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Writing A Formal Email

The document provides guidelines for structuring a formal email, including sections for the greeting, introduction, paragraphs, conclusion, and closing. It recommends addressing the recipient by title if their name is known or using "Dear Sir or Madam" if it is unknown. The introduction should introduce the writer or topic. Paragraphs should develop and explain the main issue or reason for writing. The conclusion should close the letter and ask for a response if needed. Useful expressions are provided for different email purposes like inquiries, complaints, or job applications.

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aidiaz19
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58 views3 pages

Writing A Formal Email

The document provides guidelines for structuring a formal email, including sections for the greeting, introduction, paragraphs, conclusion, and closing. It recommends addressing the recipient by title if their name is known or using "Dear Sir or Madam" if it is unknown. The introduction should introduce the writer or topic. Paragraphs should develop and explain the main issue or reason for writing. The conclusion should close the letter and ask for a response if needed. Useful expressions are provided for different email purposes like inquiries, complaints, or job applications.

Uploaded by

aidiaz19
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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FORMAL E-MAIL

STRUCTURE

From:
To:
Subject:

GREETING If you know the name of the person you are writing to use the title:
A few words  Dear Mr. Simpson,  Adult man (Señor)
1 line  Dear Mrs. Flanders,  Married woman (Señora)
 Dear Miss Skinner,  Unmarried woman (Señorita)
 Dear Ms. Van Houten,  Married and unmarried woman
If you do not know the name of the recipient of the letter begin with:
 Dear Sir Dear Madam  if you know you are writing to a man or a woman
 Dear Sir or Madam  if you do not know the sex of the person you are writing to
INTRODUCTION If the person you are writing to does not know you:
3-4 lines  Introduce yourself
If the person you are writing to know you:
 Write an introduction about the main topic you are going to deal with
PARAGRAPH 1: Develop the main issue of the letter.
4-5 lines Explain why you are writing the letter.
PARAGRAPH 2: Continue the previous explanations.
4-5 lines
CONCLUSION + Close the letter.
CLOSING If you need to ask for one last thing something do it in this paragraph.
3-4 lines Add the closing (* see useful expressions below)
FAREWELL Write a farewell to the person you are writing to
Name
Personal details

USEFUL EXPRESSIONS (GENERIC)

Introduction
 I am writing with regard to ...
 I am writing with reference to...
 I am writing in response to...
 Thank you for your letter of 9 May...
 Thank you for your letter regarding...
 In reply to your letter of 8 May, ..

Paragraph 1 & 2
 Asking politely
o Could you tell me... ?
o I would be grateful if you could ...
o I would be interested in having more details about...
o I would like to know if/when/when/...
o I would like information on...
o Do you know if...?

Closing
 I look forward to hearing from you soon
 I look forward to receiving your reply
 I would like to thank you in advance for this information (in a enquiry letter -requesting information)
 If you require further information feel free to contact me.
 Should you need further information, please do not hesitate to contact me

Farewell
 Yours sincerely,
 Yours faithfully,

USEFUL EXPRESSIONS (COMPLAINT E-MAIL)

Introduction
 I am writing (in order) to complain about the advertisement for your new game. Having just played
the game, I realise that the advertisement is misleading.

Closing
 I look forward to receiving a full refund
 I would like to know what you are going to do about this situation

USEFUL EXPRESSIONS (E-MAIL OF APPLICATION)

Introduction
 I would like to apply for one of the scholarships I saw advertised in your prospectus. (Applying for a
scholarship)
 I am looking for an outdoor work during the summer holidays and I would like to apply for the
position of hotel lifguard assistant which I say advertised in my university's student newspaper.
(Applying for a job)
 I have seen your advertisement for the post / vacancy / job of… advertised in the local newspaper on
16 June. I am writing because I would like to apply for the job. (Applying for a job)
EXAMPLE

EXAMPLE 1

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