedding anniversary on 22nd March and they are planning to celebrate their
special day with their children and grandchildren in a cottage, which they have rented to
accommodate all the family.

To participate in this special occasion, I would need to be away from work for four days, from
Tuesday 19th to Friday 22nd. My schedule for that week is relatively light apart from two
meetings with clients. Anna would be able to attend the meetings in my place, as she has dealt
with both of these clients in the past. I have no other meetings nor any other urgent work that
needs to be completed at that time.

I would be very grateful if you could allow me to take these four days off as it is very important
to my parents that I attend and I would appreciate it if you could let me know by the end of the
week.

Kind regards,

Tom Watson

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C. Informal letter
You have recently moved to a new place. Write a letter to your friend. In the letter, describe:
● why you have moved,
● where the house is,
● and invite him/her to pay a visit.
Dear John,

I’m just writing to let you know that I've moved house.

As you know, I went for an interview for a job here in London. Well, they gave me the
position! It would have been impractical to travel down from Manchester every day, so we've
found a house here, in a nice part of London called Greenwich.

Our new house isn't ideal. London prices are crazy, and we were only able to afford a one-
bedroom flat. But on the bright side, it’s on the ground floor, it’s got nice big windows, and a
lovely view out onto the garden.

If you ever fancy a trip to London, you're more than welcome to come and stay. It would be
great to see you. From where we live, it's only a quick ride on the underground into the city
centre, so we could do some sight-seeing together.

Keep in touch!

All the best

Mike

V. Coherence and Cohesion in Letter Writing

Coherence and cohesion refers to how easy it is to read your letter and how well you have
used sentence connectors to help express your meaning.
Coherence:
● Present ideas logically
● Use structured paragraphs
Cohesion:
● Write so points stick together, make sense, and convey your message
● Use standard expressions & transition words
Using appropriate register
When we write letters, the language we use will vary in register from informal to neutral to

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semi-formal depending on how well we know the person we are writing to and the type of letter
we are writing. Once you have decided on the content of your letter and how to organise it, you
need to think carefully about register. Again, considering exactly who the letter is to and what it is
for are important. Ask yourself these questions:
Who to?
- How well do you know the person?
- What do they know about you?
- Should the language you use be informal, neutral or more formal?
What for?
- What is your main reason for writing and when will you mention this?
- What kind of information do you need to include?
- What result do you want from your letter?
Maintaining a consistent register in a letter is important. One way to do this is to think
carefully about your choice of words or phrases. Here are the suggestions.
SEMI-FORMAL REGISTER

Listing Adding more Contrasting Summarizing Referencing/

information information Changing subject
order

To begin with Likewise Although Therefore, Generally

Initially In addition Even though Accordingly In general

Further Additionally, Whereas Overall In most/ many cases

Lastly Similarly Besides As a result Relating to

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 INFORMAL REGISTER

Listing Adding more Contrasting Summarizing Referencing/

information information
Changing subject order

After Also But Anyway/ Anyhow Since

Then As well as Or Because So

Next Just as Though At any rate Well

Avoid firstly, secondly/ thirdly, on the one hand/ on the other hand.

FORMAL REGISTER

Listing Adding more Contrasting Summarizing Referencing/

information information
Changing subject order

First and foremost Moreover In contrast Therefore As far as I am concerned

Initially Furthermore However Consequently With reference to

Further Additionally Nonetheless Thus In relation to

Lastly In addition Nevertheless Accordingly With regard to

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 Task 1: Tick the correct column(s) for each letter expression below according to its level
of formality. One expression could be used in a semi-formal or an informal letter.
Formal/ Informal
semi-formal

1. Thanks for your letter. 

2. It was great to get your letter. 

3. Thank you for sending me your brochure. 

Letter openings 4. I’m writing to ask you a favour. 

5. My reason for writing is to apply for the job I 

saw advertised.

6. Sorry for not writing for so long. 

7. I must apologise for not contacting you sooner. 

8. Unfortunately, I am writing to complain about 

the ...

9. I am writing with reference to your letter … 

Signalling the 10. I must go now. 

end of a letter
11. I look forward to hearing from you. 

