APTIS TRAINING MATERIAL

WRITING: INFORMAL LETTERS

Informal letters are sent to people you know well =

friends, relatives, etc.

Style: informal:
- Everyday vocabulary
- Colloquial expressions / idioms (e.g. drop me a line)
- Phrasal verbs (e.g. get on, settle in)
- Short forms (e.g. can’t, don’t, I’m, I’ll)

Layout:

- An informal greeting:
o Dear Ken
o Hi!

- An introduction: opening remark and mention your reason for writing.

o How are you? Sorry I’ve taken so long to write, but I’ve been busy.
Anyway, I thought I’d drop you a line to let you know …
o How are you? I hope you’re feeling better.
o The reason I’m writing is to ask you if…
o Sorry I’ve taken so long to put pen to paper, but…
o You’d never believe how well I’ve been getting on
o How are you? I hope you’re well. I’ve got so much to tell you that I don’t
know where to begin!

- A main body in which you write the main subject(s) of the letter in detail. You
usually write bout more than one topic:
o The rubric gives you information about the subject of the letter and often
tells you specific topics which you must write about. – e.g. You have just
passed an important test or examination. Write a letter telling a pen
friend about your success and describing your plans for the future.
o These topics will be discussed in the main body of your letter. You should
begin a new paragraph for each topic:
▪ Para 1: opening remarks
▪ Para 2: tell friend about success.
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▪ Para 3: describe plans for future.
▪ Para 4: closing remarks.
o Use informal words and informal linkers: most of all, but, and, moreover,
besides, …
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- A conclusion in which you write your closing remarks:
o That’s all my news for now. Write back soon.
o Well, that’s all for now. Please write back and let me know …
o I’ll write as soon as I can and let you know about…
o Please write soon and tell me all your news.
o Well, that’s all my news. I’d better end now, because…
o Give your sister a big hug from me.

- An informal ending:
o Lots of love,
o Best wishes,
o XOXO,

- Your first name.

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WRITING: FORMAL LETTERS

Formal letters are sent to people in an official position or people you don’t know well
(e.g. Director of Studies, Personnel Manager, Council Town, etc.)

Style: formal
- Advanced vocabulary
- Formal expressions and linking words: consequently, however, therefore, for this
reason
- No phrasal verbs, if you use any phrasal verb it must be very common.
- Polite forms without contractions (I would be grateful if… I would appreciate it if you
could…)

Layout:

- A formal greeting:
o Dear Ms Ken (when you know the person’s name)
o Dear Sir / Madam – To whom it may concern (when you do not know the
person’s name)

- An introduction: opening remark and mention your reason for writing.

- A main body in which you write the main subject(s) of the letter in detail. You
usually write bout more than one topic, starting a new paragraph for each topic:
The rubric gives you information about the subject of the letter and often tells you
specific topics which you must write about. – e.g. You recently bought a calculator,
but you were given the wrong model by mistake. When you complained, the shop
assistant was rude to you. Write a letter to the company’s complaint’s department,
explaining the reasons for your dissatisfaction and saying what action you expect
the company to take.
▪ Para 1: opening remarks
▪ Para 2: reasons for your dissatisfaction.
▪ Para 3: action you expect the company to take.
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▪ Para 4: closing remarks.

o Use formal words and formal linkers: However, nevertheless, furthermore,

although,
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- A conclusion in which you write your closing remarks:

o I look forward to hearing from you as soon as possible…

- A formal ending:
o Yours faithfully (when you do not know the person’s name)
o Yours sincerely (when you know the person’s name)
- Your first name.
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TYPES OF LETTERS

ASKING FOR ADVICE

- OPENING REMARKS / REASONS FOR WRITING:

o INFORMAL
▪ I’m writing to ask for your advice …
▪ Can you give me your advice …?
▪ I’ve got a problem and I need your advice…

o FORMAL
▪ I am writing to ask if you could help me with
▪ I would appreciate it if you could give me some advice about
▪ I am writing to ask for your advice
▪ I would be grateful if you could offer your advice
▪ Could you possibly offer your advice?
▪ I wonder if you could help me with a problem and I need your advice

- CLOSING REMARKS:
o INFORMAL
▪ What do you think I should do?
▪ Please let me know what you think I should do.
▪ Please tell me what to do.

o FORMAL
▪ I would appreciate it if you could give your advice as soon as possible.
▪ I look forward to receiving your advice
▪ It would be of great help if you could advise me.

