Writing a Letter in good English.
Checklist
Before writing a letter, please consider whom you are writing to and the purpose of the letter:
- a complaint (formal)
- a suggestion (formal), advice (informal)
- an application (formal)
- an enquiry (formal), asking questions (informal)
- an informal, personal catch-up
- good wishes (informal), congratulations (formal)
General Tips for Writing a Letter in good English.
- check you are using the right tone: formal or informal
- make sure that you include all the information that you have been asked to cover
- ensure that you completing the task based on the requirements
- proofread your work to remove any typos or other mistakes before submitting your work
What is the difference between an informal and a formal letter? Find out below (table)!
Useful Expressions for Writing a Letter
Informal Letter | Formal Letter | |
Generally between 2 people that know each other quite well. The tone is similar to a conversation: with numerous questions being asked (showing interest), the use of emotions (i.e. enthusiastic tone…) and a lot of information being shared. | More of a professional or non personal exchange. Both people don’t know each other that well or aren’t on a first-name basis. | |
| Form | You can use contracted forms (I’m, aren’t…) | You must not use contractions |
| Greetings / Salutations | Hello / Hi / Dear + Recipient’s first name | Dear Madam, Dear Sir, Dear Miss, Dear Mr …., Dear Ms …. |
| Standard openings | How are you? / I hope you are well.
How have you been lately? / How are things? / How are you doing? Thank you for your last letter. It was good to hear from you. I was actually quite surprised to hear that… Do forgive me for not writing sooner. / I am sorry I haven’t been in touch lately. It’s been ages since we last spoke. | I am writing in response to your ad/article/letter…
I am writing with regard to… I am writing on behalf of… I am writing regarding… |
| Receiving information | That is great news about…
I am so glad to hear that… I am truly sorry to hear that… | I am writing to thank you for the information you provided me with…. |
| Giving information | You will never believe what/that…
Another thing I would like to mention is… I thought you might be interested in knowing / to hear about / to know that.. By the way, did you know that…? | I am writing in order to inform you that… |
| Apologies | I’m writing to apologise for…
I hope you can forgive me for… I’m really sorry that… | I would like to express my sincere apologies… |
| Complaints | I’m writing to let you know that I am not very happy with the… | I am writing in order to complain about…
I am writing to complain about… |
| Closing | Keep in touch!
I look forward to hearing from you. Write (to) me soon. | Yours sincerely (if you know the person’s name)
Yours faithfully (if you don’t know the person’s name) I look forward to receiving your reply. I look forward to hearing from you. I look forward to your reply. |
Templates
Email/Letter template: JOB APPLICATIONS
Date: .…/…./……..
Dear…….
(Reason for writing – 1st paragraph): I am writing in connection with…. / I would like to apply for…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….
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(Personal details and relevant experience – 2nd paragraph): I am used to working with…. / In addition to this ………….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…
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(Reason for applying for this job and why you would be the right candidate – 3rd paragraph): My reason for applying for this position is …….…….…….…….…….…….…….…….………….…….…….…….…….…….…….…….………….…….…….…….…….…….…….…….………….…….…….…….…….…….…….…….………….…….…….…….…….…….…….……
(Availability for the interview – closing): I would be available to attend an interview any day at your earliest convenience.
Yours sincerely (if you know the person’s name)
Yours faithfully (if you don’t know the person’s name)
Email/Letter template: COMPLAINTS
Date: .…/…./……..
Dear…….
(Introduce the complaint – 1st paragraph): I am writing in connection with…. / The first thing I would like to draw your attention to is / The first problem is / My first concern is / First of all …….…….……….…….……….…….……….…….……….…….…………….…….…….…….…….…….…….…….…….…….…….…….…….…….
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(Introduce further complaints- 2nd paragraph): In addition to this / In the second place / Added to this / …. was also unacceptable / Not only ….. but also ………….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….….…….…….…….….…….…….…….….…….…….…….………………
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(Demand action – 3rd paragraph): I suggest that you / I would be grateful if my money was refunded / I therefore suggest that I be given a full refund …….…….…….…….…….…….…….…….………….…….…….…….…….…….…….…….………….…….…….…….…….…….…….…….………….…….…….…….…….…….…….…….……………….
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(Ending writing a letter): I look forward to hearing from you / I look forward to receiving your explanation / I look forward to receiving a full refund ………………..………..………..………..………..………………..
