Email: Writing Guide

1. Salutation
Start with Dear followed by the first name of the person to whom you are writing. In emails, you can
also start with Hi (and the person’s name). Dear Ben, or Hi Ben, (Don’t forget to use only the first name
of the person you are writing to and not Dear Mr John, which is never used, or Dear Mr John Brown,
which sounds too formal.)
2. The first paragraph (opening)
When writing an informal letter, you are usually replying to another letter. You would normally start
with a greeting, then acknowledge the letter to which you are replying. It is often a good idea to
acknowledge some key information given in the original letter too.
Example opening phrases
 How are you? / How have the family been? / I hope you are well.
 Thank you / Many thanks for your (recent/last) letter/postcard.
 It was good /nice/great to hear from you again.
Other useful phrases
 I’m really sorry that I forgot to send you a birthday card but I was busy with my new job
 Thank you for asking/inviting me to … but I’m afraid I won’t be able to…
 I’m writing to ask for your help / you (if you could do me) a favour.
 I hope you don’t mind me asking but could you (possibly)…
3. The next paragraphs (main content)
Say why you are writing. If you need to change agreements or turn someone down, give reasons. Give
the information that you have been told to give. Add some more details of your own if you like.
4. Closing and signing off
The end of your letter is as important as the beginning. There are some standard ways of finishing an
informal letter or email.
 Give a reason why you’re ending the letter:
Anyway, I must go and get on with my work. / I guess it’s time I got on with that studying I’ve
been avoiding.
 Send greetings and/or make reference for future contact:
Give my love /regards to… / Say hello to… / Anyway, don’t forget to let me know the dates of the
party. / I’ll try and phone you at the wee”end to check the times. / We must try and meet up
soon.
  Closing statement
such as Love, Lots of love, All the best, Take care, Bestwishes, should be written on a new line. If
you used a comma after the opening greeting, use a comma here too.
 Signing off
Your first name then follows on another new line

Between paragraphs:
Let me start by telling you a […]
By the way, do you have a […]
Anyway, I must go and get on, […]

Within a paragraph:
It was nominated to become […] Also, don’t forget to […]

Informal Letter & Email: Model Answers

Topic
Your Italian pen friend, Antonia, wrote and asked about your lifestyle in England. Read part of Antonia‟s
letter and reply:

I think I have a very healthy lifestyle. I eat a lot of fruit and I get a lot of fresh air. My family lives near the
mountains, so we often go walking. Last weekend, we went rock climbing. I saw a lot of wildlife and I
took a lot of photos. What kind of lifestyle do you have?

Model answer
Dear Antonia,
Thanks for your letter. Your lifestyle sounds really interesting! We don‟t live near the mountains so I‟ve
never been rock climbing, but I‟d love to try it.
You asked me about my lifestyle. I think I‟m quite healthy too. I sleep for about eight hours every night
and I eat a lot of fruit and vegetables. I like doing exercise. I‟m quite good at tennis and I often go
swimming with my friends. Last month, I decided to do something different. I did a snorkelling course at
our local swimming pool. While I was doing the course, I met some really great people! The course was
hard, but we were all in the same boat!
I‟d love to visit you one day. I think we‟d get on really well!
Please write soon!
Love
Kate

Topic:
You have received this email from an English speaking boy called Simon.
Hello, I would like to get to know someone from your country and a friend has told me that you would
like to practise your English perhaps we could email each other. Could you tell me a bit about yourself
and your family. Could you suggest how we might meet sometime in the future.
Thanks,
Simon

Model answer
Hello Simon,
I’m glad you’re interested in my country. As your friend said, I’d like us to email each other to help me
improve your English.
Let me start by telling you a bit about myself and my family. My name’s Ivo and I live in Kutna Hora,
which is about 45 minutes from Prague by car. I used to work for a medical company but now I’m
learning to be a salesperson. In the future, I want a job where I can travel for my work. I’ve already been
to a few places in Europe but I’ve never been to an English-speaking country.
I live at home with my parents, which is convenient, as I don’t have to do much housework and my meals
are cooked for me. My younger brother is studying at university. Although he is four years younger than
me, we get on quite well. We both enjoy snowboarding and music.
What about you? Have you ever been to the Czech Republic? It would be great if you could come over
one day and we could fix up a meeting. Why don’t you let me know your plans?
Anyway, I must go and get on with my work! Looking forward to hearing from you soon.
Best wishes,
Ivo

Topic:
An English friend of yours is visiting your city next summer. Write to him and tell him about the places he
should visit and the clothes he should wear. You must also offer him to stay with you during his stay
Model answer
Dear Jack,

It’s great to hear from you after so long! How are you doing? I’m so excited about your visit next
summer. Let me give you some tips so you can get ready.