GIVING ADVICE

- OPENING REMARKS / REASONS FOR WRITING:

o INFORMAL
▪ I just got your letter and I think I can help you…
▪ I was sorry to hear about your problem. Here’s what I think you
should do.
▪ Thanks for your letter asking for advice…

o FORMAL
▪ Thank you for your letter requesting
▪ I am writing in reply to your letter asking for advice about
▪ I hope the following advice will be of some help to you
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- MAIN BODY:
o INFORMAL Suggestions:
▪ Why don’t you…
▪ You should …
▪ You ought to…
▪ It would be a good idea to…
▪ What you should do is..
▪ How about …
▪ I think you should…
▪ The best advice I can give you is…
▪ The most important thing to remember is to..

o FORMAL Suggestions:
▪ I strongly recommend that
▪ I would suggest that
▪ I believe the best course of action is
▪ I would advise you to
▪ You should
▪ You ought to
▪ If I were you I would
▪ It would be a good idea to…

- CLOSING REMARKS:
o INFORMAL
▪ Hope this has helped
▪ Let me know what happens.
▪ If you follow my advice, I’m sure you’ll …
▪ Let me know how it goes.

o FORMAL
▪ I trust you will accept this advice
▪ I hope this will be of help
▪ I would very much like to know if this was helpful
▪ I hope these suggestions will be of help to you.
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LETTERS OF APPLICATION

- Opening remarks / reason for writing:

▪ I am writing to apply for the position of…. Which I saw in…
▪ I am writing with regard to your advertisement
▪ I would like to apply for admission to the …
▪ I would like to be considered for…

- Main body:
o Age, present job and/or studies
o Qualifications
▪ I hold a certificate / degree in
▪ I hold the following qualification
▪ I have completed the following courses
o Experience
▪ I have been working as a … for the last two years
o Skills and personal qualities that are suitable for the job/course
▪ I am a good and careful driver, I consider myself to be mature and
responsible

- Closing remarks:
▪ I would appreciate a reply at your earliest convenience
▪ Please contact me regarding any queries you may have
▪ I enclose my CV and I would be glad to attend an interview at any time
convenient to you
▪ I look forward to hearing from you.
▪ I look forward to receiving your response in the near future.

LETTERS OF COMPLAINT
Letters of complaint are normally written in a formal style. Mild or strong language can
be used depending on the feelings of the writer or the seriousness of the complaint, but
abusive language must never be used.

- Opening remarks:
o MILD:
▪ I am writing in connection with … / to complain about … the terrible
behaviour / attitude / rudeness of …
▪ I am writing to draw your attention to … which
▪ I am writing to you in connection with …
o STRONG:
▪ I am writing to express my strong dissatisfaction with …
▪ I was appalled at…
▪ I feel I must protest / complain about…
▪ I wish to bring to your attention a problem which arose due to your staff /
inefficiency
…
▪ I wish to express my dissatisfaction / unhappiness with the
product / treatment I received from … on …
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- Main body:
▪ Although you advertise ‘top quality’, I felt that the product I
purchased was well below the standard I expected.
▪ When you want to introduce another complaint in a letter, you can
begin the sentence with one of the following liking words or phrases:
what is more, in addition, furthermore, moreover, etc.

- Closing remarks:
o You should explain what you expect to happen:
▪ I hope you will replace…
▪ I feel / believe that I am entitled to a replacement / refund …
▪ I hope that this matter can be resolved / dealt with promptly
▪ I insist on / I demand a full refund/ an immediate replacement / etc
▪ I shall be forced to take legal action / the matter further.
▪ I hope that I will not be forced to take further action.

LETTERS OF APOLOGY
A letter of apology can be either formal or informal. It can be written when someone
has made a mistake, has failed to perform a duty or is not able to fulfil a promise.

- OPENING REMARKS:
o FORMAL:
▪ I am writing to apologise for
▪ I must apologise for
▪ Please accept my sincerest apologies for
▪ How can I apologise enough for…
▪ I must apologise profusely for…

o INFORMAL
▪ I hope you will understand when I say that
▪ What can I say, expect I’m sorry that…
▪ I’m sorry for
▪ I owe you an apology
▪ I’m so sorry if I upset you in any way
▪ I can’t describe how sorry I am and how guilty I feel

- MAIN BODY: reasons for the inconvenience caused.

