B1 Lesson 2: Writing Simple Formal Letters & Emails
In the last lesson, we mastered writing friendly, informal emails. Today, we will learn the rules for the opposite: writing a clear, polite, and professional1 formal2 letter or email.
You must use a formal style when writing to someone you do not know well, someone in a position of authority (like a manager or teacher), or for any serious purpose like a job application3.
The Structure of a Formal Email
A formal email has a very clear and specific structure. Every part must be correct to show respect and professionalism. Let's look at an email inquiring about a job.
To: recruitment.manager@cambodiahotels.com
Subject: Inquiry regarding Front Desk position
(Salutation) → Dear Sir or Madam,
(Opening/Purpose) → I am writing in response to the advertisement I saw on a job website for a Front Desk Officer at your hotel in Siem Reap.
(Body Paragraph) → I have two years of experience working in customer service and my English language skills are at an intermediate level. I am very interested in this position and believe my skills are a good match for the role.
(Closing Paragraph) → Could you please provide information on how to submit a formal application? I have attached my CV for your review.
(Closing Line) → I look forward to hearing from you.
(Closing) → Sincerely,
(Your Full Name) → Pov Chanlina
Key Rules for Formal Language
Formal vs. Informal Language
Never use informal language in a formal email. Always choose the more professional option.
| Informal (Don't Use) | Formal (Use This) |
|---|---|
| I want to ask for... | I would like to request... |
| Thanks for the help. | Thank you for your assistance. |
| I'm writing to tell you... | I am writing to inform you... |
| Sorry about the mistake. | Please accept my apologies for the error. |
| Don't forget to... | We would like to remind you that... |
Most importantly: NO contractions (don't, I'm, it's) and NO slang or emojis!
✍️ B1 Formal Writing Checklist
- ✔️ Is my tone polite and professional?
- ✔️ Have I used a formal greeting (e.g., Dear Mr. Chan,) and closing (e.g., Sincerely,)?
- ✔️ Did I state my purpose clearly in the first paragraph?
- ✔️ Have I avoided all contractions and informal slang?
- ✔️ Have I proofread my email carefully for any errors before sending?
🧠 Practice Quiz: Choose the Formal Phrase
Choose the most appropriate, formal phrase to complete the sentence.
1. I am writing to ______ for the position of administrative assistant.
- get a job
- ask about
- apply
Answer: C. apply (This is the standard, formal verb for job applications).
2. Thank you for your ______. I will correct the document immediately.
- help
- assistance
- giving me a hand
Answer: B. assistance (This is a more formal synonym for "help").
📝 Homework: Write a Formal Email of Inquiry
Get your notebook and pen. Imagine you want to study English at a language school.
Write a short, formal email to the school director, Ms. Ouk Sreymom.
In your email, you must:
- Use a clear subject line.
- State that you are writing to inquire about their English courses.
- Ask two questions (e.g., "Could you please tell me the cost of the courses?" and "When does the next term begin?").
- End with a polite closing.
Use the checklist and the examples in the lesson to help you write a professional email.
Vocabulary Glossary
- Professional: (Adjective) - ប្រកបដោយវិជ្ជាជីវៈ - Relating to a job that needs special education and training; showing a high standard. ↩
- Formal: (Adjective) - ផ្លូវការ - Language used in serious, professional, or official situations. ↩
- Application: (Noun) - ពាក្យសុំ - A formal written request for something, such as a job or a place at a university. ↩
- Inquiry: (Noun) - ការសាកសួរ - A request for information. ↩
- Sincerely / Best regards: (Closing Phrases) - ដោយស្មោះ / សូមគោរព - Polite phrases used to end a formal letter or email.