Yours sincerely (if you know the person’s name)
Yours faithfully (if you don’t know the person’s name)
Email/Letter template: SUGGESTIONS
Date: .…/…./……..
Dear…….
(Reason for writing – 1st paragraph): I am writing in connection with…. / I am writing to arrange / I am writing to offer suggestions regarding / I am writing to make arrangements …….…….……….…….……….…….……….…….……….…….…………….…….…….…….…….…….…….…….…….…….…….…….…….…………………………..
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(Make your first suggestion – 2nd paragraph): My first suggestion is / First of all I would like to / I would like to suggest the following ………….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….….…….…….…….….…….….…….….…….….…….….……………….…….….…….…….…….………………
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(Make further suggestions – 3rd paragraph): I suggest that you / A further possibility is / Another possibility would be / I would further suggest / Secondly …….…….…….…….…….…….…….…….………….…….…….…….…….…….…….…….………….…….…….…….…….…….…….…….………….…….…….…….…….…….…….………….
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(Offer a choice and end the letter): Would you therefore mind choosing between …. and …. ? / I look forward to hearing from you / I look forward to receiving your explanation ………………..………..………..………..………..………………..
Yours sincerely (if you know the person’s name)
Yours faithfully (if you don’t know the person’s name)
Email/Letter template: REQUESTING INFORMATION
Date: .…/…./……..
Dear…….
(Reason for writing – 1st paragraph): I am writing in connection with…. / I am writing to receive further information regarding / I am contacting you to enquire about / I was hoping to receive more detailed information regarding …….……….…….……….…….……….…….…………….…….…….…….…….…….………
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(Request the 1st piece of information – 2nd paragraph): Firstly / First of all / The first thing I would like to know is / I wonder if you would be able to send me information regarding.. ? ………….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….….…….…….…….….……..
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(Request further information – 3rd paragraph): Secondly / In addition to this / Furthermore / Could you also inform me…? / Do you know if….? / I would also like to know whether / I was hoping you might also be able to tell me about …….…….…….…….…….…….…….…….………….…….…….………
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(Thank for information and end the letter): I look forward to hearing from you / I look forward to receiving this information / Thanking you in advance for this information / I would like to thank you in advance for ………………..………..………..………..………..……..………..………..……..………..……………….………………..
Yours sincerely (if you know the person’s name)
Yours faithfully (if you don’t know the person’s name)
Email/Letter template: GIVING INFORMATION
Date: .…/…./……..
Dear…….
(Reason for writing – 1st paragraph): I am writing in connection with…. / I am writing to inform you about / I am contacting you to inform you that …….……….…….……….…….……….…….…………….…….…….
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(Provide the 1st piece of information – 2nd paragraph): Firstly / First of all / The first thing I would like to inform you about is / I would like to begin by informing you that / The first thing that I would like to tell you is ………….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…………….
(Provide further information – 3rd paragraph): Secondly / In addition to this / Furthermore / Do you know that….? / Another piece of information that might be useful / You might also find the following information useful / I would also like to inform you that …….…….…….…….…….…….…….…………
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(End the letter): I look forward to hearing from you / I will willingly provide further information on request / I am at your disposal should you require further information / I am at your disposal should you need further assistance / If I can be of further assistance, please do not hesitate to ask / If you require further information, please do not hesitate to ask ………………..………..………..………..………..……..………..………..……..………..……………….………………..………………..………………..………………..……………………………
Yours sincerely (if you know the person’s name)
Yours faithfully (if you don’t know the person’s name)
Email/Letter template: REQUESTING PERMISSION
Date: .…/…./……..
Dear…….
(Reason for writing – 1st paragraph): I am writing in connection with…. / I am contacting you to ask permission for/to / I am writing to request permission / I am writing to ask if I might ……….
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(Make your 1st request – 2nd paragraph): Firstly / First of all / The first thing I would like to ask you about is / Firstly I wonder if you would / The first request I would like you to consider is / I wonder whether you would mind ………….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….………
(Make further requests – 3rd paragraph): Secondly / In addition to this / Furthermore / I would also be grateful if you would also consider ? I wonder if it might be possible for me to also / I would also like to request permission to / for ……….………………………….……….…….…….…….…….…….…………
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(Thank for permission and End the letter): I look forward to hearing from you / Thank you for considering my requests / I thank you in advance for kindly considering my requests ………………..………..………..………..………..……..………..………..……..………..……………….………………..…………………………………
Yours sincerely (if you know the person’s name)
Yours faithfully (if you don’t know the person’s name)
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