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Writing Emails and Letters

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39 views

Writing Emails and Letters

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Justyna
Copyright
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Writing Emails and Letters

Emails to friends and colleagues are written briefly and use informal language as in a conversation. When
writing emails and letters to companies and organizations, a more formal style is needed.
• Informal Emails
Start with one of the following: ‐ Hi
‐ Hi + given name*
‐ given name only
‐ no name or no greeting at all

If you do not know the person well, it is safer to be neutral: ­ Dear + given name
Never write both given name & family name

End with one of the following: ‐ Talk to you soon / See you soon / Catch you later
‐ Regards / Cheers (Informal British English)
‐ All the best
‐ Take care
‐ Love (personal)
OR ‐ just the first letter of your given name, i.e., M (informal)

* given name is often referred to as first name and is NOT a person’s family name

• Formal Emails: If you are writing a formal email, use the same beginnings and endings as for
formal letters, see next page.
Do’s and Don’ts of Formal & Semiformal Email writing
From: http://www.teachingenglish.org.uk/try/lesson-plans/email-writing
Do’s Don’ts
• Use the subject line to describe what the • Write “Hello” as the subject line
email is about
• Write about things that are not related
• Write the most important information first to the issue. Make sure you get to the
point
• Emails are a fast way of communication ‐ use
simple grammar & keep things simple. • Give personal information that you
would not want everyone else to know
• Write short, easy to understand sentences
• Use capital letters to write words, this
• Use paragraphs made up of a few sentences is considered “shouting”
to keep the email clear and easy to
understand • Use different fonts in the email

• Always remember to be polite – use please • Use exclamation marks


and thank you.
• Use short forms of words such as “cuz”,
“u”, “urs”

• Use smiles :) , they may come across as


unprofessional
• Informal Letters (http://www.sampleletters.in/informal-letters-template.html/)
Start with: ‐ Dear + given name
‐ Hi + given name (used in very informal letters)
Body: ­ It was nice to hear from you
­ It was great to see you / It was good seeing you
­ I am having a good holiday in…/ I’m having a great time in…
­ Thanks for the…
­ Sorry I haven’t written for so long / Sorry I haven’t been in touch
End with: ‐ Look forward to seeing you soon / Look forward to hearing from you soon.
­ Hope all is well.
Neutral: ‐ Best wishes (from)
­ With best wishes,
Formal: ­ Yours,
Informal: ‐ Take it easy, / Take care,
‐ Love (from) / ­ Lots of love (from) / ­ All my love
­ XOXO (indicates kisses and hugs, used especially when writing to a loved one)
+ Your given name (on the line below the ending)
• Formal Letters: (Templates can be found at: http://businessletterformat.org/)
Start with one of the following:
­ Dear Mr. / Ms* / Mrs. (married female) / Miss (unmarried female) / + family
name
* Ms (female) = Mr. (male) and does not indicate marital status – this indicated gender
equality

­ Dear Dr. / Professor + family name


­ Dear Sir (used when you do not know a man’s name)
­ Dear Madam (used when you do not know a woman’s name)
­ Dear Sir or Madam (used when you do not know if you are writing to a man or
woman)
­ To whom it may concern (used when you do not know the person’s name)
Body: ‐ I am writing to ask whether / to say that…
‐ I am writing in reply to your advertisement…
‐ Please could you send me / I would appreciate it if you could send me… / I
would be
grateful if you could send me…
‐ I enclose my resume / a cheque for…
‐ Please find attached
End with one of the following: ­ Yours truly, (used in North American English)
­ Sincerely,
­ Yours faithfully, (used in British English)
+ your full name on the next line
This handout was compiled by Monica Rivera, ELS Student Staff (April 2009)
Source: Longman Dictionary of Contemporary English (2003.). Longman Pearson Education

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