Writing Task 1: Letter

You are given a problem and you must write a letter explaining a situation and/or requesting information or action. You may also have to talk about your needs, wants, likes, dislikes and/or to give opinion.

The Introductory Paragraph

1. greet the addressee
2. tell the addressee who you are (if he/she does not know you)
3. thank the addressee (if he/she has sent you a letter or done something else for you)
4. explain your reason for writing
   

Main Body (2-3-4 paragraphs)

1. If your letter is making a request:
   - explain the situation
   - details of your request
2. If your letter is giving an apology:
   - explain why you must apologise
   - alternate plan (if appropriate)
3. If your letter is making complaint:
   - explanations problems
   - say what you think the addressee should do
4. If your letter is giving information:
   - information
   - offer more information (if appropriate)
5. If your letter is making suggestions:
   - make first suggestion
   - provide an alternative to this suggestion or make a second suggestion

The Closing Paragraph

1. If your letter is giving an apology:
   make a final apology
2. If your letter is making a complaint:
   mention what the addressee will do
3. If you letter is giving information:
   - say you hope you have been helpful
   - offer more information
4. If you letter is making suggestions:
   - say you hope you have been helpful
   - offer more help
   

For the beginning and the ending of your letter, there are a limited number of options:

1. If you don't know the name of the addressee
   - Dear Sir,
   - Dear Madam,
   - Dear Sir/Madam
   
   ~ Yours faithfully,
2. If you know the surname of the person but he/she in not close friend
   - Dear Mr Jenkins,
   - Dear Ms Lang,
   - Dear Dr Spock,
   
   ~ Yours sincerely,
3. If the person is a friend
   - Dear Sue,
   - Dear Michael,
   
   ~ Best regards,
   ~ Best wishes,
   ~ Love,

Appropriate Language

In English, there are certain standards words and phrases that can be used when you want to make a request, suggestion, complaint, and so on. These are called functions. You should learn some of the common functions. Some examples are featured in the table below.

Apology
Formal
- I'm terribly sorry, but...
- I am afraid I...
- I must apologise about (not) ____ing...

Less Formal
I'm very sorry but...
I am sorry about (not) _____ing...

Complaint
- I must complain aboout...
- I am not satisfied with...
- I feel something should be done about...

- I'm very sorry but...
- I am sorry about (not) _____ing...

Request
- Could you please...
- Could you possibly...
- Would it be possible to...
- I would be grateful if you would...
- Would you mind ____ing...
- I wonder if you could...

- Could you...
- Can you...
- I'd like you to...
- Would you mind ____ing...

Making suggestion
- I'd like to suggest that...
- May I suggest that...
- Perhaps we could...
- Could you please...

- How about...
- What about...
- Why don't we...
- Let's ...