Writing a Formal Letter
Writing is one of the most difficult aspects in studying English. However, it is one of the most important and useful part of the language for the integration of students into a global world.
We represent several examples of a formal letter written by the students of the 11th grade of a Grammar School No. 1567. The task, taken from the Cambridge FCE exam, is “You help to organize social events at an international student college. Read the note from your colleague, Tony, and the extract from the college regulations. Then write to the Principal of the college asking permission to have a party and giving her some information about the organization of the party.”
There are certain things that all good writing contains: an introduction, main body and conclusion. Successful paragraphing with more than 3 but fewer than 6 sentences is essential to good writing. There are some ways to develop an idea into a paragraph:
1. To introduce the topic in the first sentence (I am writing to inform you of…/to request…, I would like to ask you…);
2. To give more information (First of all,…);
3. To show concession (Although…, Despite…);
4. To give the reason for something (As a result of this…, This would mean that…);
5. To give the consequences of an action (If this is not possible, we will have to…, otherwise…, Provided that…);
6. To remind the main point (For this reason,…, Please could I have your response by…).
To develop cohesion we use paraphrasing, substitution and linking words and expressions.
These ways are also useful not to copy phrases and expressions from the task given but rewrite the information so that it means the same, but with different words.
As for a formal letter, the full name (Dear Ms Henderson) or a title (The Principle, International Student College) goes on the left-hand side of the page. If the name of the person is unknown, the best way to write is Dear Sir/Madam or To Whom It May Concern. The first name is never used in a formal letter.
A formal letter is always written in response to another letter, piece of communication or a situation that has arisen. So there are prompts for types of sentences in the task given. The only thing to do is to cover all the key points using wide range of language and vocabulary of a formal style.
The end of the letter is as important as the beginning. It is necessary to state what is expected from the person to do next (I hope to hear from you in the near future./I look forward to hearing from you…). Contact details are also an important thing to write (I can be contacted at …/Please do not hesitate to contact me…).
If the beginning of the letter is Dear Ms Henderson, the end is supposed to be Sincerely yours, Yours sincerely, Sincerely, Yours truly, Best regards.
However, if there is no name in the beginning Dear Sir/Madam or To Whom It May Concern, the end must be: Yours faithfully, Sincerely yours, Sincerely, Yours truly.
WRITING
You help to organize social events at an international student college. Read the note from your colleague, Tony, and the extract from the college regulations. Then write to the Principle of the college asking permission to have a party and giving her some information about the organization of the party.
Could you write to Ms. Henderson – she’s now the Principle of the college – and ask permission for us to have a party at the end of the term? Remember there were some complaints from the neighbors and the college cleaners after the last party, so you will have to persuade her there won’t be any problems this time. Here are the decisions we have made so far:
Date – 31 of March
Time - 8pm-11:30
Place – College canteen
Music – Disco
Food and Drink – Amanda
Decoration – Noviko
Thanks, Tony
College regulations. Parties Parties may be held in the college provided that:
– an application is made, in writing, giving full details to the Principle of the college at least 14 days before the suggested date of the party
– there is no noise after midnight
– all rooms used are left clean and tidy
Write a letter of between 120 – 150 words in an appropriate style. Do not write any addresses.
Dear Sir,
I consider myself to be very lucky to have the opportunity to write to you. I am going to ask you for a favour. We would like to organize a party in the college, so I want to ask your permission to doing that. We are willing to arrange it on 31st of March from 8 pm to 11.30 pm at the college canteen. We are going to stop celebrations strictly at half past eleven in the evening according to the college regulation about the absence of noise after midnight.
Of course we do remember our past experience, so we will leave all the rooms tidy. We plan to listen to Disco music. Mr. Noviko is responsible for decorations and Ms. Amanda for food and drinks. This is the complete information about organizing this party.
I’d be happy to obtain a positive answer from you,
Nick
Dear Ms Henderson,
I’m writing to ask your permission to have a party at the end of the term. Although there were some complaints from neighbours and school staff previously, I promise that this time everything will be under control. All the rooms will be tidy and clean and there will be no noise after midnight.
As we have already decided on the program of our party, which takes place at the college canteen, I’m giving you all the details. The date of the disco is 31st of March, the last day of the term so everybody will be at present. As I have said before, the end of our party will be before midnight, but we have agreed on 11.30 to have time to clean everything up. Amanda is in charge of food and drinks and you can be sure there will be no alcohol. Noviko will have done the decoration by tomorrow.
I’m looking forward to hearing from you soon,
Yours faithfully,
Catherine
Dear Ms Henderson,
Our group wants to organize a party on the 31st of March so can we kindly ask you for your agreement to do that.
So here are the details. The party is going to start at 8pm and end before midnight. It will take place in the school canteen and we won’t make it dirty. Tony is in charge of cleaning, while Amanda is in charge of food and drinks. We have already decided which songs would be on the playlist and most of them are upbeat but not disturbing so the neighbours won’t complain this time. The last thing, Novako is preparing the decorations and she is very reliable, so I am sure that the canteen will remain clean and tidy.
I’m looking forward to your response,
Yours faithfully,
Olga
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