Writing letters and emails

Here are some phrases and conventions which you may find useful when writing letters and emails in English.

Writing an informal letter

Start your letter by using the wordDearfollowed by the first name of the person you're writing to, for example:

Dear Mark,

Dear Jane,

Here are some things you might say:

Thanks for your

letter

postcard

present

invitation

Sorry it's taken me so long to write.

I hope you're well.

Good to see you again last week.

Look forward to seeing you soon!

Here are some typical ways to finish an informal letter:

Best wishes,

Kind regards,

If writing to a family member, partner, or close friend, you can finish with the following:

Love,

Finish by signing your first name.

Writing an email

Emails, whether for business or social reasons, are usually written in a more informal style than letters.

You should always give your email a Subject, which should summarise its purpose in a few words.

The conventions for starting business emails vary, although it is quite common to use first names for both business and personal emails if you know the recipient.

It is not necessary to useDear, although some people prefer to do this.

Generally speaking, the content of business emails should be brief and to the point.

If you are including any attachments, make sure to mention it in the text of your email.

To close a personal email, you can use the same expressions as for informal letters.

The conventions for closing business emails vary, but phrases such as the following are appropriate:

Regards,

Kind regards,

Best regards,

With kind regards,

In business emails, you should also include your full name, organisation, and contact details at the end.

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English phrases

Soundis available for all the English phrases on this page simply click on any phrase to hear it.

Writing a formal letter

If you know the name of the person you are writing to, start your letter by usingDear Mr(for a man),Dear Mrs(for a married woman),Dear Miss(for an unmarried woman), orDear Ms(for an unmarried woman or where the marital status is unknown), followed by the surname, for example:

Dear Mr Smith,

Dear Mrs Jones,

Dear Miss Richards,

Dear Ms Shepherd,

If you don't know the name, start with one of the following:

Dear Sir,

Dear Madam,

Dear Sir or Madam,

Here are some examples of things you might say in a formal letter:

I am writing in reply to your letter of 4 September regarding your outstanding invoice.

Further to our conversation, I'm pleased to confirm our appointment for 9.30am on Tuesday, 7 January.

I would be grateful if you could attend to this matter as soon as possible.

If you would like any further information, please don't hesitate to contact me.

If you would like a reply, you can use the following sentence at the end of your letter:

I look forward to hearing from you.

If you started your letter withDear Mr,Dear Mrs,Dear Miss, orDear Ms, you should finish your letter with the following expression:

Yours sincerely,

However, if you started your letter withDear Sir,Dear Madam, orDear Sir or Madam, then use the following:

Yours faithfully,

Add your signature at the end, followed by your full name print

WRITING PART 1 AND 2 - INFORMAL AND FORMAL LETTERS/EMAILS

Writing Part 1 or 2(120 - 150 Words for Part 1 and up to 180 wordsfor Part 2)

INFORMAL LETTER / EMAIL

Salution/greeting

Dear penfriend/Bob, (for a letter)

Hi penfriend/Bob./! (for an email)

Opening paragraph when writing for the first time

This is just a note to say that... / to tell you about...(Write 1 or 2 sentences explaining why you are writing and say something friendly / relevant if appropriate).

Opening paragraph for a reply letter/email

Thanks for your letter / email, I really enjoyed reading it. Im really sorry about.../ Im really proud of.../Im really glad/pleased that/to hear (that)... This is just a note to say that.../to tell you about...

(Write 1 or 2 sentences explaining why you are writing and say something friendly / relevant).

Main paragraphsUseful language

By the way, ...

About (the / your)...,

Speaking of..,

Your... sounds an excellent idea and...

As for...

Is all right if / for me to...? (use direct questions)

Oh, I almost forgot!

(There are always 4 points to discuss. These ideas should be divided into 2 paragraphs and sometimes you can include one of the points in the opening itself. One of the 4 points must be discussed in more detail. This is called expansion. Read the task / instructions carefully because sometimes there is an additional point that should be discussed. Dont forget to try to introduce each idea with a connector, expression and/or direct question to sound more natural).

Closing paragraph

(Well, got to go now because I have to...) Looking forward to hearing from you again soon / ...seeing you soon. Oh, I almost forgot!

(Close you letter /email by explaining that you must stop writing if word length is not a problem, otherwise use standard closing expression. One of the four ideas could also be mentioned here briefly)

Farewell

Regards,/Best wishes,/Lots of love,/Take care,

SING your name.

FORMAL LETTER / EMAIL(No contractions!)

Salutation

Dear Sir or Madam, (1)

Dear Mr / Miss / Miss / Mrs or Ms Benson,(2)

Opening paragraph when writing for the first time and when replying

I am writing... to request information about.../ enquire about.../ complain about.../ apologise (for sth... / to sb...) / inform you about.../ explain.../ with reference to...

(Write 1 or 2 sentences explaining why you are writing).

Main paragraphsUseful language

Regarding your / the...,

With reference to...,

You mentioned...,

You asked / enquired about....,

I would like information on / about... / Do you know What / when... (use polite / indirect questions).

