VNU-IS - Aptis supplementary materials Writing | Level 4

LESSON 9 – PART 3 & PART 4: FORMAL EMAILS

I. SAMPLE QUESTIONS
PART 3
You are a member of a travel club. You are talking to some members in the travel club
chat room.
Talk to them using sentences.
Use 30-40 words per answer. You have ten minutes to do this.

Sam: Hi! Welcome to the club. Can you remember the first time you went on a journey
yourself? What was it like?
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Miguel: Welcome! What are the most interesting places to visit in your country?
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Michelle: What is the most exciting journey you’ve been on?
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 VNU-IS - Aptis supplementary materials Writing | Level 4

PART 4: FORMAL EMAILS

You are the member of a travel club. You received this e-mail from the club.
Dear member,
We are writing that the famous travel writer, Mr. David Price, will unfortunately not be able
to attend our next club meeting. Although Mr. Price will not be there to sign copies of his
new book, Around the World in Eighty Ways, members of the club will be able to buy a copy
at the price of twenty-five pounds. If you would like to reserve a copy of the book, please
contact the club secretary.
Write an e-mail to the secretary of the club. Write about your feelings and what you
would like to do.
Write 120-150 words. You have 20 minutes to do this.

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Checklist:
 Is the ‘tone’ of the email appropriate? In other words, is it written in a
formal style?
 Is the purpose of the email clear? Are all of the points covered?
 Is the email well-organised? Are the points developed in a logical way?
What linking words are used?
 Is the vocabulary appropriate for a formal email?
 Are there any grammar mistakes?
(When you finish, see the sample answers at the end of Writing Lesson 9)

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 VNU-IS - Aptis supplementary materials Writing | Level 4

II. INTRODUCTION TO FORMAL EMAILS

1. Format

FORMAL EMAIL FORMAT EXAMPLE

Dear Ms/ Mr/ Mrs/ Dr + surname of recipient,

In the first paragraph you should introduce yourself and explain the reason for your
letter. Here you can describe in one or two sentences who you are and in about two
sentences the reason of our contact. Remember to be straight to the point and brief.

The second paragraph is the content of the email. Here you can elaborate on your
reason for writing the email and your purpose with it. Explain the situation in further
detail.

The last paragraph should contain the conclusion. Here you can express your request to
be contacted and give a phone number where you can be reached at. Say thank you for
the time offered and close the email.

Sincerely/ Yours Sincerely,

Your full name

2. Language use

 Beginning: Dear Sir or Madam/ Dear + surname/ Dear + job title

 No greeting necessary
 No contractions: I am, did not...
 Normally avoid direct questions: "I would like" instead of
"Can I have?"
 No exclamation marks (!)
 Linking: However, Consequently, and, also
 Phrases and vocabulary: with regard to, appliance, it was installed,
the following day, failed to (meaning "didn't"), procedure, he
assured me, report the issue, contacted, under warranty, I am
entitled to, replacement, phone me personally
 Ending: I await your prompt response, Yours faithfully + full name/
Yours sincerely + full name

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 VNU-IS - Aptis supplementary materials Writing | Level 4

Email opening and closing

Task 1:
Hairuddin Omar, a maths teacher, has written four emails this morning. Read the
descriptions of the emails and then match them to the opening lines of the emails.
Write one letter A-D next to the numbers 1-4.

A. Hairuddin emailed a man called Norozan Bakar, the father of a pupil at the school.
He wanted to know why Mr Bakar’s son was absent from school.
B. Hairuddin emailed all the maths teachers at his school about some training.
C. Hairuddin wrote to his friend about their plans to play football at the weekend.
D. Hairuddin sent an email asking for more information about a conference. He did
not know the name of the person who will read his email.

1. Morning everyone,
Just thought you might be interested to know that…
2. Hi there Rahim,
Hope you’re well. Might be a bit late on Saturday…
3. Dear Sir or Madam,
Could you please send me…
4. Dear Mr Bakar,
I am writing to you because I am worried that…

Task 2
Indicate which endings are appropriate.

1. Which phrases are an appropriate way to end a formal email? (Three are
not.)
a) Yours truly, f) Best wishes,
b) With best regards, g) To Whom It May Concern:
c) For your information, h) Yours faithfully,
d) Yours sincerely, i) With many thanks
e) For Attention Of: and best wishes,

2. Which phrases are an appropriate way to end an informal email? (Three are
not.)
a) Regards, f) CC
b) Cheers, g) With best wishes,
c) Hi again, h) See you soon,
d) Rgds, i) How are you?
e) Bye for now,

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 VNU-IS - Aptis supplementary materials Writing | Level 4

Task 3
Match the email beginnings (1–8) with the endings (a–h). The first one has been done as an
example.

