FORMAL E-MAIL

STRUCTURE

From:
To:
Subject:

GREETING If you know the name of the person you are writing to use the title:
A few words  Dear Mr. Simpson,  Adult man (Señor)
1 line  Dear Mrs. Flanders,  Married woman (Señora)
 Dear Miss Skinner,  Unmarried woman (Señorita)
 Dear Ms. Van Houten,  Married and unmarried woman
If you do not know the name of the recipient of the letter begin with:
 Dear Sir Dear Madam  if you know you are writing to a man or a woman
 Dear Sir or Madam  if you do not know the sex of the person you are writing to
INTRODUCTION If the person you are writing to does not know you:
3-4 lines  Introduce yourself
If the person you are writing to know you:
 Write an introduction about the main topic you are going to deal with
PARAGRAPH 1: Develop the main issue of the letter.
4-5 lines Explain why you are writing the letter.
PARAGRAPH 2: Continue the previous explanations.
4-5 lines
CONCLUSION + Close the letter.
CLOSING If you need to ask for one last thing something do it in this paragraph.
3-4 lines Add the closing (* see useful expressions below)
FAREWELL Write a farewell to the person you are writing to
Name
Personal details

USEFUL EXPRESSIONS (GENERIC)

Introduction
 I am writing with regard to ...
 I am writing with reference to...
 I am writing in response to...
 Thank you for your letter of 9 May...
 Thank you for your letter regarding...
 In reply to your letter of 8 May, ..

Paragraph 1 & 2
 Asking politely
o Could you tell me... ?
o I would be grateful if you could ...
 o I would be interested in having more details about...
o I would like to know if/when/when/...
o I would like information on...
o Do you know if...?

Closing
 I look forward to hearing from you soon
 I look forward to receiving your reply
 I would like to thank you in advance for this information (in a enquiry letter -requesting information)
 If you require further information feel free to contact me.
 Should you need further information, please do not hesitate to contact me

Farewell
 Yours sincerely,
 Yours faithfully,

USEFUL EXPRESSIONS (COMPLAINT E-MAIL)

Introduction
 I am writing (in order) to complain about the advertisement for your new game. Having just played
the game, I realise that the advertisement is misleading.

Closing
 I look forward to receiving a full refund
 I would like to know what you are going to do about this situation

USEFUL EXPRESSIONS (E-MAIL OF APPLICATION)

Introduction
 I would like to apply for one of the scholarships I saw advertised in your prospectus. (Applying for a
scholarship)
 I am looking for an outdoor work during the summer holidays and I would like to apply for the
position of hotel lifguard assistant which I say advertised in my university's student newspaper.
(Applying for a job)
 I have seen your advertisement for the post / vacancy / job of… advertised in the local newspaper on
16 June. I am writing because I would like to apply for the job. (Applying for a job)
EXAMPLE

EXAMPLE 1