Writing a formal letter or email

4.1

When to write formally

Syllabus

recognise when a task needs a formal or semi-formal response (for example, to a teacher or an event organiser)
cover the purpose, format and audience information given in the task
keep a polite, formal tone throughout

Source: Cambridge International syllabus

The second writing task sometimes asks for a formal 正式 or semi-formal 半正式 letter or email.

Spot a formal task

A formal task is written to someone you do not know well — a head teacher 校长, a manager 经理, or an event organiser 活动组织者.
The task tells you the format 格式, the purpose 目的 and the reader. Use all three.

Keep a polite tone

Be polite 礼貌 and respectful. Do not use slang 俚语 or jokes.
Do not use short forms. Write "I am", not "I'm".

Three informal phrases turn into formal ones: I'm writing becomes I am writing to, Guess what becomes I would like to tell you, Thanks a lot becomes I would be grateful if Turning friendly phrases into formal ones

Vocabulary Train

English	Chinese	Pinyin
formal	正式	zhèng shì
semi-formal	半正式	bàn zhèng shì
head teacher	校长	xiào zhǎng
manager	经理	jīng lǐ
event organiser	活动组织者	huó dòng zǔ zhī zhě
format	格式	gé shì
purpose	目的	mù dì
polite	礼貌	lǐ mào
slang	俚语	lǐ yǔ

4.2

Building a formal letter or email

Syllabus

open and close a formal letter or email appropriately (for example: Dear … / Yours sincerely …)
organise your points into clear paragraphs with a beginning, middle and end
use formal language and avoid contractions and slang

Source: Cambridge International syllabus

A formal letter follows a clear order.

A formal letter with labels: the first paragraph says why you are writing, middle paragraphs give one point each, the end says what you would like to happen, and a box shows that Dear Sir or Madam pairs with Yours faithfully while Dear Mr Lee pairs with Yours sincerely The shape of a formal letter - and the greeting decides the sign-off

Opening and closing

Open with Dear Sir/Madam, or Dear Mr Lee,
If you start with a name, close with Yours sincerely,. If you start with Sir/Madam, close with Yours faithfully,.

Clear paragraphs

First paragraph: say why you are writing.
Middle paragraphs: give your points, one idea in each.
Last paragraph: say what you would like to happen next.

Formal language

Use formal phrases: I would like to…, I am writing to…, I would be grateful 感激 if…
Keep sentences clear and complete. Check your grammar and spelling.

A model formal letter

See how a polite, complete opening sets the right tone.

Dear Sir or Madam,

I am writing to suggest an improvement to the town library. At present it closes at five o'clock, which is too early for students who finish school at four. I would be grateful if the council could consider opening it until seven in the evening on weekdays.

Thank you for taking the time to read my letter.

Yours faithfully, J. Chen

Notice the Dear Sir or Madam / Yours faithfully pair, the clear first line stating the purpose, the polite request, and the complete sentences with no short forms.