How to write a CPE formal letter

We may distinguish several conventions in the English language you should follow
when writing formal or official letters. Furthermore, it’s important to write simply and
clearly. It’s worth noting that you have to avoid using informal language, for instance,
avoid contractions (i.e. I’m, it’s, etc.).

Salutation

Dear Sir or Madam

Use the above phrase if you don’t know the name of the recipient.

Dear Mr Jenkins

If you know the name, please use only the appropriate title (Mr, Mrs, Miss or Ms, Dr,
etc.) along with the surname. Whereas, if you write to a woman and you don’t know if
she uses Mrs or Miss title, you can use Ms, which is intended for both married and
single women.

Introduction

The first paragraph outlines the purpose of the letter and the reason for its sending.

It may cover any outstanding issues and may be used to set the tone for the remainder
of the letter. As a preliminary remark, you may summarise the letter and set out the
intentions. You should be able to note its tone from the introductory paragraph.

Main Body

The body develops after the introductory paragraph, thus it’s a place where you
extend your thoughts and feelings.

The majority of English letters aren’t particularly long, hence it’s important to keep
the basic information and focus on arranging them clearly and logically, rather than
expanding them too much.
The Closing Paragraph

At the end, you will conclude the letter and finish any thoughts mentioned before, or
specify the action the recipient should take, return the money, send information, etc.

Yours faithfully, use it if you don’t know the name of the recipient.

Yours sincerely, use it if you know the name of the recipient.

The right tone of the formal letter

It’s important to apply the appropriate tone, the relevant “register”.

If you aim to write an official letter, you should:

-avoid everyday colloquial language or slang

-avoid contractions (i.e. I’m, it’s, etc.)

-avoid emotional, subjective language (terrible, rubbish, etc.)

-avoid general words such as nice, good, get, etc.

You should always be polite and respectful, even if you complain. A useful way to
achieve it especially in formal letters is to use ‘modal verbs’, i.e., would, could or
should.

Structure & example

Salutation: Dear Sir or Madam

Paragraph 1: Introduction

the reason why you’re writing this letter // the topic

Paragraph 2

Give the relevant facts

Paragraph 3

Give the relevant facts

Paragraph 4: Closing paragraph

– sign off with: Yours faithfully

Formal Letter subject:

An environmental organisation is inviting suggestions for new ways of raising

people’s awareness of the importance of protecting the countryside. You decide to
write a letter in which you briefly describe your idea for a publicity campaign. You
should also analyse the reasons why, in general, it is important to protect the
countryside.

Sample Answer:

Dear Sir or Madam,

I am writing in response to your organisation’s invitation regarding proposals for a

campaign to promote countryside conservation. I strongly believe that we need to
think globally while we act locally, so it would be a great idea if we engaged the
young – the future global citizens- in the quest for a clean environment and unspoiled
countryside.

To be more specific ‘A green concert with school bands’ would be an excellent idea
to sensitize people on the importance of preserving our local traditions that are
inextricably linked with the Mediterranean landscape of Attica. In fact all six high
schools of our municipality could participate with one school band each in a concert
that may take place in the local stadium that can accommodate six thousand people.
The bands can play both folklore and more modern songs while local delicacies and
examples of craftwork could be exhibited at the entrance of the concert hall.

Massive participation in any campaign is the key for its success; especially when such
a noble cause -like that of ‘conservation’- is served. Helping the new generation
appreciate their natural surroundings and traditions is the most precious legacy we can
offer to our descendants. The biosphere is literary our home so it is unquestionably
important to keep it clean so that we can have fresh air to breathe and pure water to
drink.

Therefore, I urge your forward-looking organization, to seriously consider my

recommendation for ‘A green concert with school bands’ because it is a simple yet
effective idea to develop more respect for our countryside among all the people in our
community.

Yours faithfully