Email and Letter Writing Tips

Formal vs. Informal writing tips for second language learners.

• Don’t use contractions (I'm, can't, you're) for formal writing

E.g. I cannot attend the meeting sorry for any inconvenience caused. (FORMAL)

Sorry but I can't come to the meeting. (INFORMAL)

• Always use correct grammar, punctuation and spelling for formal writing.

E.g. Thank you for your prompt reply. (correct)

Thank you for your promptly reply (incorrect)

'prompt' is an adjective. Adjectives describe nouns.

‘promptly’ is an adverb. Adverbs describe verbs.

• If you start your letter/email with a name you should end with ‘Yours sincerely,’

E.g.

Dear Mr. Spencer,

Thank you very much for your email. We would appreciate it if you could send us a little bit more information before we can process your application.

Yours sincerely,

Mark Roberts.

• If you start your letter/email with ‘Dear Sir/Madam,’ or ‘To whom it may concern:’ you should end your letter with ‘Yours faithfully’

E.g.

To whom it may concern:

I am writing to apply for the position of Marketing Manager advertised in The Guardian newspaper on 5th June 2015.

……

……

Yours faithfully,

Matthew Spencer

• ‘Regards’, ‘Kind regards’ etc. are okay to use when you start to become less formal with the reader. Usually after you have sent a few emails/letters to each other already.