1 Titles and addresses
When writing an informal letter you sometimes write your own address and the date (but not your name) at the top right-hand corner of the page, then start the letter on the left-hand side. Addresses and dates are not given in an email, but emails do need a subject title. A subject title should be brief and should summarize the main point of the email.
EXAM TIP
Many exams do not require you to write your address and the date at the start of your letter, so make sure that you follow any instructions carefully.
Start with Dear followed by the first name of the person to whom you are writing. In emails, you can also start with Hi (and the person's name), or just the person's name.
Informal letters sometimes have a comma after the person's name, and the letter starts on the line below and is often indented. However, because of the popularity of word processing and emails, the rules on punctuation and layout have now become more relaxed. The important thing is to be consistent with the style that you choose to use (so if you use a comma after the person's name at the start of the letter, use a comma after the closing statement at the end).
STUDY NOTE
Don't forget to use only the first name of the person you are writing to, not x Dear Mr John, which is never used, or x Dear Mr John Brown, which sounds too formal.
2 Openings
When writing an informal letter, you are usually replying to another letter. You would normally start with a greeting, then acknowledge the letter to which you are replying. It is often a good idea to acknowledge some key information given in the original letter too. You can also make a comment on your own reply.
USEFUL PHRASES
Start with a greeting: How are you? | How have the family been? | I hope you are well.
Acknowledge the original letter: Thank you for the letter and parcel which arrived this morning. | It was great to hear from you again after such a long time. | I was so surprised to hear that you are going to university in America!
Make a comment on your reply: I have so much to tell you. | I'm sorry I haven't written for so long.
6 Connectors
All good writing makes good use of connectors. However, many of the connectors you have learnt for other styles of writing are inappropriate in an informal letter or email. For informal writing, you need to use some of the connectors that are more specific to spoken language.
USEFUL PHRASES
To introduce a topic: Well, you'll never guess who I bumped into yesterday. | I know how much you love tennis, so I've got us some tickets to Wimbledon. | By the way, did you know that John's got a new job?
To go back to a previous topic: Anyway, as I was saying earlier, I really wasn't very happy there. | Now where was I? Oh yes, I nearly forgot, Mary asked me tell you about the cinema.
To introduce surprising or bad news: Actually, he came to the party after all. | I'm really sorry but I can't make it. | To tell you the truth, I don't really like sports much.
To summarise what you've already said: Anyway, we had a really nice time in the end. | Well, to cut a long story short, we didn't get there on time.
7 Closing statements
The end of your letter is as important as the beginning. There are some standard ways of finishing an informal letter or email.
USEFUL PHRASES
Give a reason why you're ending the letter: Anyway, I must go and get on with my work! | I guess it's time I got on with that studying I've been avoiding.
Make a reference to future contact: Anyway, don't forget to let me know the dates of the party. | I'll try and phone you at the weekend to check the times. | We must try and meet up soon. | I can't wait to hear from you.
A closing statement, such as Take care, Best wishes or Love should be written on a new line. If you used a comma after the opening greeting, use a comma here too. Your name then follows on another new line. People often write an X below their name to indicate a kiss.
If you have forgotten something important, add it at the end, after your name, after the letters PS.
1 Titles and addresses
If the letter is not written on headed paper, it is common to write your address and telephone number at the top of the page. In British English, this appears on the right-hand side, with the date underneath. In American English, this appears on the left-hand side of the page, above the name and address of the person that you are writing to.
There may also be a reference number, for example your order number or customer account number, beneath the date.
The full name (Ms Penny Smith) or a suitable title (The Manager, Customer Services), and the address of the person you are writing to goes on the next line, on the left-hand side of the page.
EXAM TIP
Many exams do not require you to write addresses and the date at the start of your letter, so make sure that you follow any instructions carefully.
USEFUL PHRASES
If you know the name of the person to whom you are writing, begin your letter: Dear Mr Smith, Dear Ms Brown
If you do not know the name of the person you are writing to, begin your letter: Dear Sir - if you know that you are writing to a man, Dear Madam - if you know that you are writing to a woman, or Dear Sir or Madam, if you do not know the gender.
If you do not know the particular company or person you are writing to (for example, a general reference letter), begin your letter: To Whom It May Concern
Only write the title and the surname, not the first name x Dear Mr John Brown.
In British English, there is usually no punctuation after the opening greeting, although a comma is possible. In American English, a colon should be used.
3 Beginning your letter
A formal letter can begin by referring to the previous communication, stating the relationship between the two people, or by summarizing the purpose of writing the letter.
USEFUL PHRASES
Begin by referring to previous communication: Following our telephone conversation this morning, I am happy to confirm your offer of work with James PLC. | I am writing in reply to your letter dated 27th July. | I am writing in response to your advertisement for the position of tour guide in your London office, which appeared in the Daily Times today.
State the relationship between you: I recently booked a holiday to Australia with your company.
Summarize the purpose of the letter: I am writing to inform you of some changes we have made to your schedule. | I would like to be considered for this post. | I am writing to request more information on the voluntary work programmes you run.
6 Ending the letter
The end of your letter is as important as the beginning. You should state what you expect the other person to do next, and tell them how they can contact you.
USEFUL PHRASES
State the next course of action: I hope to hear from you in the near future. | I would like to request a refund of the full amount. | I will wait to hear from you before I take any further action. | I look forward to hearing from you in due course.
Tell them how they can contact you: I can be contacted at the above address. | Please do not hesitate to contact me if you have any further questions.
Write a final greeting on a new line.
USEFUL PHRASES
If you began your letter Dear Mr. Brown, end it: Yours sincerely (BrE), Sincerely yours, Sincerely, Yours truly, Best regards (AmE)
If you began your letter Dear Sir or Madam or To Whom It May Concern, end it: Yours faithfully (BrE), Sincerely yours, Sincerely, Yours truly (AmE)
If you began your letter with a comma after the opening greeting, add a comma after the closing statement. In American English, always add a comma.
Sign your name on a new line and print your full name clearly on the line below. In American English, you might also add your telephone number after your name on a new line.