B2 COURSE

Unit 21 - Writing: Emails & Letters

21.1. - How to write an e-mail or letter

21.1.1. - INFORMAL EMAIL OR LETTER

[Salutation or Greeting]
Start with Dear followed by the first name of the person to whom you are writing.

In emails, you can also start with Hi (and the person’s name). Dear Ben, or Hi Ben, (Don’t forget to use
only the first name of the person you are writing to and not Dear Mr John, which is never used, or Dear
Mr John Brown, which sounds too formal.)

It is important to be consistent with the style that you choose to use (if you use a comma after the
person’s name at the start of an e-mail, use a comma after the closing statement at the end).

[Body openings]

When writing an informal e-mail, you are usually replying to another e-mail. You would normally start
with a greeting, then acknowledge the e-mail to which you are replying.

It is often a good idea to acknowledge some key information given in the original e-mail too. You can
also make a comment on your own reply.

Useful phrases for the opening

How are you?
How has your family been?
I hope you are well.
Thank you
Many thanks for your (recent/last) e-mail.
It was good / nice / great to hear from you again.
I was so surprised to hear that…
I’m sorry I haven’t written / haven’t been in touch for such a long time.
It’s ages since I’ve heard from you.

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Unit 21 - Writing: Emails & Letters
I hope you’re well / you and your family are well.
How are things? / How are you? / How’s it going?

Other useful phrases:

Referring to news
Great news about …
Glad to hear that …
Sorry to hear about …

Giving news
Listen, did I tell you about …?
You’ll never believe what …
Oh, and another thing …
This is just to let you know that …
I thought you might be interested to hear about / know that …
By the way, have you heard about / did you know that …?

Apologies
I’m writing to apologise for missing your party but I’m afraid I had the flu.
I’m really sorry that I forgot to send you a birthday card but I was busy with my
new job.

Invitations
I’m / We’re having a party on Friday 19th and I / we hope you’ll be able to come.
Would you like to come / go to see ‘Room With a View’ with me at the weekend?
I was wondering if you’d like to go to the theatre / come on holiday with us.
Could you let me / us know if you can come / you’d like to join us?
Thank you very much for your invitation.
I’d love to come.
Thank you for asking / inviting me to … but I’m afraid I won’t be able to...

Requests
I’m writing to ask for your help / you (if you could do me) a favour.
I wonder if / I was wondering if you could help me / do me a favour.
I hope you don’t mind me asking but could you (possibly) …?
I’d be very / really / terribly grateful if you could …
Thank you / Congratulations / Good Luck
I’m writing to thank you for your hospitality / the wonderful present.
It was so kind of you to invite me to stay with you.

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Unit 21 - Writing: Emails & Letters
I really appreciated all your help / advice.
Congratulations on passing your exams / your excellent exam results!
I wish you good luck / Good luck in / with your exams / your driving test / your
interview.
Don’t worry, I’m sure you’ll do well / pass.
Do be on time, won’t you, and don’t forget to …

Making suggestions and recommendations

Why don’t you …? / Maybe you could …? / How about …?

You can’t leave New York without (…doing sth)
I’m sure you will enjoy (…doing sth).
If you like, we can …
Do visit … / Don’t forget to …

[Closing]
The end of your e-mail is as important as the beginning. There are some standard
ways of finishing an informal e-mail.

Give a reason why you’re ending the e-mail:

Anyway, I must go and get on with my work! / I guess it’s time I got on with that
studying I’ve been avoiding.

Send greetings and/or make reference for future contact:

Give my love / regards to…
Say hello to…
Anyway, don’t forget to let me know the dates of the party.
I’ll try and phone you at the weekend to check the times.
We must try and meet up soon.
I can’t wait to hear from you.
Look forward to seeing you again.
Hope to hear from you soon.
See you soon.
Write soon.

Closing statement
Love, Lots of love, All the best, Take care, Best wishes, should be written on a
new line. If you used a comma after the opening greeting, use a comma here too.
Signing off
Your first name then follows on another new line.
21.1.1. - INFORMAL EMAIL OR LETTER

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Unit 21 - Writing: Emails & Letters

21.1.2. - FORMAL EMAIL OR LETTER

Formal letters may be written to an individual or to an organisation. The purpose
may be, for example:
to apply for part-time or vacation work (application letter)
to apply for study or scholarship opportunity (application letter)
to complain about something (complaint letter)
to make suggestions about something 
to request information (enquiry letter)

Structure of a formal email or letter:

[Salutation or Greeting]

(A) If you know the name of the person you are writing to use the title (Mr, Mrs, Miss or Ms) and
the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can
use Ms, which is for married and single women. Examples: “Dear Mr Simpson,” / “Dear Mrs
Flanders,” / “Dear Miss Skinner,” / “Dear Ms Van Houten,” 

(B) 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) or “Dear Sir or Madam,” (if you do
not know the sex of the person you are writing to).

[Body]

Body: Opening
The first paragraph states the reason(s) for writing and, if needed, what you are responding to (an
advert, a prospectus…). In addition, an opening paragraph is needed to make reference to previous
correspondence.

Useful phrases for the opening:

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)
I am the secretary of my college Science Club. I saw your advertisement for the exhibition “The
Next 100 Years” and I am interested in organising a group visit. I was wondering if I could ask you
some questions about it. (requesting information)

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Unit 21 - Writing: Emails & Letters
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. (complaint letter)
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… /for your letter regarding…
In reply tor your letter of 8 May, …

Body: Main content

The rest of the body will be organized in paragraphs: that will make reading easier
and the effect on the target reader will be better. For example, an application letter
may have this layout and paragraphing:

Salutation or greeting
#1 Opening (first paragraph)
#2 About you (age, where you live, education-training and/or work experience relevant to the job,
languages …)
#3 Reasons for applying (why you are suitable for the job)
#4 Conclusion (availability for interview, further questions, … – if necessary)
Closing
Final salutation
Name and surname

Other useful phrases:

Asking politely
Could you tell me… ?
I would be grateful if you could …
I would be interested in having more details about…
I would like to know if/when/when/…
I would like information on…
Do you know if…?

Complaining
I would like to complain about + noun or -ing
… is not what I expected / was expecting
I am not satisfied with…
I would be grateful if my money was refunded / if you could give me a refund...

[Closing]
The end of your letter is as important as the beginning. You usually state what you would like the
recipient to do, make a reference to a future event, offer to help…

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Unit 21 - Writing: Emails & Letters

I look forward to hearing from you soon / I look forward to receiving your reply
I look forward to receiving a full refund (in a complaint letter)
I would like to know what you are going to do about this situation  (in a complaint letter)
I would like to thank you in advance for this information (in a enquiry letter -requesting
information)
If you require/Should you need further information, please do not hesitate to contact me/feel
free to contact me.

[Final salutation]
Depending on how you started your letter, you will end your letter with:
(A) Yours sincerely, 
(B) Yours faithfully,

[Sign your name]