How to write a formal Letter / Email ? | B2 First (FCE)
Formal letters are letters that are written in a strict and specific format. Formal letters are naturally much more official in style than informal/friendly letters and are written to an individual or to an organisation.
The purpose may be, for example,
- to apply for part-time or holiday work (application letter)
- to apply for study or scholarship opportunity (application letter)
- to complain about something (complaint letter)
- to make suggestions about something
- to request information (enquiry letter)
There are only two types of formal email or letter you may be asked to write in the B2 First exam – a letter of application and a letter of complaint.
Check our Writing Guide in this article below to see how to write a formal letter
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B2 First (FCE) Formal Letter: Structure
| 1. Salutation Dear… |
| 2. Opening paraph Explain why you are writing and clearly state the subject of the letter. |
| 3. The next paragraphs (main content) Organise all the essential information in paragraphs. Use linking structures to make your letter flow |
| 4. The last paragraph Ask any questions and highlight a form of action you want them to take. |
| 5. Closing and signing off Yours ………. Full name |
B2 First (FCE) Formal Letter: Writing Guide
We will use the example FCE formal letter topic below:
You have seen the following advertisement in a newspaper:
VOLUNTEERS NEEDED!
We are the National Diabetes Organisation and we are organising a camp for diabetic children. We need volunteers to work with us during the camp. Your responsibilities will include:
- Teaching children about diabetes
- Playing games with them
Also, you should speak several languages because it’s an international camp
Write a letter applying to become a volunteer (between 140-190 words).
We need to start by finding the important information, the reason, topic and the person to whom you are writing
Reason: applying to become a volunteer
Topic: They are looking for volunteers (camp for diabetic children)
Important information:
- teaching children about diabetes
- playing games with them
- knowledge of several languages
Person: the specific recipient is unknown
Step 1: Salutation
If you don’t know the name of the person you are writing to, use “Dear Sir or Madam,” whereas if you know the person’s name you write “Dear Mr Smith” or “Dear Ms Smith”. Use the title “Ms” if you don’t know if the woman is married or unmarried.
Dear Sir / Madam, (if you don’t know the name)
Dear Mr or Mrs X (if you do know the name)
To whom it may concern
Our task..
Because in our task there is no specific recipient given to whom we are writing, we will use the formula:Dear Sir / Madam,
Step 2: The opening paragraph
When beginning your formal email/letter, it’s essential that you explain to your reader your reasons for writing.
Here are some suitable phrases to do that:I am writing to apply for the position / role of ..
I am writing in reference to your recent advertisement..
I am writing to complain about…
I am writing to express my dissatisfaction with…
Our task..
I am writing in reference to the advertisement (the reason) posted in yesterday’s newspaper about the camp for diabetic children. I would like to (polite forms) take part as a volunteer if it is possible.
We began the letter by explaining why we are writing it and referred to the topic of the letter. This way, the person reading the letter will understand our motives right away.
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Step 3. The next paragraphs (main content)
In the next paragraphs, you give more details about why you are writing. Give relevant information, but don’t expand too much.
Our task..
Here we need to mention all the other important details that were provided in the assignment.
- teaching children about diabetes
- playing games with them
- knowledge of several languages
As you can see in my résumé, I completed a degree in nursing, so I am qualified to teach children about it. Besides, I suffer from diabetes, so I am quite familiar with this illness (point 1) and how to deal with it.
[first key point answered]
Furthermore, I have some experience organising entertaining events for children, (point 2) as I worked at a regular camp for children last summer. For this reason, I am capable of organising and playing fun games with children.
[second key point answered]
Finally, I must say that I can speak 3 languages, (point 3) since I have spent some time abroad, in England and Germany. Therefore, apart from Spanish, I am fluent in English and German.
[third key point answered]
Use linking structures to make your letter flow.” Moreover”, “Furthermore”, “In addition” are all good examples of words that can be used to link sentences together.
Use formal vocabulary – avoid simple obvious words and look for more advanced vocabulary and formal phrases.
TIP: Divide the text into paragraphs!
Each paragraph should focus on one specific topic. |
Step 4: The last paragraph
Here is where you want to create a lasting impression on your reader. You can ask any questions but also highlight some form of action you want them to take. Take a look at these different ways to do that:
I very much hope you will…
I look forward to hearing from you soon.
I would appreciate it/ be grateful if…
I trust you will…
Our task..
Can I ask about the duration of the camp? What is the daily timetable? (ask questions) I look forward to hearing from you. (call to action)
Step 5: Closing and signing off
When signing off, look at how you started your email. If you don’t know the name of a person you can sign off with “Yours faithfully,” and if you do know the name of the person you should use “Yours sincerely,”. Your full name a surname, should then be written under this.
Yours sincerely, (if you know the name of the recipient)
Yours faithfully, (if you don’t know the name of the recipient)
Our task..
