LETTERS
The table below illustrates the differences between Informal and Formal letters
Informal Formal
• writing to a friend or a • writing to a person you may not
Audience member of your family. know personally or who you
• language and tone will be know in a more formal way.
informal with a friendly • language and tone is formal
approach • always be polite
• may have a chatty tone but
slang is not allowed
• to keep in touch with • to apply for a job
someone you know or are • to give your views on an issue of
Purpose related to. concern to you
• to give information and • to complain
enquire about things that are • to request information
of mutual interest e.g. family
matters, gossip or sharing
news, congratulate or
sympathise
• include your address and the • include your address and the
Format date. date
• salutation will be formal with • include the address of the
use of the first or familiar recipient.
name e.g. Dear Gran, Dear • salutation is more formal, ‘Dear
Andy. Mr Monyaki’ or ‘Dear Sir/Madam’
• ending/closing will be • include topic line
informal, such as ‘Your best • ending/closing will be formal
friend/ Yours sincerely/Your such as ‘Yours faithfully.’ (If
favourite niece’ letter was started with the name
of the person ‘Dear Mr Monyaki’
then the letter may end with
‘Yours sincerely’
• signature and name of sender
• topic will tell you what the • topic will tell you what the
Content content should be. content should be.
• plan opening paragraph, • plan opening paragraph, central
central points and organise points and organise what you
what you want to say. want to say.
• arguing or putting across your
points logically is important and
strengthens your case
• be concise and to the point
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ACTIVITY 1: Understanding register in letters
Read text A and decide:
1. who wrote it
2. why was it written
3. what is the register (remember that lexis is very important in register)
TEXT A:
Dear Ms Roberts,
I am writing in reference to your advertisement for summer language courses abroad. I would like to
receive more detailed information about the courses you offer. I would be able to attend a course for two or
three weeks in June. Could you please send me more information and details of prices?
I would particularly like to know how many students attend the school, and the maximum number of
students per class. I would also like to know the resources the school has. Your article mentioned a
language library and fully equipped computer rooms. Would it be possible to use these facilities also in the
evenings? Could you inform me of the staff? Are they all qualified teachers?
I would be grateful if you could send me more details regarding the social and sports programmes offered.
Are the activities included in the price of the course?
Furthermore, I would appreciate your informing me on the amenities near the school.
I look forward to receiving your reply.
Yours sincerely,
Now read text B and decide:
1. Who wrote it?
2. If the writer makes his point clear?
3. The register and type of language used?
4. If the writer is rude?
5. How the chocolate manufacturers will react to the letter?
TEXT B:
Dear Madam,
I bought a bar of your “Dark Fantasy Delight” chocolate at my neighbourhood store and it was all mouldy with
little white specks in it. Of course, the chocolate was on the shelf for too long and it went bad. Anyway, I
unwrapped the wrapper and ate a piece, it was absolutely disgusting and made me sick to my stomach and
so now I want my money back!
If you don’t give me my money back I think that I’ll go to my lawyer and have him start legal proceedings
against you and your chocolate company. Sometimes you manufacturers of chocolate bars think that you
can get away with murder!
You’d better send me the money or better yet, you could even send me a year’s supply of decent chocolate.
I want an answer and I want it fast.
Yours,
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Formal to Informal Writing
Match the phrase in column A with a phrase in column B that has a similar meaning.
A (Informal) B (Formal)
Can’t wait In reference to
About Would be able to
Tell Furthermore
Can Please/would you
Say Inform
Answer Mention
Also Would like
want Look forward to
Reply
Now re-write text A using informal language. Pay close attention to the areas highlighted in
grey.
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FORMAL LETTERS
Formal letters are written for different purposes such as…
□ To order something
□ To make enquiries
□ To complain about a service/goods
□ To apply/enquire about a job
□ To express gratitude
Layout of formal letters
1. The Greeting
If you know the name of the person you are writing to, begin:
• Dear Mr Jones (to a man)
• Dear Mrs Jones (to a married woman)
• Dear Ms Jones (to a woman)
If you don’t know the name of the person you are writing to, begin:
• Dear Sir (to a man)
• Dear Madam (to a woman)
• Dear Sir or Madam (when you don’t know which)
2. The opening paragraph
This paragraph (1 or 2 sentences) contains a clear statement of your reason for writing. Some
typical openings are:
• I am writing in/with reference to.....
• I am writing in response to....
• I am writing to complain about...
3. The body of the letter
The body can contain 1-3 paragraphs, very rarely would it contain 4 or more paragraphs. The body
contains all relevant information.
4. Signalling the end
The final sentence or paragraph often indicates that the letter is going to finish. Some typical
sentences are:
• I look forward to receiving your reply
• Thanking you in advance for your consideration
• I look forward to hearing from you
• Please find enclosed a copy of my CV for your perusal
5. The closing
This phrase puts an end to the letter. If you know the name of the person you are writing to, end
with
• Yours sincerely,
if you don’t know the name of the person you are writing to, end with
• Yours faithfully,
6. The signature
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Application letters
A letter of application is written to accompany a CV when applying for a job or sent on its own to
request an application form for a job. As in all formal letters, a letter of application must follow
certain rules if you want to give a good impression. You can also write a letter to apply for a
bursary, grant or sponsorship.
The section below shows the most common structures for this type of letter.
1. Introduction
I am writing in response to…
I am writing with/in reference to…
I am writing in reply to…
e.g. I am writing with reference to your advertisement in (newspaper) for the position of…
I would like to apply for the position of…advertised in…
I am interested in the position of…
2. Personal Details
I am 17 years of age and…
I am a 25-year-old graduate of (subject)
I have been working as a (occupation) for (company / length of time).
