| News / information
I thought you might be interested to hear about / know that...
This is just to let you know that...
By the way, have you heard about, did you know that...?
Beginnings / organisation
Write Dear + the person's name, if you know it (Dear Mr. Smith). Do not, begin Dear Sir (or a man), Dear Madam (for a woman), or Dear Sir or Madam (if it could be either). Don't use a title like Dear Manager.
In the first paragraph, clearly state your reason for writing. Use the middle paragraphs to explain the details, beginning a new paragraph for each main point. In the final paragraph, sum up and / or say what action you want to be taken.
Endings
Don't forget! If you begin with a person's name, e.g. Dear Mrs. Blake, you must end with Yours sincerely, not Yours faithfully. These endings are followed by a comma.
Job applications
First make it clear which job you are applying for, and mention where you saw the advertisement, and when. Give all the necessary information about yourself (including age, qualifications, past employment and other experience). Say why you are particularly interested in the job, and what you have to offer. Use a new paragraph for each main topic. It is useful to mention when you would be available for an interview:
I was interested in the advertisement in (newspaper / magazine) on (date) and I would like to apply for the post / position of (job title).
I am 21 years of age and I have a Diploma in Business Administration.
My reason for applying is that I am interested in tourism and I would like to be able to use my foreign languages.
I would be happy / able to attend an interview at tourism any time which is convenient to you.
Apologies
Explain why you are apologizing and what the reasons were for | | | your behaviour. If possible, offer to make up in some way (e.g. by paying for the damage) and/or promise that the problem won't happen again:
I am writing to apologize for the things I said at our last meeting / losing my temper.
I would like to say how sorry I am about the trouble I have caused / that you were disturbed.
The reason I missed the meeting was that my car broke down.
Please let me know how much it cost and I will gladly replace it.
I assure you that this will never happen again.
Complaints
State the subject of your complaint clearly in the first paragraph. Use the following paragraphs to give all the necessary details (including dates and times, the people involved, the inconvenience you've been caused, etc). Try to be clear and factual rather than emotional. Use the final paragraph to say what action you want to be taken now:
I am writing to complain about a holiday I booked with your company.
I am writing to say that I am not satisfied with the standard of service at your restaurant.
I must insist that you refund the cost of the bill.
I must ask you to...
Enquiries
In the first paragraph, explain what information you need. If you are responding to an advertisement, mention where you saw this. Use extra paragraphs to mention any specific questions you would like answers to:
I am writing to enquire about...
I was interested in your advertisement in 'The Daily News' and I would like to have further information about...
I would be grateful if you could send me full details of...
Could you send me your brochure / catalogue.
I look forward to hearing from you / receiving the information.
Opinions
Introduce the topic and give details of any letter, article, book or TV programme you are responding to. Develop your argument in | |