HOW TO WRITE A FORMAL LETTER / EMAIL IN ENGLISH | CAMBRIDGE EXAM WRITING STRUCTURE

Summary

In this video, Mrs. A explains how to write formal emails and letters for official exams, such as Cambridge. She highlights key differences between formal and informal writing, emphasizing the importance of avoiding contractions, slang, and phrasal verbs. The structure and style of formal writing are discussed in detail, including proper greetings, the body of the email, and formal pre-ending statements. Mrs. A provides practical advice on when to use formal language, common mistakes to avoid, and how to end emails appropriately, all supported by a sample job application email.

Takeaways

• 😀 Formal email and letter writing in exams requires a specific structure, even though it's different from real-life communication.
• 😀 The main difference between writing a formal email and a formal letter is the length; emails are typically shorter than letters.
• 😀 At a B1 level, writing a formal email is rare, but it becomes more common at B2, C1, and C2 levels with increasing word counts.
• 😀 Avoid contractions (e.g., 'can't' → 'cannot') and slang when writing formal emails or letters.
• 😀 Phrasal verbs (e.g., 'get up') are too informal for formal writing; use formal alternatives like 'request' instead of 'ask for'.
• 😀 Acronyms like 'ASAP' or 'LOL' should never be used in formal writing. Always use the full form of expressions.
• 😀 When writing formal emails or letters, always use formal language; for example, use 'required' instead of 'need' or 'enclosed' instead of 'attach'.
• 😀 If you don't know the recipient’s name, start with 'Dear Sir or Madam' or 'To whom it may concern' with the correct punctuation.
• 😀 In the body of the email or letter, clearly state the purpose right at the beginning (e.g., 'I am writing to apply for...').
• 😀 Use pre-ending statements like 'I look forward to hearing from you' to signal the conclusion of the letter or email.
• 😀 End formal emails with 'Yours faithfully' (if you don't know the person) or 'Yours sincerely' (if you know the person), followed by your full name.

Q & A

What is the main difference between writing an email and a formal letter in an exam setting?

The main difference is length. An email is typically shorter (three to four paragraphs), while a formal letter is longer. However, the structure and style are the same for both.

At what level is it common to be asked to write a formal email or letter in exams?

Writing a formal email or letter is more common at B2, C1, and C2 levels. B1 students are usually asked to write informal emails.

Why should contractions be avoided in formal writing?

Contractions like 'can't' or 'won't' are considered too informal for academic writing. Instead, you should use the full forms like 'cannot' and 'will not'.

What type of vocabulary should be avoided in formal emails or letters?

You should avoid slang and overly casual language. This includes expressions like 'wanna', 'gonna', or 'gotta', which are too informal for formal writing.

What is a phrasal verb and why should it be avoided in formal writing?

A phrasal verb is a verb combined with an adverb or preposition that changes its meaning (e.g., 'get up'). Phrasal verbs are informal and can make your writing sound less professional. It's better to use formal alternatives like 'request' instead of 'ask for'.

Why are acronyms like 'ASAP' or 'LOL' inappropriate in formal writing?

Acronyms such as 'ASAP' (as soon as possible), 'LOL' (laughing out loud), or 'OMG' (oh my god) are considered too informal and should not be used in formal emails or letters.

What is the correct way to address someone in a formal email if you don’t know their name?

If you don’t know the person’s name, you should address them as 'Dear Sir/Madam' or use 'To whom it may concern.'

What is a pre-ending statement and when should it be used?

A pre-ending statement is a sentence that indicates you are about to finish the letter or email. Examples include 'I look forward to hearing from you' or 'I look forward to your reply.' It should be placed in a separate paragraph before the closing.

What is the difference between 'Yours faithfully' and 'Yours sincerely' in formal writing?

'Yours faithfully' is used when you don’t know the person’s name, while 'Yours sincerely' is used when you do know their name.

What should you do if you’re not sure about the formality of a letter or email in an exam?

If in doubt, always err on the side of caution and use more formal language. Avoid contractions, slang, and phrasal verbs, and ensure that you follow the standard formal writing structure.