B2 Lesson 1: Writing Formal Emails and Letters for Various Purposes
Welcome to B2 Genre-Specific Writing. You have mastered the basic format of a formal email. At this level, we will learn how to adapt that format for various professional1 purposes.
The way you structure an email to request2 information is different from how you would write an email to complain3 or apologize4. Today, we will learn the specific language for each.
The Structure for Different Purposes
While the basic format is the same, the body of the email changes significantly depending on your purpose.
Purpose 1: Making a Request
Goal: To politely ask for information or action.
Example: I am writing to request a copy of the course schedule for the upcoming semester. I would be grateful if you could send it to me at your earliest convenience.
Purpose 2: Making a Complaint
Goal: To express dissatisfaction professionally and seek a resolution.
Example: I am writing to express my disappointment with the service I received on June 12th. To resolve this issue, I would like to request a full refund.
Purpose 3: Making an Apology
Goal: To take responsibility for an error and explain the solution.
Example: Please accept our sincerest apologies for the error in your recent invoice. We have corrected the issue, and an updated invoice is attached.
Formal Phrase Bank
Using these specific phrases will make your emails sound more professional and appropriate.
| Purpose | Useful Phrases |
|---|---|
| Requesting | I am writing to inquire about... Could you please provide me with...? I would be grateful if you could... |
| Complaining | I am writing to express my dissatisfaction with... I wish to complain about... I believe I am entitled to a refund/replacement. |
| Apologizing | Please accept my/our sincere apologies for... We deeply regret any inconvenience caused. We are taking steps to ensure this does not happen again. |
✍️ B2 Formal Communication Checklist
- ✔️ Does my subject line clearly state my purpose?
- ✔️ Does my opening sentence state exactly why I am writing?
- ✔️ Have I used the specific, polite phrases that are appropriate for my purpose?
- ✔️ Have I maintained a respectful and professional tone, even when complaining?
- ✔️ Have I proofread the entire email for any errors?
🧠 Practice Quiz: Identify the Purpose
Read the opening sentence of an email. What is the most likely purpose of the email?
1. "I am writing to express my profound disappointment with the quality of the product I received under order number #5821."
Answer: To make a complaint.
2. "I am writing on behalf of our company to sincerely apologize for the shipping delay you experienced."
Answer: To make an apology.
3. "I am writing to inquire about the availability of scholarships for the upcoming academic year."
Answer: To make a request for information.
📝 Homework: Write a Formal Email
Get your notebook and pen. Choose one of the scenarios below and write a short, professional, formal email.
- Scenario A (Request): You need a letter of recommendation from a former teacher for a university application. Write an email to your teacher, Ms. Srey, to request one.
- Scenario B (Complaint): You paid for a fast delivery service from an online shop, but your package arrived five days late. Write to the customer service department to complain and request a refund of the delivery fee.
Use the structure and phrases from today's lesson to make your email as effective and professional as possible.
Vocabulary Glossary
- Professional: (Adjective) - ប្រកបដោយវិជ្ជាជីវៈ - Behaving in a way that is suitable for a serious job or business environment. ↩
- To request: (Verb) - ស្នើសុំ - To politely or formally ask for something. ↩
- To complain: (Verb) - ប្តឹង - To express dissatisfaction or annoyance about something. ↩
- To apologize: (Verb) - សុំទោស - To express regret for something one has done wrong. ↩
- Resolution: (Noun) - ដំណោះស្រាយ - A firm decision to do or not to do something; the solving of a problem.