How to write Formal and Informal Letter-Writing.pptx

Writing skills - Letter writing

1. Formal and Informal Letter Writing Letter writing is an art that has been around for centuries. From love letters to business communication, let's explore the different types of letters and how to write them successfully. by Nargiza Zokirova

2. Formal Letters 1 Format & Structure A formal letter should follow a specific format including the sender's and recipient's addresses, date, and a formal salutation. Use a professional tone and keep your message concise and to the point. 2 Examples Scheduling a job interview, submitting a business proposal, making a complaint to a company, writing to an authority figure. 3 Key Differences Formal letters are usually sent to people you don't know very well and have a professional tone. They require a certain level of formality and should use proper titles. 4 Tips Do your research and address the letter to the right person. Be clear about your purpose and use professional vocabulary. Proofread and edit your work carefully.

3. Informal Letters Format & Structure Informal letters have a more relaxed structure and allow for a more personal tone. Use a casual greeting and include an introduction, a body, and a closing. End with a friendly sign off. Examples Inviting a friend to an event, thanking someone for a gift, writing to a pen pal, catching up with an old friend. Key Differences Informal letters are usually addressed to friends, family, or people you know well. They allow for a more conversational tone and often include personal anecdotes and stories. Tips Be yourself and use a tone that feels comfortable. Avoid using overly formal language and feel free to include humour or fun anecdotes. End the letter with a personal touch.

4. Style and Tone Clear and Concise Use simple language and keep your message to the point. Be clear about your purpose and avoid using overly wordy sentences. Pleasant and Positive Use a friendly tone and try to connect with your readers on a personal level. Avoid using negative language and focus on positive aspects of your message. Creative and Original Add a personal touch to your message and try to make it stand out. Be creative with your language and try to paint a picture for your readers. Cultural Awareness Be aware of cultural differences when writing to people from different parts of the world. Avoid using language that could be considered offensive or insensitive.

5. Language and Vocabulary Formal Language Use professional vocabulary and avoid using contractions. Use proper titles and address your reader respectfully. Informal Language Use casual language and contractions. Try to connect with your reader on a personal level and use more slang and colloquial expressions. Vocabulary Tips Use a thesaurus to find alternative words and avoid using repetitive language. Be aware of tone and choose words accordingly. Slang and Colloquialisms Be careful when using slang and colloquial expressions. They can be useful for informal letters but can be confusing or offensive to people from different parts of the world.

6. Common Mistakes to Avoid 1 Spelling and Grammar Double-check your spelling and grammar before sending your letter. Use spell-check and ask someone to proofread it for you. 2 Tone and Language Be aware of your tone and language. Make sure your message is appropriate for your audience. 3 Structure and Format Follow the correct format and structure for your letter. Use a clear and legible font.

7. Tips for Success Preparation Take time to plan your message and organise your thoughts. Consider your audience and the purpose of your letter. Timing Consider the urgency of your message and send your letter accordingly. Allow enough time for your letter to be received and acted upon. Pleasantness Make your letter personal and add a touch of warmth. Try to connect with your reader on a human level. Creativity Add a personal touch to your letter and try to make it stand out. Be creative with your language and make your message memorable.

8. The Art of Letter Writing Writing letters can be a rewarding and enriching experience. Follow these tips and guidelines to write successful letters that will connect with your readers and convey your message effectively.

9. Formal/Informal letters Informal letters => written to a friend or family member in a social context (to thank, to invite a party, to congratulate) (10%) Formal letters => written to an organization, shopping center, or councils, or responsible bodies => government => in a formal context (to complain, to request information) (90%) What is the question structure? Rubric => description of the situation You stayed in a hotel and did not satisfy with the service. Write a letter to the hotel manager. In your letter: Bullet points (mainly three) Introduce yourself Say what was the problems Suggest what can be taken

10. Formal letter structure => There five ingredients: Greetings Introduction Main body 1 Conclusion Ending/Signature

11. Greetings If the gender is not mentioned, just use Dear Sir or Madam Write a letter to the manager, police officer, school director, college secretary => we do not know their gender If the gender of the letter reciever is obvious from the context, just use Sir, or Madam based on the gender Write a letter to Hollywood actress => Dear Madam, Write a letter to the nurse at the hospital => Dear Madam, Write a letter to the waiter => Dear Sir If the letter reciever's name is mentioned, just use his/her name, or give his/her gender - Sir or Madam Write a letter to Mr. John => Dear mr. John => Dear Sir Write a letter to Mrs Marple => Dear Mrs. Marple => Dear Madam

12. Introduction What to write in an introduction Paragraph in Task 1 There is no cafeteria in your workplace. Write a letter to your manager. In your letter: say about the inconvenience how you feel about it ask to set up a cafeteria Introduction => mention the reasons why you are writing this letter WHAT is the PURPOSE of the letter? PURPOSE is already mentioned in bullet points include one or two sub-questions

