Writing a formal letter: Improve your writing skills!

1. Writing a formal letter:Improve your writing skills! www.myenglishonline.ca

2. Even though we often use email and fax to correspond today, business letters sent by post ("snailmail") are still very important. A well-structured letter is a pleasure to receive and creates a good impression. Letter Writing www.myenglishonline.ca www.myenglishonline.ca

3. The layout of a modern business letter in English is simple. There are phrases that are usually found in any standard business letter. Letter Writing www.myenglishonline.ca www.myenglishonline.ca

4. These are the main topics we will work on in this activity: 3 1 2 Outline of a formal letter Example Formal expressions www.myenglishonline.ca

5. Writing a formal letter Do not miss the last activity in Language Explorer 7! www.myenglishonline.ca

6. Step1: Outline of a formal letter. 1 Outline www.myenglishonline.ca

7. Step1: Two possible shapes 1 Outline

8. Step1: 1 Outline

9. Step1: Here is another shorter formal letter following the same outline: 1 Outline

10. Think of a basic business letter in three steps: 1 • Introduction - The reason for writing The introduction helps the reader understand in which context the letter should be considered. Possibilities include job interview inquires, business opportunity requests, complaints, and more. Each type of business letter has its own standard phrases. • Details - What you would like to accomplish The detail section of a business letter is extremely important. This is where you achieve your goals in writing a business letter. • Conclusion / Next Steps - What you would like to happen in the future Provide a call for future action. This can be a chance to talk in person, a follow-up letter or more. It's important and expected to make it clear what you would like for the next step from the person reading your business letter. Outline

11. Step2: Formal Expressions 2 The Reason for Writing I am writing to... ... inquire about
... apologize for
... confirm
... comment on
... apply for Formal expressions www.myenglishonline.ca

12. Step2: Formal Expressions The Reason for Writing Examples: I am writing to inquire about the position posted in The Daily Mail. 
I am writing to confirm the shipment details on order # 2346. 
I am writing to apologize for the difficulties you experienced last week at our branch. 2 Formal expressions www.myenglishonline.ca

13. Step2: Formal Expressions Requesting Could you possibly?
I would be grateful if you could Agreeing to Requests I would be delighted to Giving Bad News Unfortunately
I am afraid that 2 Formal expressions www.myenglishonline.ca

14. Step2: Formal Expressions Requesting Could you possibly?
I would be grateful if you could Agreeing to Requests I would be delighted to Giving Bad News Unfortunately
I am afraid that 2 Formal expressions www.myenglishonline.ca

15. Step2: Formal Expressions Examples: Could you possible forward your job requirements? 
I am afraid that I will be able to attend the conference next week. 
I would be delighted to give you a tour of our facility this coming month. 2 Formal expressions www.myenglishonline.ca

16. Step2: Formal Expressions • Closing Remarks • Thank you for your help • Please contact us again if • we can help in any way.
there are any problems.
you have any questions. • Reference to Future Contact • I look forward to 
hearing from you soon.
meeting you next Tuesday.
seeing you next Thursday. 2 Formal expressions www.myenglishonline.ca

17. Let’s practice! Make An Inquiry You saw an advertisement in yesterday's Free Press featuring beautiful lawn chairs. You would like to get more information and receive a detailed catalogue. You would like to know if online shopping is also possible. The company’s name and address is Garden Experts Green Str 234 Brandon Manitoba Z6R4D6 3 Example www.myenglishonline.ca

18. Let’s practice! Important Language to Remember The Start: Dear Sir or Madam To Whom It May Concern - (very formal as you do not know the person to whom you are writing) Giving Reference: With reference to your advertisement (ad) in...Regarding your advertisement (ad) in ... Requesting a Catalog, Brochure, Etc.: After the reference, add a comma and continue - ... , would (Could) you please send me ... 3 Example www.myenglishonline.ca

19. Write a formal letter requesting a catalogue using the format introduced in this handout.Include all the information given.Save the letter as a word document and send it to your eFacilitator. Make sure you edit your letter! Now it is your turn:Activity 4 Week 2 www.myenglishonline.ca

20. Links and Sources: Types of Business Letters http://esl.about.com/od/businessenglishwriting/a/Types-Of-Business-Letters.htm Excellent interactive course about letters of complaint: http://learnenglish.britishcouncil.org/en/business-magazine/complaining General Information about formal letters: http://web2.uvcs.uvic.ca/elc/sample/beginner/wt/wt_26.htm Sources: Page 2: http://www.englishclub.com/esl-articles/200004.htm Page 3: http://www.englishclub.com/esl-articles/200004.htm Page 7: http://web2.uvcs.uvic.ca/elc/sample/beginner/images/wtimages/wt_24.gif Page 8, 9 : http://web2.uvcs.uvic.ca/elc/sample/beginner/images/wtimages/wt_25.gif Page 10: http://esl.about.com/cs/onthejobenglish/a/a_basbletter.htm Page 11 - 18: http://esl.about.com/cs/onthejobenglish/a/a_basbletter.htm www.myenglishonline.ca

21. Happy E-learning www.myenglishonline.ca