12. I’ll finish now as I’m running out of space. 

13. Bye for now 

14. If you have any further questions, please 

contact me again.

15. Yours faithfully 

16. Hope to hear from you soon 

Letter closings 17. Yours sincerely 

18. Best wishes 

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Task 2: Read the situation below and answer the questions that follow.
This is your last year at school and you are unsure of what course to take at university. You
have decided to write a letter to ask for advice.
1. What style should you use if you are writing to

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 A. a friend? B. your former teacher? C. a careers advisor?
2. Match the beginnings and endings below
BEGINNINGS ENDINGS

1. Dear Karen, A. Thank you for taking the time to read

this letter. I look forward to hearing from
Hi! How are you? I'm writing because I've you.
no idea which course to take at university
next year. I really need your advice! Best wishes,

-> informal Amy Milton

A. a friend

2. Dear Mrs. Mold, B. I would be extremely grateful if you

could advise me on what to do. Thank you
I hope this letter finds you well. I am in advance for your kind cooperation.
writing to ask you for some advice about
which course to take at university next year. Yours faithfully,

-> semi – informal Amy Milton

B. your former teacher Amy Milton

3. Dear Sir/Madam, C. What do you think I should do? Please

write back soon and tell me.
I am writing to enquire whether you can
advise me on which course to apply for next Love,
year at university.
Amy
-> formal

C. a careers advisor

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Task 3: Complete the tasks below.
1. Read the pairs of expressions (a-j) and the letters which follow, then choose the most
suitable expression to complete each gap.
a. Hi - just a quick note / I am writing f. played a big part / was very important

b. thank you very much / say thanks a g. making sure / ensuring

lot
h. occasion / whole thing
c. all your help / your kind assistance
i. went so well/ was such a success

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 d. getting ready / preparations j. tell you how much I appreciate / thank you
enough for
e. Your contribution / What you did

A B

Dear Gavin, Dear Mr. Conway,

a) Hi - just a quick note to a) I am writing to

b) …………………………….. for b) …………………………….. for

c) …………………………….. with c) …………………………….. with

d) …………………………….. for d) …………………………….. for

the end- of- term party the end- of- term party

e) …………………………….. e) ……………………………..

f) …………………………….. f) ……………………………..

in g) ……………………………. in g) …………………………….

that the h) ……………………………. that the h) …………………………….

i) …………………………….. i) ……………………………..

I can’t j) ……………………………. I can’t j) …………………………….

all your hard work. all your hard work.

Love, Best wishes,

Becky Becky Jones

2. Which letter is informal, and which letter is semi-formal? What type of letter are they?
Letter A is informal
Letter B is semi – formal
They are letters thanking someone
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Task 4: Underline the correct linking words/phrases, as in the example.
E.g.: Mobile phones are expensive but/ so they are very convenient.
1. She is very generous and shares everything. Since/ On the other hand, she can be moody
at times.

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 2. Growing your own vegetables is cheaper than buying them. Even though/ What is more,
homegrown vegetables are usually tastier.
3. Many people are taught computer skills at school. Despite/ As a result, they have a better
chance of finding a job.
4. I admire Jackie because/ therefore she has found happiness in both her professional and
private life.
5. Air travel is the most expensive form of transport. All in all, / However, it is the fastest.
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Task 5: Choose the correct linking word/ phrase to join the sentences.
E.g.: Simon failed the exam. He had not studied enough. (since, while)
Simon failed the exam since he had not studied enough.
1. Ordering take-away food is very convenient. It can be rather expensive. (although, such as)
Although ordering take-away food is very convenient, it can be rather expensive.
2. Aaron wanted to go to the football. His mother wouldn't let him. (but, therefore)
Aaron wanted to go to the football but his mother wouldn't let him.
3. Adventure holidays can be very tiring. They can be quite dangerous. (but, and)
Adventure holidays can be very tiring and they can be quite dangerous.
4. It started getting cold. I put on a jumper. (so, as)
It started getting cold so I put on a jumper.
5. The hairdresser said it was perfectly safe. The chemicals in the dye made my hair turn
green. (even though, also)
Even though he hairdresser said it was perfectly safe, the chemicals in the dye made my
hair turn green.
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Task 6: Match the beginnings with the endings, and then identify the type and style of
each pair.
BEGINNINGS
1. I am writing with regard to your recent correspondence. We regret to inform you that there
are no places left on the accountancy course …