- CLOSING REMARKS:

o FORMAL:
▪ Once again, sincerest apologies for
▪ I hope you will accept my apologies
▪ I hope my apologies will be/ are accepted.
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o INFORMAL:
▪ I hope you believe me when I say how sorry I am
▪ I can’t tell you how sorry I am
▪ I beg you to forgive me for
▪ There is no excuse for…and I hope you’ll forgive me.

LETTERS OF INVITATION

- OPENING REMARKS
o FORMAL:
▪ We would be honoured if you
▪ I cordially invite you to
▪ Your presence would be appreciate at..
▪ You are invited to attend…

o INFORMAL
▪ I’m writing to invite you to..
▪ I’d love it if you could come to..
▪ We’re organising a .. and would love it if you could come

- MAIN BODY
▪ In case you don’t know the way, I’ll give you some directions
▪ I have included some directions
▪ Here are a few directions so you don’t get lost
▪ In case you do not know the exact location of the …

- CLOSING REMARKS.
o FORMAL:
▪ We would be grateful if you could
▪ Please indicate whether you will be able to attend

o INFORMAL:
▪ I hope you’ll be able to make it
▪ Hope you can come
▪ Looking forward to seeing you then
▪ Please let me know as soon as possible

ACCEPTING AN INVITATION
- OPENING REMARKS
o FORMAL:
▪ I am writing to thank you for the kind invitation
▪ Thank you for the kind invitation which I would be honoured to accept

o INFORMAL:
▪ Thanks for the invitation to…, sounds lovely…,
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- CLOSING REMARKS:
o FORMAL:
▪ I look forward to seeing you
▪ We await the event with great anticipation

o INFORMAL:
▪ See you then,
▪ We’re really looking forward to it.

REFUSING AN INVITATION
- OPENING REMARKS
o FORMAL:
▪ We thank you for your recent invitation to… but …

o INFORMAL:
▪ Thanks for the invitation, but..
▪ Thanks for inviting me to …, but I’m afraid I can’t come…

- CLOSING REMARKS.
o FORMAL
▪ I am sorry to miss the opportunity of
▪ Thank you again for the invitation
▪ I hope we will have the opportunity to meet

o INFORMAL
▪ I hope we can get together some other time
▪ I’m really sorry we’ll have to miss it.

WRITINGS

1. Your friend, who lives in a small village, has just accepted a job in New York City.
Write a letter to your friend congratulating him on his new job, speculating about
how his life will change and giving him advice on how to enjoy city life.
2. You are concerned that living standards in your area are getting worse. Write a
formal letter to the local council saying what you think the main problems are
and suggesting possible solutions.
3. Last week your colleagues at the office threw a surprise party to celebrate your
promotion. Write a letter to a friend telling him/her about the party.
4. You have been on holiday abroad for a week. Write a letter to your parents
describing your holiday so far.
5. Your parents will not let you go on holidays as they want you to study for your
exams. Write a letter to a friend asking for his/her advice on this matter.
6. The extract below is part of a letter you received recently from a friend. Write a
reply giving her some advice about what she should do.
“I failed all my A-level exams so now I can’t get into university. I feel like such a
failure; I’ll never get a degree now.”
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7. You feel that you and your mother cannot agree on anything. Write a letter to a
problem page asking for advice.
8. You stayed at a holiday resort recommended by your travel agent. However, you
did not enjoy your stay due to a number of difficulties. Write a letter describing
them and asking for action to be taken.
9. You have recently bought a cassette player, but it does not work properly. Write a
letter of complaint to the manager of the shop where you bought it.
10. You have promised your boss that you will work some extra hours next weekend.
Due to a family problem, you will be unable to fulfil your promise. Write a letter of
apology to your boss explaining your reasons and promising to make it up to
him/her.
11. Your friend let you spend the weekend at his seaside cottage. While staying there
you accidentally stained and expensive Persian rug. Write a letter apologising
for the damage and offering to get it cleaned.
12. You have received an invitation to a birthday party. Write a letter accepting the
invitation and suggesting that you organise the music.
13. The head of your firm and his wife are celebrating their 25th wedding anniversary
and have invited you to the event. Write a letter thanking them for the invitation
and saying why you will be unable to attend.
14. You want to go to Winston University to do a degree in History. Write a letter
applying for a place on the course.
15. You have decided to spend some time working this summer. You have seen an
advertisement in the paper for lifeguards to work for a month on one of the most
popular beaches in Sussex. Write a letter asking to be considered for one of the
positions.