First of all, there are some places which you can’t miss! For example, here in Granada, you should totally
visit the Alhambra, an ancient Muslim palace. It was nominated to become one of the new seven
wonders of the world. Also, don’t forget to check out St Nicholas viewpoint – you’ll have the best views
of the Alhambra and the whole city.
As for clothes, remember that it can get super hot in Granada, especially for foreigners! So forget about
long sleeves or trousers and just pack some shorts, T-shirts and sandals. Oh, and remember to bring a
cap, too!
By the way, do you have a place to stay? If you want, I could put you up in my place. I have a spare room
and it would be great to have you here.
Anyway, I must dash now. Drop me a line soon and let me know what you think.
Best wishes,
Carlos
Informal Letter & Email: Example topics
Your Scottish friend, Maggie, has sent you an email asking you to help her organise a special surprise
birthday party for her brother Rupert. Read Maggie’s email and the notes you have made. Then write an
email to Maggie using all your notes.
We must make sure that Rupert doesn’t know we are planning this surprise. I’m not sure how many
people to invite but our house is definitely too small.
Do you think we should book the Royal hotel for the evening and have the party there? You know that
Rupert is very keen on music so we could hire a live band. I’ve also been wondering what we could buy
as a present. What do you think?
Could you come the day before the party to help with preparations? There’s a lot to plan so I’d really like
your help. Can you suggest something else that will really make the party special?
All for now, best wishes,
Anne

Your notes:
 Paragraph 1 – Royal Hotel sounds OK but very expensive.
 Paragraph 2 – Rupert really enjoys fishing.
 Paragraph 3 – Sorry, busy that day.
 Paragraph 3 – Something else – Yes, how about ….

You are studying in Britain and you’ve recently received a letter from a friend, Susan, who is interested in
arranging a day trip for a group of students. Read Susan’s letter, the advertisement and the notes you
have made. Then write a letter to Susan, using all your notes.

….. and the students in my class are really interested in going on a day trip.
I know you went on a boat trip with your class recently. Could you tell me what it was like and whether
you’d recommend it?
Susan
Castle and Lake Boat Trips
Departures 9 a.m. or 11 a.m. daily
Lunch at restaurant
Afternoon at the lake with a choice of watersports
Reasonable prices with reductions for groups
Your notes:
 Earlier boat less crowded
 Take a packed lunch because …
 You must try ……..(watersport)
 Group minimum is 15

Informal Letter & Email: Writing Checklist

After writing your text, you can check it yourself using the writing checklist below.
How to do that? Simply check your text/email by answering the questions one by one:
Content
 Have I covered all the key information required by the task?
 Have I written only information which is relevant to the task?
 Have I developed the basic points in the task with my own ideas?
Communicative Achievement
 Have I achieved the main purpose(s) of the text (for example, explaining, persuading, suggesting,
apologising, comparing, etc.)?
 Have I communicated a balance of straightforward and more complex ideas?
 Have I used a suitable style and register (formal or informal) for the task?
Organisation
 Have I used paragraphs appropriately to organise my ideas?
 Have I used other organisational features appropriately for the genre of the text (for example,
titles, headings, openings, closings, etc.)?
 Is the connection between my ideas clear and easy for the reader to follow? (For example, have I
used appropriate linking words, pronouns, etc. to refer to different things within the text?)
 Are the ideas balanced appropriately, with suitable attention and space given to each one?
Language
 Have I used a wide range of vocabulary?
 Have I avoided repeating the same words and phrases?
 Have I used a range of simple and more complex grammatical structures?
  Have I correctly used any common phrases which are relevant to the specific task or topic?
 Is my use of grammar accurate?
 Is my spelling accurate

Did you hear about

Did you see
Have you seen
Tell me about
Oh, another thing
Ending:
Well, time to go.
Well, it’s time to go.
Well, got to go.
Well, time to close.
I’ve got to leave off now.
Write soon.
Make sure you write soon.
Love