Writing: Genre-Specific Writing (B2) - Lesson 1: Formal Emails & Letters for Various Purposes
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Hello B2 Professionals! 👋
In many academic, professional, and official situations, you'll need to write formal emails or letters. These are different from messages to friends and require a specific structure, tone, and language.
Today, we'll explore how to write basic formal emails and letters for common purposes such as applications, inquiries, and complaints.
In this lesson, you will:
- Review the key characteristics and structure of formal written communication.
- Learn how to structure and write simple letters/emails of application.
- Learn how to structure and write clear letters/emails of inquiry.
- Learn how to structure and write polite but firm letters/emails of complaint.
- Practice planning and writing parts of these formal texts.
Review: Key Features of Formal Communication
Remember, formal writing is generally used when communicating with people you don't know well, people in authority, or organizations.
- Clear Purpose: Your reason for writing should be immediately obvious.
- Respectful & Polite Tone: Avoid overly casual or emotional language.
- Standard English: Use correct grammar, spelling, and punctuation. Avoid slang, colloquialisms, and usually contractions (e.g., use "I am" not "I'm").
- Specific & Concise Language: Be clear and to the point. Avoid unnecessary words.
- Standard Format: Follow established conventions for layout (addresses, date, salutation, closing).
For emails, a clear and concise Subject Line is also crucial.
Writing Letters/Emails of Application (Basic)
You write an application when you want to apply for something, like a job, a volunteer position, a course, or a scholarship.
Purpose:
To express your interest and persuade the reader that you are a suitable and qualified candidate.
Key Content & Structure:
- Salutation: Formal (e.g., "Dear Mr. Smith,", "Dear Hiring Manager,").
- Introduction:
- State the specific position/course/program you are applying for.
- Mention where you saw it advertised (if applicable).
- Briefly state your interest.
- Body Paragraph(s) (1-2 for B2 basic applications):
- Highlight your most relevant skills, experience, or qualifications that match the requirements.
- Explain why you are interested in this specific opportunity.
- Show enthusiasm and how you can contribute. (You can refer to your CV/resume if one is attached, e.g., "As you will see from my enclosed resume...")
- Conclusion:
- Reiterate your strong interest.
- Mention your availability (e.g., for an interview).
- Thank the reader for their time and consideration.
- Formal Closing: "Sincerely," or "Yours sincerely," (if you used a specific name like "Dear Mr. Smith,") followed by your typed name.
Tone: Professional, confident (but not arrogant), respectful, and enthusiastic.
Writing Letters/Emails of Inquiry (More Detailed)
An inquiry is written when you need to ask for specific information about a product, service, course, procedure, etc.
Purpose:
To politely request clear and specific details.
Key Content & Structure:
- Salutation: Formal (e.g., "Dear Sir/Madam,", "Dear [Department/Contact Person],").
- Introduction:
- Clearly state what you are inquiring about. Be specific from the start.
- Briefly mention where you heard about it, if relevant.
- Body Paragraph(s):
- Ask your specific questions clearly. It's often best to list them as bullet points or in separate, numbered sentences for clarity.
- Provide brief context for your questions if needed.
- The specific start dates for the next intake.
- The total course fees and any available payment plans.
- The main software applications that will be taught." - Conclusion:
- Thank the recipient for their time and assistance.
- State that you look forward to their response.
- Formal Closing: "Sincerely," / "Yours faithfully," etc.
Tone: Polite, clear, concise, and direct in your questions.
Writing Letters/Emails of Complaint (More Developed)
A letter of complaint expresses dissatisfaction with a product, service, or situation and usually aims for a specific resolution.
Purpose:
To clearly state a problem, explain its impact, and request a fair solution.
Key Content & Structure:
- Salutation: Formal (e.g., "Dear Customer Service Manager,", "Dear Sir/Madam,").
- Introduction:
- Identify the product/service clearly (name, model number, date of purchase/service, location).
- State that you are writing to complain about a specific problem.
- Body Paragraph(s):
- Explain the problem(s) in detail. Be factual and specific. What went wrong? When?
- Provide any evidence you have (e.g., receipt numbers, dates, names of staff, photos – you can mention attachments).
- Describe the inconvenience, loss, or negative impact caused by the problem.
- Desired Resolution:
- Clearly and politely state what you want the company to do. Be reasonable and specific.
- (e.g., a full refund, a replacement, a repair, an apology, compensation for damages).
- Conclusion:
- State your expectation for a prompt and satisfactory response.
- Provide your contact details clearly.
- Formal Closing: "Sincerely," / "Yours faithfully," etc.
Tone: Polite but firm. Be factual and avoid emotional or aggressive language. The goal is to solve the problem, not to start a fight.
Practice Formal Writing!
Activity 1: Match Purpose to Formal Phrase
Match the writing purpose on the left with a suitable formal phrase typically used for it.
Activity 2: Plan a Section of a Formal Letter/Email
Choose one scenario below. Briefly outline what you would write for the specified part of the letter/email.
Selected Scenario: (Choose one above)
✨ Key Reminders for Formal Emails & Letters ✨
- Know Your Audience and Purpose: This dictates your tone, language, and structure.
- Be Clear and Concise: Get straight to the point, especially in the opening.
- Maintain a Formal Tone: Avoid slang, contractions, and overly casual language. Be polite and respectful.
- Follow Standard Format: Use correct salutations, closings, and layout.
- Provide Specific Details: Especially for applications, inquiries, and complaints, clear details are crucial.
- State Your Desired Outcome (if applicable): Make it clear what you want (e.g., an interview, information, a refund).
- Proofread Meticulously: Errors can undermine your professionalism and the seriousness of your message.
Communicating with Purpose and Professionalism! 🎉
Mastering formal emails and letters is essential for many academic, professional, and official situations. Practice will help you become more confident and effective!