Yours faithfully, – you don’t know the name of the recipient
José Smith – remember to write your full name beneath
See full letter…
Dear Sir or Madam,
I am writing with regard to the advertisement posted in yesterday’s newspaper about the camp for diabetic children. I would like to take part as a volunteer if it is possible.
As you can see in my résumé, I completed a degree in nursing, so I am qualified to teach children about it. Besides, I suffer from diabetes, so I am quite familiar with this illness and how to deal with it.
Furthermore, I have some experience organising entertaining events for children, as I worked at a regular camp for children last summer. For this reason, I am capable of organising and playing fun games with children.
Finally, I must say that I can speak 3 languages, since I have spent some time abroad, in England and Germany. Therefore, apart from Spanish, I am fuent in English and German.
Can I ask about the duration of the camp? What is the daily timetable?I look forward to hearing from you.
Yours faithfully,
José
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B2 First (FCE) Formal Letter: Example Letters
Topic
You have seen this advertisement in your local English language newspaper.
Round the world trip -Travel Competition
Do you like adventure? Would you like a chance to travel?
We need one more person to join a small group on a trip around the world,
Write to Mrs Hopkins, the organizer of the trip, telling her:
- why do you want to go on he trip
- what skills do you have which would be useful on the trip
- what previous experience do you have of traveling (if any).
Write your letter of application.
Model answer
Dear Mrs Hopkins,
I am writing in regards to your advertisement which I found in the London Globe and I would like to apply to join your party on your trip around the globe.
The opportunity sounds very attractive to me and I would love to join your group so as to broaden my knowledge of different cultures, cuisines and peoples.
So far, I have travelled in Europe, especially in Spain and the UK, where I met many interesting people with whom I developed friendships that I value enormously in my life.
As to what I can bring to the table, I believe that my social and cooking skills as well as my language abilities – I speak English, Spanish and German fluently – could tremendously benefit the group.
Thank you in advance for considering my application. I am available for an interview Monday to Friday from 8 to 11 o’clock in the morning and I look forward to hearing from you soon.
Yours sincerely,
Jane Doe
Topic:
You bought the personal stereo advertised in a mail-order catalogue.
A GREAT LITTLE PERSONAL MUSIC CENTER THAT FITS IN YOUR POCKET!
(Very big and too heavy for my pocket)
This high-quality stereo comes to you at the unbeatable price of $19.99,
(not true – found one for $14.99 in shop) including the cost of postage, lower than you will find in any shop.
It comes compete with:
- Headphones (missing)
- Convenient carrying case (zip broken)
- Batteries
It has a recording facility (didn’t work) ,will pick up any radio station, and plays all your tapes (destroyed two tapes) with high-quality sound.
Write a letter to Home Mail Order, complaining about the stereo, and asking for your money back, or a new stereo
Model answer
Dear Sir/Madam,
I am writing in connection with a personal stereo which I saw advertised in your mail-order catalogue. Last week I bought one of these, and I am sorry to say that I was very disappointed when I received it.
First of all, your advertisement stated that the price would be lower than in any shop but I saw the same stereo at a price of $14.99 instead of $19.99
Furthermore, your advertisement promised that it would be a high-quality stereo complete with all necessary accessories. However, when I received it, the headphones were missing and there was a broken zip on the carrying bag. As well, the recording facility did not work, and I have already destroyed two tapes that contained my favourite musical compositions.
Finally, you also promised that it would be a compact and portable device. However, the stereo was so big and heavy that it could not be carried in a pocket.
Could you please arrange for me to receive a new one or refund my money in full?
I look forward to hearing from you.
Yours faithfully,
Peter Petrov
B2 First (FCE) Formal Letter: Example topics
You are helping to organise a visit to an English Language Academy in manchester. You have received a letter from John Webster, the director of the Academy. Read the letter and the notes you have made. Then write a letter to Mr Webster using all your notes.
I am very glad to see that you are coming to our academy in July. I am sure you will all have a very enjoyable time and that you will learn a lot of English.
Your can either stay all together in a youth hostel or individually with local families. Please tell me which you would prefer.
Tell me something about your group so that I can organise interesting spare time activities. What sort of things do they like doing?
Please ask if you need any further information.
Yours sincerely,
John Webster
Your notes:
- Paragraph 1 – learning a lot of English is very important because …..
- Paragraph 2 – say which you prefer, and why
- Ask what the weather’s like in Manchester and what clothes you will need
You have just returned from a trip to Canada. You flew there and back with Maple Air. You decide to write to the airline to complain about your flight and ask for some money back. Read the advertisement and the notes you made and then, using the information, write a letter to the airline. You may add other relevant points of your own.
FLY MAPLE AIR TO CANADA
We offer:
3 flights a day
wide, comfortable seats
friendly, well-trained staff
a good choice of food
special diets no problem
the latest in-flight entertainment
Phone 0179 765893 now or see your travel agent for more details.
