7/27/2019 Formal vs Informal Letters - Useful Language for Formal Letters

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Formal vs Informal

FORMAL LETTERS

Formal letters are written for a variety of reasons – e.g. to give information, toapply for a job or a position in a course, to recommend someone or something,to complain, to apologize, etc. Informal letters are written for similar reasons butare usually written to people you know. The main difference between formal andinformal letters is the language that you use. It is essential that the style of theletter is appropriate for the target reader.

A letter should contain:

a. an introduction in which the reason for writing is clearly stated. In formalletters it is also necessary to state who you are.

b. A main body in which the task is covered according to the instructionsgiven. Each different issue should be discussed in a separate paragraph. Youusually begin each main body paragraph with a topic sentence. Examples andexplanations are then added in supporting sentences.

c. A conclusion. For formal letters any action you want taken should be clearlystated at the end of the letter. In informal letters you usually end by sendingyour wishes and perhaps asking the other person to write back or arrangemeeting in the future.

Maintaining the same level of formality throughout your letter is very important. You should not mix very formal expressions with very informal ones.

Formal style includes: sophisticated vocabulary, impersonal tone thereforemore frequent use of passive voice, complex grammatical constructions, formallinking words and expressions, advanced vocabulary and no contractions (shortforms)

Informal style includes: colloquial (spoken) and idiomatic English, personaltone – addressing the reader directly, less frequent use of passive voice, less

complex grammatical constructions, simple linking words and expressions, lessadvanced vocabulary and contractions (short forms).

Formal letters

Formal letters begin and end with either:Dear Sir/Madam – Yours faithfully orDear Mr./Mrs./Ms Smith – Yours sincerely

All formal letters begin with the reason for writing.e.g. I am writing to request/inform you/ complain about/apologize for/apply foretc.In addition, you can include one or more of the following:

o Who you are – e.g. I am writing on behalf of my English class…

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o A reference to sth you have seen or read – e.g. I am writing in response to

your article in last Tuesday’s issue of Education News…o Details of time, place, people spoken to, etc. – e.g. …. while I was

attending the seminars for students on 4th May.

Depending on the reason for writing, letters can end with one of the following:o A reassuranceo A reference to future actiono An expression of gratitude etc.

Informal letters

Informal letters usually begin and end with first names in the following way:Dear John – Lots of love, SusanDear Margaret – take care and write soon, Bill.

Informal letters can begin with an informal greeting:e.g. How are you doing?

 They can also begin with the reason for writing.e.g. I thought I would write to let you know about this fantastic new coursethat’s being offered.

 The closing comment depends on the content of the letter:e.g. Write soon and let me know what you think… etc.

Useful language for formal letters requesting and/or givinginformation.

Opening remarks: I am writing to inquire aboutI am writing in connection withI am writing in reply to your letter asking for information aboutI am writing to inform you aboutI am writing in response to your letter/advertisement…

Introduce 1st request: Could you possibly sendI would be grateful if you could

Would it be possible for you to tell me/ to send meI would appreciate some information aboutI would appreciate it If you sent me…/ If you could tell me…

To introduce further requests: Could you also please send meAnother matter I need information on isI would also like some information on

Closing remarks: I look forward to receiving a replyI look forward to hearing from youI look forward to hearing from you at your earliest convenienceI would appreciate it if you could inform me as soon as

possiblePlease do not hesitate to contact me (again) if you require anyfurther informationThank you in advance for your assistance

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