How to write a formal Letter / Email ? | B2 First (FCE) | engxam.com (2024)

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B2 First (FCE) Formal Letter/Email: Structure

B2 First (FCE) Formal Letter/Email: Model Answers

B2 First (FCE) Formal Letter/Email: Example topics

B2 First (FCE) Formal Letter/Email: Useful phrases

Writing paper will require a response which is consistently appropriate for the specified target reader, and for example, you can expect to be asked to write different kinds of letters/emails. Moreover, their register and style can be formal or informal.

Formal letters are writtento an individual or to an organisation. The purpose may be, for example,

• to apply for part-time or holiday work (application letter)
• to apply for study or scholarship opportunity (application letter)
• to complain about something (complaint letter)
• to make suggestions about something
• to request information (enquiry letter)

The FCE test does not require you to include dates or addresses in any of your letters, whether formal or informal.

B2 First (FCE) Formal Letter/Email: Structure

1. Salutation

If you don’t know the name of the person you are writing to, use “Dear Sir or Madam,” whereas if you know the person’s name you write“Dear Mr Smith” or “Dear Ms Smith”.Use the title “Ms” if you don’t know if the woman is married or unmarried.

2. The first paragraph (opening)

Here, you state your reasons for writing the letter and, if needed, what you are responding to. This should not be more than a couple of lines.

Useful phrases for the opening

• I would like to apply for one of the scholarships I saw advertised in your prospectus.
  (applying for a scholarship)
• I am looking for outdoor work during the summer holidays and I would like to apply for the position of hotel lifeguard assistant which I say advertised in my university’s student newspaper.
  (applying for a job)
• I have seen your advertisem*nt for the job in the local newspaper. I am writing because I would like to apply for the job.
  (applying for a job)

3. The next paragraphs (main content)

In the next paragraphs, you give more details about why you are writing. Give relevant information, but don’t expand too much. Use linking structures to make your letter flow.” Moreover”, “Furthermore”, “In addition” are all good examples of words that can be used to link sentences together.

You should always be polite and respectful, even if you complain. A useful way to achieve it especially in formal letters is to use ‘modal verbs’, i.e., would, could or should.

4. The last paragraph

The last paragraph consists of telling the person what you would like them to do as a result of the letter, whilst also thanking them for their time. – “Thank you for your time. I hope to hear from you at your earliest convenience”

5. Closing

When signing off, look at how you started as a guide. If you don’t know the name of a person you can sign off with“Yours faithfully,” and if you do know thename of the person you should use “Yours sincerely,”. Your full name a surname should then be written under this.

It’s very important to write simply, clearly and logically informal letters. Contractions should not be used (“I am” not “I’m”). Therefore, keep your lettershort, direct and to the point

B2 First (FCE) Formal Letter/Email: Model Answers

B2 First (FCE) Formal Letter/Email: Example topics

B2 First (FCE) Formal Letter & Email: Writing Checklist

After writing your text, you can check it yourself using the writing checklist below.

How to do that? Simply check your text/email by answering the questions one by one:

Content

• Have I covered all the key information required by the task?
• Have I written only information which is relevant to the task?
• Have I developed the basic points in the task with my own ideas?

Communicative Achievement

• Have I achieved the main purpose(s) of the text (for example, explaining, persuading, suggesting, apologising, comparing, etc.)?
• Have I communicated a balance of straightforward and more complex ideas?
• Have I used a suitable style and register (formal or informal) for the task?

Organisation

• Have I used paragraphs appropriately to organise my ideas?
• Have I used other organisational features appropriately for the genre of the text (for example, titles, headings, openings, closings, etc.)?
• Is the connection between my ideas clear and easy for the reader to follow? (For example, have I used appropriate linking words, pronouns, etc. to refer to different things within the text?)
• Are the ideas balanced appropriately, with suitable attention and space given to each one?

Language

• Have I used a wide range of vocabulary?
• Have I avoided repeating the same words and phrases?
• Have I used a range of simple and more complex grammatical structures?
• Have I correctly used any common phrases which are relevant to the specific task or topic?
• Is my use of grammar accurate?
• Is my spelling accurate?

B2 First (FCE) Formal Letter & Email: Tips

• Begin your letter by saying why you are writing.
• Say where you saw the advertisem*nt
• Remember, the letter uses formal language.
• Try to avoid using exactly the same words that appear in the notes.
• Make sure you have included all the points from the notes.
• Use an appropriate closing formula.
• Decide what each paragraph will say before you start writing; each paragraph should have a specific purpose.
• Imagine you are really writing the letter and put yourself into the writer’s position.
• Check your work for accuracy, punctuation and spelling.

B2 First (FCE) Formal Letter/Email: Useful phrases

We will finish it with some useful vocabulary mostly used to organize information. Although it is taking a shortcut, if you learn several expressions for each paragraph in each type of text that could be on your exam, you will certainly be able to create a very consistent and well-organized text.

Greetings

Dear Sir
Dear Madam
Dear Sir/Madam
Dear Mr Brown
Dear Ms Jones etc

Reason for writing

I am writing in response to your article/advertisem*nt/letter.
I am writing with regard to your article/advertisem*nt/letter.
I am writing regarding your article/advertisem*nt/letter.
I am writing on behalf of

Referring to their letter

As you stated in your letter, …
Regarding … Concerning … With regard to …

Ending the letter:

I look forward to receiving your reply.
I look forward to your reply.
I look to hearing from you.

Closing

I am, yours faithfully (if you don’t know the name of the person you are writing to).
I am, yours sincerely (if you know the name of the person you are writing to).
Yours faithfully.
Yours sincere

Letters to complain: Useful phrases

Reasons for writing

I am writing in order to complain about.
I am writing to complain about

Introducing the complaint:

Firstly.
In the first place.
First of all.
My first complaint is
The first problem is
The first thing I would like to draw your attention to is.
My first concern is

Introducing further complaints:

Secondly.
In the second place
Not only …….but also
In addition.
In addition to this.
Added to this
….was also unacceptable

Demanding action:

I suggest that you replace the item.
I therefore suggest that I be given a full refund .
I would be grateful if my money was refunded
I would be grateful if you could give me a full refund

Letters to request information: Useful phrases

Reason for writing:

I am writing to receive further information about.
I am writing to enquire about. I am writing to receive more detailed information about.
I am writing to receive further details about

Requesting first piece of information

The first thing I would like to know is.
First of all I would like to know
I wonder if you would mind telling me first of all ….?

Requesting further information:

Could you also tell me….?
Could you also inform me ….?
Would you also mind informing me ….?
Would you also mind telling me ….?
Do you know ….?
I would also like to know if.
I would also like to know whether
I hope you might also let me know about …

Thanking for information:

I would like to thank you in advance for this information.
Thanking you in advance for this information.

B2 First (FCE) Formal Letter/Email: Questions & Answers

What is the purpose of the letter?

The task will tell you exactly what you have to do. This may include: asking for or giving information; initiating action or responding to a request; giving feedback on suggestions; making complaints, suggestions, or corrections.

Who will read it?

Probably someone who you do not know well, if at all. This may be a named individual, or an unnamed representative of an organisation, possibly a person in a position of authority or responsibility.

What style should I use?

Be polite. Use indirect expressions, formal linking phrases and set phrases wherever appropriate. Avoid being too familiar, or using contractions and colloquial language.

What information should I include?

In a transactional letter, you will need to read all the information you are given. This will include the task itself, plus one or more additional texts, such as letters, memos, adverts, and handwritten notes. You must respond to all the questions and points in the texts or notes.

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