Your notes:
- Late boarding
- Staff quite rude
- No vegetarian food for me
- Old film
B2 First (FCE) Formal Letter: Writing Checklist
After writing your text, you can check it yourself using the writing checklist below.
How to do that? Simply check your text/email by answering the questions one by one:
Content
- Have I covered all the key information required by the task?
- Have I written only information which is relevant to the task?
- Have I developed the basic points in the task with my own ideas?
Communicative Achievement
- Have I achieved the main purpose(s) of the text (for example, explaining, persuading, suggesting, apologising, comparing, etc.)?
- Have I communicated a balance of straightforward and more complex ideas?
- Have I used a suitable style and register (formal or informal) for the task?
Organisation
- Have I used paragraphs appropriately to organise my ideas?
- Have I used other organisational features appropriately for the genre of the text (for example, titles, headings, openings, closings, etc.)?
- Is the connection between my ideas clear and easy for the reader to follow? (For example, have I used appropriate linking words, pronouns, etc. to refer to different things within the text?)
- Are the ideas balanced appropriately, with suitable attention and space given to each one?
Language
- Have I used a wide range of vocabulary?
- Have I avoided repeating the same words and phrases?
- Have I used a range of simple and more complex grammatical structures?
- Have I correctly used any common phrases which are relevant to the specific task or topic?
- Is my use of grammar accurate?
- Is my spelling accurate?
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B2 First (FCE) Formal Letter: Tips
Begin your letter by saying why you are writing.- Remember, the letter uses formal language.
- Try to avoid using exactly the same words that appear in the notes.
- Make sure you have included all the points from the notes.
- Use an appropriate closing formula.
- Decide what each paragraph will say before you start writing; each paragraph should have a specific purpose.
- Imagine you are really writing the letter and put yourself into the writer’s position.
- Check your work for accuracy, punctuation and spelling.
A good formal letter should be:
| Keep your readers in mind when writing:
|
B2 First (FCE) Formal Letter: Useful phrases
We will finish it with some useful vocabulary mostly used to organize information. Although it is taking a shortcut, if you learn several expressions for each paragraph in each type of text that could be on your exam, you will certainly be able to create a very consistent and well-organized text.
Greetings
Dear Sir
Dear Madam
Dear Sir/Madam
Dear Mr Brown
Dear Ms Jones etc
Reason for writing
I am writing in response to your article/advertisement/letter.
I am writing with regard to your article/advertisement/letter.
I am writing regarding your article/advertisement/letter.
I am writing on behalf of
Referring to their letter
As you stated in your letter, …
Regarding … Concerning … With regard to …
Ending the letter:
I look forward to receiving your reply.
I look forward to your reply.
I look to hearing from you.
Closing
I am, yours faithfully (if you don’t know the name of the person you are writing to).
I am, yours sincerely (if you know the name of the person you are writing to).
Yours faithfully.
Yours sincere
Letters to complain: Useful phrases
Reasons for writing
I am writing in order to complain about.
I am writing to complain about
Introducing the complaint:
Firstly.
In the first place.
First of all.
My first complaint is
The first problem is
The first thing I would like to draw your attention to is.
My first concern is
Introducing further complaints:
Secondly.
In the second place
Not only …….but also
In addition.
In addition to this.
Added to this
….was also unacceptable
Demanding action:
I suggest that you replace the item.
I therefore suggest that I be given a full refund .
I would be grateful if my money was refunded
I would be grateful if you could give me a full refund
Letters to request information: Useful phrases
Reason for writing:
I am writing to receive further information about.
I am writing to enquire about. I am writing to receive more detailed information about.
I am writing to receive further details about
Requesting first piece of information
The first thing I would like to know is.
First of all I would like to know
I wonder if you would mind telling me first of all ….?
Requesting further information:
Could you also tell me….?
Could you also inform me ….?
Would you also mind informing me ….?
Would you also mind telling me ….?
Do you know ….?
I would also like to know if.
I would also like to know whether
I hope you might also let me know about …
Thanking for information:
I would like to thank you in advance for this information.
Thanking you in advance for this information.
FCE, CAE, CPE
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B2 First (FCE) Formal Letter: Questions & Answers
What is the purpose of the letter?
The task will tell you exactly what you have to do. This may include: asking for or giving information; initiating action or responding to a request; giving feedback on suggestions; making complaints, suggestions, or corrections.
Who will read it?
Probably someone who you do not know well, if at all. This may be a named individual, or an unnamed representative of an organisation, possibly a person in a position of authority or responsibility.
What style should I use?
Be polite. Use indirect expressions, formal linking phrases and set phrases wherever appropriate. Avoid being too familiar, or using contractions and colloquial language.
What information should I include?
In a transactional letter, you will need to read all the information you are given. This will include the task itself, plus one or more additional texts, such as letters, memos, adverts, and handwritten notes. You must respond to all the questions and points in the texts or notes.
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