2. Thanks so much for your thoughtful gift. The jumper fits perfectly. It will really come in
handy this winter when I go skiing …

3. I just received your letter and I’m sorry to hear that you’re having trouble …

4. Sorry I can’t make it to your parents’ 25th anniversary party, but I’ll be away on the day of the

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celebration.

5. I am writing to inquire about the special weekend trips …

6. I am writing with regard to your advertisement in the Daily News of May 2 nd. I would like to
apply for the teaching position at Beacon Street School …

7. I just wanted to let you know that I’d love to come to your party on the 24th.

8. It is with great pleasure that I am writing to congratulate you on your promotion.

ENDINGS

a. Anyway, wish them a happy anniversary from me. I’m looking forward to hearing about how
it went.
b. Let me know if my advice was of any help. I hope everything turns out fine.
c. Should you need any information about courses which will be held next term, I would be
happy to assist you.
d. I look forward to meeting you to discuss the possibility of employment. Please contact me
regarding any queries you may have.
e. I look forward to receiving the information and would appreciate it if you could send it as
soon as possible.
f. Thanks again for the gift and please give my regards to your family.
g. Anyway, thanks again for the invitation. I’ll see you then.
h. I am confident that you will carry out your new duties with you usual conscientiousness and
dedication.
1c 2f 3b 4a 5e 6d 7g 8h
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Task 7: Read the rubrics below and answer the questions.
A. You have seen an advertisement in the local newspaper for a teaching job. Write a letter to
the headmaster of the school, applying for the job.
B. A friend you haven't seen for months is getting married in the summer and has invited you
to the wedding. Write a letter accepting the invitation.
C. You have just returned from a trip to South America. Write a letter to a friend telling
him/her all about it.
D. You are the secretary of a language school and have received a letter from someone
interested in learning French. Write a letter in reply, informing the person about the courses
offered at your school.

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E. You recently bought a box of your favorite breakfast cereal. On opening it, you found that
the box was half empty and the remaining contents were no longer fresh. Write a letter to the
manager of the cereal company complaining about it.
F. Your cousin has recently won first prize in a short story competition. Write a letter
congratulating them on their success.
1. What type of letter should you write for each rubric?
2. Who is going to read your letter?
3. What style should you use in each letter?
4. How would you begin and end each letter?
5. Can you suggest appropriate opening and closing remarks for each letter?
1. A letter of application
B letter accepting an invitation
C letter giving news
D letter giving information
E letter of complaint
F letter congratulating someone
2. A the headmaster of the school
B my friend
C my friend
D the person interested in learning French
E the manager of the cereal company
F my cousin
3. A formal style
B in formal style
C in formal style
D formal style
E formal style
F informal style
4. A Dear Sir, Yours faithfully + full name
B Dear + my friend’s first name; Love + my first name
C Dear + my friend’s first name; Take care + my first name
D Dear Mr/ Ms/ Mrs + person’s surname; Yours sincerely + your full name
E Dear Sir/ Madam; Yours faithfully + your full name
F Dear + my cousin’s first name; Love + my first name

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5.
A Opening remarks: I am writing to apply for the position of teacher advertised in …
Closing remarks: I would appreciate a reply at your earliest convenience.
B Opening remarks: Thanks a lot for the invitation, I’d love to come.
Closing remarks: See you then!
C Opening remarks: You’ll never guess where I’ve been.
Closing remarks: Write to back soon.
D Opening remarks: I am writing to give you the information you requested.
Closing remarks: Do not hesitate to contact me …
E Opening remarks: I am writing to complain about …
Closing remarks: I hope the matter will be resolved…
F Opening remarks: I have just heard the great news and would like to congratulate you.
Closing remarks: Well done!

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