Useful Language for Letters Giving Information

Introduction

Paragraph 1: Appropriate opening remarks. State the purpose of the letter and give enough detail for the reader to understand the correct nature of the complaint.

Main Body

Paragraph 2: Give all the detail(s) of the complaint. Make sure you include all necessary dates, times, people involved, the inconvenience you faced, etc.

Paragraph 3: State what you would like to be done about the matter. Suggest action to be taken.

Conclusion: Appropriate closing remarks.

Useful Language for Letters of Complaint

Opening Remarks: (mild) I am writing to complain about / regarding / on account of / on the subject of …/ I am writing to draw your attention to… / I am writing in connection with…etc.

(strong) I was appalled at / I want to express my strong dissatisfaction with / I feel I must protest / complain about…etc.

Closing Remarks: (mild) I hope / assume you will replace / I trust the situation will improve / I hope the matter will be resolved / I hope the matter can be sorted out…, etc.

(strong) I insist you replace the item at once / I demand a full refund / I hope that I will not be forced to take further action etc.

Letters Asking for / Giving Information

l Their style can be either formal or informal.

Introduction

Paragraph 1: Appropriate opening remarks. State the purpose of the letters. If you are responding to an advertisement, say where you saw it.

Main Body

Paragraph 2: Make a specific request for information or give the appropriate information.

Paragraph 3: Finish the letter politely (offering to send any more information required if it is a letter giving information).

Conclusion: Appropriate closing remarks.

Useful Language for Letters Asking for Information

Opening remarks: (formal) I am writing to inquire about / in connection with, etc. (informal) can you let me know / I want you to tell me…, etc.

Introducing first request: (formal) Could you possibly send / I would be grateful if you could/ I would appreciate some information about, etc.

(informal) Can you send / tell me…, etc.

Introducing further requests: (formal) Could you also please send me / Another matter I also need information is…

(informal) can you also find out…, etc.

Closing remarks: (formal) I look forward to receiving / I would appreciate it if you could inform me as soon as possible, etc.

(informal) Please, let me know / Send me the details, etc.

Useful Language for Letters Giving Information

Opening remarks: (formal) I am writing in reply to your letter asking for information about / I am writing to inform you about / In reply to your query, etc. (informal) You wanted me to tell you a few things about / This is what I found out, etc.

Closing remarks: (formal) I hope that I have been of some assistance to you / Please inform me if I could be of any further assistance / Please do not hesitate to contact me if you need any further information, etc. (informal) I hope this will help you / Let me know if you need any more help, etc.

Letters of opinion

l They regard a person’s concern about and views on a certain matter and usually contain suggestions on how to tackle a problem. You need to state the nature of the problem and its causes and effects. Letters of opinion are usually letters to the authorities / editors of newspapers and are formal pieces of writing.

l They are written when a. we wish to express our approval or disapproval of something which is of interest to the general public or b. when we wish to reply to letters or articles previously published and on which we have strong views.

l Letters of this type tend to contain a combination of formal and informal language such as idioms, phrasal verbs and rhetorical questions. This is done in order to have a more persuasive effect on the readers.

l When writing a letter to the editor it is necessary to refer to what other people may think of the subject we are expressing our views on.

l Each point should be presented in a separate paragraph containing a clear topic sentence supported by examples and/ or justification.

Introduction

Paragraph 1: Appropriate opening remarks. State what subject you are going to give your opinion on and reason(s) for writing.

Main Body

Paragraph 2: Describe the problem(s) and consequences giving arguments to support your opinion.

Paragraph 3: Present opposing viewpoint and contradict it.

Paragraph 4: Suggest solutions / measures to be taken.

Conclusion: Sum up stating final conclusion and closing remarks.

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