Writing: Genre-Specific Writing (B1) - Lesson 2: Writing Simple Formal Letters

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Hello B1 Writers! 👋

While informal emails and notes are great for friends and family, sometimes you need to write in a more formal way. Formal letters are used for official or serious purposes, like applying for something, making a request to a company, or writing to someone you don't know well in a professional context.

In this lesson, you will:

• Understand the purpose and key parts of a simple formal letter.
• Learn about appropriate language and tone for formal letters.
• See an example of a simple formal letter.
• Practice writing parts of a formal letter.

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What is a Formal Letter?

A formal letter is a written message used for official, professional, or serious communication. You would write a formal letter for things like:

• Applying for a job or a course.
• Making a formal request to an organization (e.g., asking for information).
• Making an inquiry about a product or service.
• Writing a letter of complaint.
• Communicating with someone you don't know personally or someone in a position of authority.

The main difference from an informal letter is the tone (more serious and respectful) and the language (more standard and polite, avoiding slang and contractions).

Basic Structure of a Simple Formal Letter

Formal letters follow a specific layout. Here are the main parts for a simple one:

1. Your Address and Date: Usually at the top. (For B1, we might simplify this in exercises, but it's good to know).
   Example:
   123 Flower Street
   Phnom Penh, Cambodia
   May 29, 2025
2. Recipient's Name, Title, and Address (Inside Address): The details of the person/organization you are writing to.
   Example:
   Ms. Sothy Ken
   Admissions Officer
   ABC Language School
   456 Main Road
   Phnom Penh, Cambodia
3. Salutation (Greeting): This is how you start your letter. It's followed by a comma (common in British English and simpler for B1) or a colon (common in American English for business letters).
   • If you know the person's name: Dear Mr. Chan, Dear Ms. Srey, Dear Dr. Vuthy,
   • If you don't know the name but know the title: Dear Hiring Manager, Dear Admissions Officer,
   • If you don't know the name or title: Dear Sir or Madam, (Use "Yours faithfully," for closing if you use this).
4. Opening Statement (First Paragraph): Clearly and politely state your reason for writing.
   Example: "I am writing to request information about your English courses."
5. Body Paragraph(s): Give more details, explain your request, or ask your questions. For B1, aim for 1-2 short, clear paragraphs. Each paragraph should focus on one main point.
6. Closing Statement (Final Paragraph): A polite sentence to end your main message.
   Example: "Thank you for your time and assistance." or "I look forward to hearing from you soon."
7. Closing: This is how you end the letter before your name. It's followed by a comma.
   • Sincerely, (Commonly used, especially if you used "Dear Mr./Ms. [Name],")
   • Yours faithfully, (Used if you started with "Dear Sir or Madam,")
   • Regards, (Can also be used)
8. Signature: Your handwritten signature (for printed letters).
9. Typed Name: Your full name typed below your signature.

Language and Tone in Formal Letters

The language in a formal letter should be:

• Polite and Respectful: Use polite expressions (e.g., "Could you please...", "I would be grateful if...", "Thank you for your consideration.").
• Clear and Concise: Get straight to the point. Avoid unnecessary informal chat.
• No Contractions: Use full forms like "I am" (not "I'm"), "do not" (not "don't"), "I will" (not "I'll").
• No Slang or Idioms: Avoid very casual language, slang words, or informal idioms.
• Standard Vocabulary: Use standard English words.
  • Instead of "ask for," use "request" or "inquire about."
  • Instead of "need," use "require."
  • Instead of "get," use "receive" or "obtain."
• Correct Grammar and Spelling: Proofread carefully.

Example of a Simple Formal Letter (Letter of Inquiry)

Your Name
Your Street Address
Your City, Your Postal Code
Your Email
Date

Contact Person Name (if known, or title)
Company/Organization Name
Company/Organization Street Address
Company/Organization City, Postal Code

Salutation: Dear Ms. Vanny,

Opening Statement: I am writing to inquire about the evening English courses advertised on your website.

Body Paragraph 1: I am particularly interested in the B1 Intermediate level course. Could you please provide me with more information about the start dates, course duration, and the topics covered?

Body Paragraph 2: Additionally, I would be grateful if you could send me details regarding the course fees and any available payment options.

Closing Statement: Thank you for your time and assistance. I look forward to your reply.

Closing: Sincerely,

(Space for handwritten signature if printed)

Typed Name: [Your Full Name]

Practice Writing Formal Letter Parts!

Activity 1: Formal or Informal Phrase?

Read the phrases. Decide if they are more suitable for a Formal letter or an Informal message.

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Activity 2: Rewrite Informally for a Formal Context

Imagine you want to ask your teacher if they can meet you. You first wrote this informal sentence to a friend:
"Hey, can we meet up sometime to chat about the project?"

How would you rewrite this more formally for your teacher, Ms. Sophy?

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✨ Tips for Writing Simple Formal Letters ✨

• Know Your Purpose: Be clear about why you are writing (to request, inquire, apply, etc.). State this early in the letter.
• Be Polite and Respectful: Use polite phrases like "please," "thank you," "I would be grateful if..."
• Use Standard English: Avoid slang, contractions, and very casual words.
• Be Clear and Specific: Provide all necessary information so the reader can understand and respond to your request or inquiry.
• Check the Format: Make sure you include all the necessary parts of a formal letter.
• Proofread Carefully: Check for any errors in grammar, spelling, and punctuation before sending.

Writing with Professionalism! 🎉

Understanding how to write a simple formal letter is a very valuable skill for many situations in life. Keep practicing, and you'll become more confident!