I have (x) years experience in ……
In the future I hope to be able to (plans)
I attend X school that
3. Reason
I would enjoy / appreciate the opportunity to…
I feel that the work would be …
Your donation will…
4. Extra Points
I have also…
Furthermore / In addition / Moreover…
5. Arrangements
I would be able to attend an interview at any time that is convenient for you.
I would be able to attend an interview at any time except…
We would be able to collect / arrange for collection …
6. Conclusion
Thank you in advance for your consideration.
I look forward to hearing from you.
Please find enclosed a copy of my CV for your perusal.
Activity 7: Letter Writing Practice
You want to find a temporary job for the holiday, and you have seen this advertisement in a
newspaper. Write a letter of application in response to the advertisement.
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WE’RE
HIRING
FOR THE
HOLIDAYS
GRAB YOUR CHANCE
TO GAIN GREAT
WORK EXPERIENCE
WE ARE LOOKING FOR TILL OPERATORS, SALES
ASSISTANTS AND REPLENISHERS FROM 16 – 30 JUNE.
16 YEARS OR OLDER? ABLE TO WORK WEEKENDS, PUBLIC
HOLIDAYS AND EVENINGS OVER THE HOLIDAYS?
Apply today: SMS HOLIDAY to 3334 and follow the prompts.
R 1.50 per SMS. Applications may take up to 7 SMS. The personal information
you proive will be used for recruitment and/or employment purposes only. This
advert will close automatically once sufficient applications have been received. As a
proud South African brand, Woolworths is committed to transformation. Meeting
our Employment Equity goals will be taken into account in our recruitment
decisions.
[Source: [Link]
woolworths-to-you-to-45151/2070569309629691/?_rdc=1&_rdr]
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Letter to the Editor
Want to make your voice heard? Do you feel strongly about something? Are you always driven by
that desire to change the world? Why not express your views through a letter? Most newspapers
and magazines publish letters written by their readers. When you write a letter to the editor of a
widely circulated newspaper, you are actually reaching out to a much larger audience. If your letter
to the editor gets published, it will be read by many of people.
REMEMER: When you write a letter to the press/editor, you are writing it to express your views,
not because you expect the newspaper to solve the problem.
Useful Expressions
To begin the letter
• I am writing this letter in response to the article/letter…
• I am writing to express my support for/(dis)approval of …
• I am writing with regard to …
• I am writing about …
• I have just read …
To state an opinion
• In my optinion, …
• I (do not) feel/believe/think …
• I am (totally) opposed to/in favour of …
• I strongly (dis)agree with …
To express the consequences/results
• This will/would mean …
• Then …
• Therefore, …
• As a result, …
• Consequently, …
• If we/they do/did this, …
• Obviously, …
• Clearly, …
To end the letter
• I hope my comments/suggestions/points will be taken into consideration
• I hope the government/local council/we will …
• I hope something will be done about this urgently
Activity 8: Letter writing practice
There is much debate about whether Grade 12 final results should be published in the newspapers, or
not. Write a letter to the editor of your local newspaper expressing your views on this matter.
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EXAMPLE LETTER TO THE EDITOR
8 Serengeti Street
NOTE: Any formal letter must be Triangle
addressed to a specific person – be Smallville
guided by the brief in the question. 2037
12 February 2021
The Editor
The Triangle Tribune
PO Box 123
Smallville
2037
Sir /Madam
State the problem
Electricity and water disruptions
During the past month we have experienced ………………………………………
………………………………………………………………………………………………
The consequences of these disruptions …………………………………………………
Provide more detail
…………………………………………………………………………………………………...
Several requests were made to the municipality to investigate the cause of these
disruptions but to date they have not responded. Going public with our plight is our
last resort…….
Yours faithfully
Suggest possible solution
B Monyaki
B Monyaki (142 words)
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INFORMAL LETTERS
SOME USEFUL PHRASES
INTRODUCTION
• It’s great to hear from you. / Many thanks for your e-mail / letter.
• Sorry it's taken me so long to write back. / I haven't written for ages but …
• I’ve been really busy recently. / You’ve to know that I’ve been working really hard.
• I hope you’re fine. / I hope you and your family are well. / I do hope this e-mail / letter will
find you in good health and spirits.
REFERRING TO GOOD / BAD NEWS
• Glad / sorry to hear / read about …
• I'm really glad / very happy to hear / read about …
• I'm extremely sorry / very sad to hear / read about …
MOVING THE TOPIC ON
• By the way, have you heard about … / Did you hear about … / Tell me about …
• Oh, another thing I wanted to mention … / So you want my advice about …
• Anyway, the reason I’m writing … / Anyway, I was wondering …
• I thought I’d write to tell / ask you …
ENDING
• Looking forward to hearing from you. / Hope to hear from you soon. / Write back soon!
• Make sure you write soon! / Keep in touch! / Drop me a line if you have time!
• Take care of yourself! / Look after yourself!
• Let me know if you need anything. / Just give me a call if you have any questions left.
Activity 9: Letter writing practice
Informal letters are written for various reasons, just like formal letters however informal letters are
written to friends or family members. The purpose is mainly to keep in touch or to share
information.
Write an informal letter on one of the topics below.
1. Your cousin has recently returned from the Zoë-life gap-year programme advertised
in activity 6. Write a letter to him/her asking about their experience.
2. Your neighbour has decided to earn an extra income by mixing his own organic
fertiliser. This is causing an undesirable smell and inviting flies to the property. Write
a letter to your neighbour complaining about the problem and
presenting a solution that will benefit you both.
3. A family member has recently sponsored you to take a French
language course. Write a letter to thank him/her.
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