13. Dear Sir or madam, The reason why I am writing this letter (addressing you) is that I want to inform you about inconvinience of the lack of cafeteria as well as request to introduce one in our workplace. On the one hand, the first important thing which should be mentioned is that this is also causing various inconveniences to the employees. Because some of our employees have some health problems and they usually need to eat fast, but our office does not have the conditions for this. On the other side, I hope that you will find a solution to this soon because some of our workers are leaving work due to the lack of a coffee shop, which is causing inconvenience to our office. So you will find a solution to this soon, it is important to us. Finally, having given the previous facts , I hope you will take immediate action in order to solve the issue as well as look forward to hearing from you in the future . Thus do not hesitate to contact me. Yours faithfully Sarvinoz

14. The Ending/Signature/Closing The style of the letter determine how you have to close it. Check out the suggested closing sentences for each type of letter in the General IELTS Test. The closing sentence should be the last sentence of your letter. Formal style (To someone you have not met, whose name you don’t know) Yours faithfully, Semi-formal (To someone you may or may not have met, whose last name you know) Yours sincerely, Informal (To someone you know well, whose first name you know and use) Best regards, Warm wishes,

15. Dear Sir or Madam,

The reason for which I am writing this letter is that our office does not have any cafeteria for its staff where they can go and sit to enjoy some snacks, drinks and food. Now, this would not really be much of an issue if they did not have to walk about 10-12 minutes to grab something for them when they need something to eat or drink during their short breaks and thus collectively waste many important work hours. Besides, going out like this just to get some snacks or get a cup of coffee is rather inconvenient for us, especially, when the weather condition is not favourable.

Therefore, I would like to request you to set up a staff cafeteria in the large empty room at the corner of our office, which remains unused most of the time. That will make sure that our staff have at least one less issue to worry about when trying to be more productive and efficient at work.

I hope you will consider the issue and arrange to set up a cafeteria soon. Thank you in advance.

Yours faithfully,

Andrew Jones

16. Your English-speaking friend who lives in your town has asked for your advice about learning a new sport. Write an email to your friend. In your email, recommend a new sport that would be suitable for your friend to learn explain how your friend could learn this sport suggest that you both learn this sport together Dear Frank, Thanks for your email that gives so many details about what is happening with your life. I'm glad to know about them. And I hope that the weather is pleasant for your liking. I understand that you are seeking my advice in learning a new sport which you are going to like and enjoy playing. I think that indoor table tennis is the best sport for you to try. I'm recommending this indoor sport for you because it'll save you from the uncomfortable heat and humidity of the outdoors. Learning to play table tennis is rather easy and fun. In fact, if you can move fast and spin your wrist at will to hit the ball, you're a winner in this game! In other words, it's all about speed and timing rather than strength. But, before all of that, you need to practice bouncing the ball so that you can develop your control as well as your feel for the bat on the ball. But, guess what, I have got an even better idea! How about we learn this sport together!  See you soon. Take care. Warm regards, George

17. [email protected] n dot s dot zokirova at buxdu dot uz Begin with a greeting Always open your email with a greeting, such as  “Dear Lillian” . If your relationship with the reader is formal, use their family name ( eg.   “Dear Mrs. Price” ). If the relationship is more casual, you can simply say,  “Hi Kelly” . If you don’t know the name of the person you are writing to, use:  “To whom it may concern”  or  “Dear Sir/Madam” . 2. Thank the recipient If you are replying to a client’s inquiry, you should begin with a line of thanks. For example, if someone has a question about your company, you can say,  “Thank you for contacting ABC Company”.  If someone has replied to one of your emails, be sure to say,  “Thank you for your prompt reply”  or  “Thanks for getting back to me”.  Thanking the reader puts him or her at ease, and it will make you appear more polite.

18. 3. State your purpose If you are starting the email communication, it may be impossible to include a line of thanks. Instead, begin by stating your purpose. For example,  “I am writing to enquire about …”  or  “I am writing in reference to …” . Make your purpose clear early on in the email, and then move into the main text of your email. Remember, people want to read emails quickly, so keep your sentences short and clear. You’ll also need to pay careful attention to grammar, spelling and punctuation so that you present a professional image of yourself and your company. 4. Add your closing remarks Before you end your email, it’s polite to thank your reader one more time and add some polite closing remarks. You might start with  “Thank you for your patience and cooperation”  or  “Thank you for your consideration”  and then follow up with,  “If you have any questions or concerns, don’t hesitate to let me know”  and  “I look forward to hearing from you” . 5. End with a closing The last step is to include an appropriate closing with your name.  “Best regards” ,  “Sincerely” , and  “Thank you”  are all professional. Avoid closings such as  “Best wishes”  or  “Cheers”  unless you are good friends with the reader. Finally, before you hit the send button, review and spell check your email one more time to make sure it’s truly perfect!

19. THANK YOU FOR YOUR ATTENTION THANK YOU FOR YOUR ATTENTION