(There are always 4 points to discuss. these ideas should be divided into 2 paragraphs and sometimes you can include one of the points in the opening itself. One of the 4 points must be discussed in more detail. This is called expansion. Dont forget to try to introduce each idea with a connector, expression and/or indirect question to sound more natural).

Closing paragraph

I look forward to hearing you.

(Remember: Im looking forward... is informal)

Farewell

Yours faithfully, (1)

Yours sincerely/truly, (2)

Sign your name and surname.

STAY TUNED FOR A LIST OF USEFUL LANGUAGE FOR INFORMAL/FORMAL LETTERS/EMAILS.And now, an exercise to practise the differences between an informal and formal letter / email. Choose the words that are more formal and appropriate in this particular letter.We will discuss what makes a letter / email more or less formal in class.DearJack / Sir or Madam or Mr Smith,I am writing / This is just a noteto confirm a reservation thatwas made / I asked you forthis morning by telephone. The reservation, fora couple of / twonights, is forme / myself, Manny Cruise.I want / would likea room with a bathroom, from 12-14 July inclusive.I will be attending / 'm going to pop intothe Trade Fair thatis being held / is going onin Bristol that week.Is it all right / Would it be possiblefor me to have a room at the back of the hotel? Ithink / am afraidthat the roomI was given / you gave melast year wasrather / reallynoisy.Thank you / Thanksfor sending me the brochureabout / regardingyour conference facilities, which Igot / receivedthis morning. They lookmost interesting / great.Unfortunately, / I'm sorry I can't give you / am unable to provide you withany definite datesat the moment / now,as / becausewe have yetto finalize / sort outthe details of our sales conference.But / However,I will contact you / drop you a lineas soon asI can / possible.I look / 'm lookingforward to meeting you on 12 July.Best wishes / Yours faithfully or sincerely,Manny Cruise / MannyHave a look at the answer below.Blueis forFORMALREGISTER andRedforINFORMAL REGISTER.

DearJack /Sir or Madam or Mr Smith,

I am writing/ This is just a noteto confirm a reservation thatwas made/ I asked you forthis morning by telephone. The reservation, fora couple of /twonights, is forme /myself, Manny Cruise.

Iwant /would likea room with a bathroom, from 12-14 July inclusive.I will be attending/ 'm going to pop intothe Trade Fair thatis being held/ is going onin Bristol that week.

Is it all right /Would it be possiblefor me to have a room at the back of the hotel? Ithink /am afraidthat the roomI was given/ you gave melast year wasrather/ reallynoisy.

Thank you/ Thanksfor sending me the brochureabout /regardingyour conference facilities, which Igot /receivedthis morning. They lookmost interesting/ great.Unfortunately, / I'm sorry I can't give you /am unable to provide you withany definite datesat the moment/ now,as/ becausewe have yetto finalize/ sort outthe details of our sales conference.But /However,I will contact you/ drop you a lineas soon asI can /possible.

Ilook/ 'm lookingforward to meeting you on 12 July.

Best wishes /Yours faithfully or sincerely,

Manny Cruise/ Manny

FORMAL AND INFORMAL LETTERS

FORMAL

INFORMAL

Name

Dear Mr/Mrs/Ms Dupuis

Dear Mary

Hi/Hello Mary

Mary,....(or no name at all)

Previous contact

Thank you for your e-mail of...

Further to your last e-mail,...

I apologise for not getting in contactwith you before now.

Thanks for your e-mail.

Re your e-mail,...

Sorry, I haven't written for ages,but I've been really busy.

Reason for writing

I am writing in connection with...

I am writing with regard to...

In reply to your e-mail, here are...

Your name was given to me by...

We would like to point out that...

Just a short note about...

I'm writing about...

Here's the...you wanted.

I got your name from...

Please note that...

Giving information

I'm writing to let you know that...

We are able to confirm that...

I am delighted to tell you that...

We regret to inform you that...

Just a note to say...

We can confirm that...

Good news!

Unfortunately,...

Attachments

Please find attached my report.

I'm sending you ... as a pdf file.

I've attached...

Here is the...you wanted.

Asking for information

Could you give me some information about...

I would like to know...

I'm interested in receiving/finding out...

Can you tell me a little more about...

I'd like to know...

Please send me...

Requests

I'd be greatful if you could...

I wonder if you could...

Do you think I could have...?

Thank you in advance for your help in this matter.

Please could you...

Could you...?

Can I have...?

I'd appreciate your help on this.

Promising action

I will...

I'll investigate the matter.

I will contact you again shortly.

I'll...

I'll look into it.

I'll get back to you soon.

Offering help

Would you like me to...?

If you wish, I would be happy to...

Let me know whether you would like me to...

Do you want me to...?

Shall I...?

Let me know if you'd like me to...

Final comments

Thank you for your help.

Do not hesitate to contact us again if you requireany further information.

Please feel free to contact me if you have anyquestions. My direct line is...

Thanks again for...

Let me know if you need anything else.

Just give me a call if you have anyquestions. My number is...

Close

I am looking forward to...(+ -ing)

Give me regards to...

Best wishes

Regards

Looking forward to...(+ -ing)

Best wishes to...

Speak to/See you soon.

Bye (for now) / All the best