Beginnings … … Endings
1 I am writing with regard to your recent a) Anyway, thanks again for inviting me, and I’m
email. We regret to inform you that there are really looking forward to it. Do you want me to
no double rooms available for the nights you bring anything?
require. C
2 Thanks so much for the wonderful present. It’s b) You know you can count on me if you need
exactly the book that I wanted – how did you any support. I’ll call you at the weekend to see
know? I’m really looking forward to reading how things are.
it.
3 Patricia, I’ve just read your email. I’m so sorry c) Should you need any further information
to hear about what happened. about room availability, we will be happy to
assist you.

4 Sorry, I can’t make it to your birthday party at d) I look forward to receiving this information as
Fishers restaurant, as I’m away on that day. soon as possible.
5 I am mailing this via the ‘Contact Us’ link on e) It really is great news, and I’m sure that it’s
your website. I’d like to know a few more only the beginning of our work in the
details about the anti-virus software that’s French market.
listed on the site.
6 I am writing with reference to our order f) Please deal with this matter urgently. I
number GH67. The goods arrived this expect a reply from you by tomorrow
morning, but you only sent 200 pieces morning at the latest.
instead of the 300 that we ordered.
7 Yes! Great! I’d love to come to the party. g) Thanks again for the gift, and give my
regards to your family.
8 I’ve just heard from Antonio about the Paris h) Anyway, sorry again that I can’t come,
contract. It’s fantastic news – you worked but have a great time. I hope we can
really hard on this and you deserve the meet up soon. What about going to see
success. that new Speilberg film?

Top tips for APTIS writing test:

 Make sure you fully understand the question and respond appropriately.
 Plan what you are going to write before you start.
 Remember to review your writing and correct any errors, before moving to the
next question.
 Keep to the word limit – there is a word counter to help you keep track.
 Focus on accuracy.

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 VNU-IS - Aptis supplementary materials Writing | Level 4

III. PRACTICE – PART 3 & PART 4: FORMAL EMAILS

PRACTICE 1
PART 3
You are the member of a travel club. You are talking to some other members in the
travel club chat room.
Talk to them using sentences.
Use 30 – 40 words per answer. You have 10 minutes in total.

(1) Hi! I heard that you have attended a club meeting this afternoon. How do you feel about
the meeting?
You:
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(2) We have weekly meetings on Saturday afternoons. What topic are you expecting us to
talk about?
You:
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(3) We are thinking of holding some games next week. Can you suggest some?
You:
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 VNU-IS - Aptis supplementary materials Writing | Level 4

PART 4
You are the member of a travel club. You have just received the following email from
the club secretary.

Dear Members,

We are sorry to inform you that the Talk show has been cancelled as the guests are
unexpectedly busy. We do not have any back-up plan, so there will be no meeting this
week. We will inform you about the re-open of the Talk show as soon as we can. We are
sorry for the inconvenience.

Write an email to the club secretary. Write about your feelings and suggest possible
alternatives.
Write 120-150 words. You have 20 minutes.

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 VNU-IS - Aptis supplementary materials Writing | Level 4

PRACTICE 2
PART 3
You are the member of a Sports club. Answer our questions using sentences.
Use 30 – 40 words per answer. You have 10 minutes in total.

(1) What sports are you good at and what sports do you want to play in the club?
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(2) How often and what time can you play in the club?
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(3) What do you think about the services given by the club?
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 VNU-IS - Aptis supplementary materials Writing | Level 4

PART 4
You received this email from the club.

Dear Members,

We would like to announce that membership fees will go up by 50% next month. That means
you have to pay 40 dollars instead of 20 dollars. Furthermore, we are going to close the gym
from Monday to Wednesday due to maintenance plan. If you have any questions, please don’t
hesitate to contact us.

Write an email to the club manager. Write about your feelings suggest possible
alternatives.
Write 120-150 words. You have 20 minutes.

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 VNU-IS - Aptis supplementary materials Writing | Level 4

SUGGESTED ANSWERS FOR THE SAMPLE QUESTIONS

PART 3

(1) Sam: Hi! Welcome to the club. Can you remember the first time you went on a journey
yourself? What was it like?
Hi. Yes I can. I was about seven, and I travelled across the country to stay with my aunt
and cousins in the countryside. I was terrified at first, but then started to enjoy the
freedom.
(2) Miguel: Welcome! What are the most interesting places to visit in your country?
I think the cities have a lot to offer a tourist. If you don’t speak French, then visiting
the countryside can be difficult.
(3) Michelle: What is the most exciting journey you’ve been on?
I think, definitely, the time I visited Everest. I didn’t go all the way to the top, but still
the nature and to be so high up was incredible.

PART 4

Dear Club Secretary, Salutation

I received your e-mail dated 16.03 and would like to let you know that I do hope Mr. Price is

well, and that the reason for his absence isn’t too serious. Although, I am an avid fan of his
Body
travel writing in general, I think I will wait until I can purchase a signed copy of his book. To be

honest, I am a little disappointed as I already have signed copies of his first two and was really

looking forward to getting this one.

Please let me know if the club is planning on inviting him back soon. If not, I will look online to
Conclusion
see if I can get a copy.
Closing
Regards, salutation
Greg
Signature

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