prof.

Laura Pop

LETTERS

1. Characteristics and qualities of a well-written letter

CLARITY: Words are symbols used to express ideas, instruments of communication. They must be simple and
precise. The ideas transposed into words must be well-formulated first into our minds.
CONCISION: Ideas should not repeat themselves. The language should be precise and interesting, otherwise
we lose the reader’s attention.
POLITENESS: There are certain set-phrases that show our respect for the addressee.
TONE: It may be firm, persuasive, conciliatory, friendly, etc. We should prefer words from the spoken
language. Punctuation can bring colour and variety and interest (underlining a word, using an exclamation
mark, a pause, the addressee’s name, using the personal pronoun in the first person singular “I”)
VOCABULARY: It is preferable to confine to a smaller number of words, a bigger but indefinite vocabulary.
Polisemantic words might bring about misunderstanding.
LENGTH OF SENTENCES: A short sentence has a great quality: it is both simple and easy to understand.
Monotony can be avoided by using a varied length of sentences.

2. General layout

writer’s address
city/state/zip code
country
month/day/year
salutation (Dear) + addressee’s name/title,
body of the letter
_ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ __ _ __ __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _
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_ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ __ _ __ __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _
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closing
John Doe
(writer’s name)
 prof. Laura Pop

3. Salutations:
They are placed near the left margin.

If you don’t know the person’s name If you know the person’s name/ title
Begin Dear Sir/Madam, Dear Editor/Mr Emmett, Dear Mrs Pop, Dear Sue,
End Yours faithfully, Yours sincerely, Best wishes, Love,
Regards, With love,
Kind regards, Lots of love,
 Dear Mary, Dear John, etc. (first name)
 Dear Mr Thompson, Dear Mr Jones, etc. (title + family name)
 Dear Colleague, Dear Parents, Dear Editor, etc. (relationship)
 Dear Sir(s) / Madam(s) (general)
 When there is no name mentioned in the salutation, the letter should be ended with “Yours faithfully, ...”.
 When there is a name mentioned in the salutation, the letter should be ended with “Yours sincerely, ...”.
4. Set-phrases and useful expressions
 FRIENDLY LETTERS (self-presentation)
1. You will be surprised to get a letter from a perfect stranger, but...
2. I obtained your name and address from...
3. You don’t know me, so first let me introduce myself...
4. I should particularly like to know...
5. Do write /Please write to me soon and tell me all about yourself and your family.
6. (I’m) Looking forward to receiving your first letter.
7. I hope to have a letter from you before long.

 LETTERS ASKING FOR INFORMATION (trip, hotel accommodation, transport, scientific

information, etc.)
1. Would you be kind enough to let me know...
2. I should be very grateful if you would let me have the following information...
3. Perhaps you would be good enough to send me details of...
4. I should particularly like to know if...
5. Can you please provide us with information about...
6. I want to make reservations for two persons in one compartment...
7. Is there a direct airline between London and Bucharest?
8. When does our airliner start for...?

 LETTERS ASKING FOR HELP, ADVICE, OPINION, “THANK YOU” LETTERS

a. May I approach to you with a request to help me?
b. May I refer to you for advice?
c. I shall appreciate any help/advice that you can offer me.
d. May I rely on you for help/advice in case of...
e. I require oyur help/advice badly...
f. I am looking forward to your help/advice.
g. I wish to express my deep gratitude to you for...
h. I am pleased to be of this small help to you.
i. If I can be of any help, please do not hesitate to write to me / to approach me / to let me know.
j. The only help/advice I can offer you is ...
k. I trust my advice is of help to yuo.
l. It might be a good idea to ...
m. I would sugggest a...
n. I very much regret / I am sory / Iam unable to help/advise you in any way.
 prof. Laura Pop

 SPECIAL EVENTS: birth of a child, engagement, marriage,illness, death of a person

1. We are deeply grieved to announce that...
2. It is my sad duty to inform you about ...
3. Please, accept the expression of (my) deepst sympathy.

 LETTERS about congresses, conferences, symposiums. official invitations and answers

1. We have decided to convene the ... Symposium on ...
2. We would be glad of your cooperation in choosing the themes of the Congress.
3. We hope our suggestions will meet your approval.
4. It is great pleasure for me to ask you on behalf of the Organising Committee to preside over one of
the sessions that is going to be held during the meeting of the Council.
5. It is a great honour and pleasure for me to accept your invitation to ...

 EXCUSE AND REFUSAL LETTERS

1. We very much regret to say / to inform you / to announce you that ...
2. We regret very much that we are unable /we are not in the position to ...
3. I am very sorry I have caused you so much trouble ...
4. I must inform you with regret that ...
5. Under the circumstances we can only ask you to accept our sincere apologies for the trouble caused.
6. It is with regret that I have to decline your ...
7. I am very sorry / Iregret very much to infrom you that I am not able to accept your ...
8. We regret to say that we cannot supply you with the infromation ...

 LETTERS OF CONGRATULATIONS
1. Best wishes for the New Year!
2. All good wishes for the New Year!
3. Every good wish for the New Year!
4. Every best wish to you for ... from my family and myself!
5. I wish you a Happy New Year!
6. With all good wishes for the coming year from ...
7. I heartily congratulate you on ...
8. Please /Kindly accept my most cordial and warmest congratulations on the occasion of ...
9. I have just heard the marvellous news and I haste to tell you how delighted I am.
10. I send you my greetings and warm wishes.
11. Thank you very much for your kind congratulations.
12. It is indeed so nice of you to send me a warm letter of congratulation.
13. I would like to thank you for the New Year card and take this opportunity to wish you …

 BUSINESS LETTERS. Characteristics of business letters:

1. Forceful letters – include complaints about quality, quantity, delivery, conditions, etc, claims for
damages, delay or loss, letters reminding debtors about overdue accounts ( extreme formality should
be avoided, the style should be formal, to the point, but courteous).
2. Interesting and persuasive letters – for advertising and selling
3. Argumentative letters
4. Apologetic letters – courteous, straight forward, not servile
5. Explanatory letters – brief, to the point
6. Informative and descriptive letters – advice, replies, notices of change (of address), introduction of a
new partner, details of a new business, under new management.
7. Offers and acceptances letters – details are very important
8. Request letters – the request should be made at the beginning of the letters.
 prof. Laura Pop

 LETTERS OF APPLICATION.
Content:
 State the reason for writing. Explain clearly which post / job you are applying for and if you are
responding to an advertisement, say where you saw it and when.
 Give relevant information about oyurself. Include : age, qualifications, past employment, relevant
experience and any special hobbies or interests. Explain why you are interested in this post.
Highlight anything which will show your suitability for the job.
 Explain how and when you can be contacted / you would be available to attend an interview.
 Close your letter appropriately.

Format:

STAGE 1 STAGE 2 STAGE 3 STAGE 4 STAGE 5

REASONS FOR RELEVANT JOB HOBBIES & WHY YOU WANT CLOSING
WRITING EXPERIENCE INTERESTS THE JOB REMARKS
(WHERE
RELEVANT)

Register: As a letter of application is a formal letter, make sure that your language is appropriate and not
too “chatty”.