Formal letters

A good formal letter is written using complex sentences, non-colloquial English, passive constructions, advanced vocabulary and full (non-abbreviated) forms. The structure of a formal letter usually includes:

• a greeting: Dear Mr James (if the name is known), Dear Sir or Madam (if the name is unknown);

• an introduction (one paragraph) to state your reason for writing;

• a main body (several paragraphs) to present the information;

• a conclusion (one paragraph) to summarise the subject;

• an ending: Yours faithfully (if the name is unknown), Yours sincerely (if the name is known).

Formal letters giving information

This is a formal piece of writing to provide requested information. It may also give an opinion, offer proposals, appeal for support etc. Present each point in a separate paragraph with a topic sentence supported by arguments and examples.

Language Hints:

To greet: I am writing in response to (in connection with) your enquiry about (letter requesting information on)...

To conclude: I hope this information will be of some assistance ... I hope I have managed to answer your questions ...

To end: Please do not hesitate to contact me should you have any further questions (if you need any additional information)

A sample letter

Dear Ms Simpson,

I am writing in response to your letter requesting information about entrance requirements for international students at our univer­sity. I have included a booklet describing the issue in more details.

As you can see from the booklet, we specialise in subjects or areas, for which A level examinations, covering 3 or 4 subjects in depth, are the usual preparation. We ask for the highest grades in these subjects, and assess students not only on their achievements in these exams, but also on their ability and readiness to join in discussion of their subject. This is one of the reasons for interviewing as many applicants as we can.

If you are studying examinations other than GCE A level, it is important to get in touch as early as possible to discuss the appropriateness of the qualifications you are taking. First, you should contact the Admissions Office enclosing brief details of the courses that you have taken/are taking, together with your achieved/expected grades and indicate clearly the subject that you are intending to study at our university. You will then be advised on course requirements, further information needed, and how you will be assessed, for example whether or not you will be interviewed.

It is essential that your English language skills are good enough for you to undertake an intensive and challenging academic course that is taught and examined in English. If your first language is not English, one of the following formal qualifications is required: GCSE in English Language/IGCSE English Language (as a first language): at grade C or above; IELTS: normally a minimum overall grade of 7.0, usually with 7.0 in each element; Cambridge Certificate in Advanced English: at grade A; Cambridge Certificate of Proficiency in English: at grade A or B.

I hope this information will be of some assistance. Please do not hesitate to contact me should you require any further information.

Yours sincerely,

JBrown

John Brown (Admission Officer)