IB English B Topic Formal Letters & Emails Revision…

Writing With Precision and Professionalism

Formal letters and emails test whether you can adapt your writing to a professional or institutional audience.
The examiner checks if your structure, tone, and vocabulary show respect, clarity, and a clear purpose.

Formal Letters

Definition

Formal letter

A structured, written message for an official purpose, showing respect and professionalism.

Purpose, Audience & Register
1. Purpose: Apply, complain, request, or provide official information.
2. Audience: Organisations, officials, institutions, employers.
3. Register: Formal, polite, direct.
Layout & Conventions
1. Date at the top.
2. Recipient’s name and title (if known).
3. Formal greeting (“Dear Sir/Madam,” or “Dear Dr Smith,”).
4. Organised paragraphs (intro, body, conclusion).
5. Formal closing (“Yours sincerely,” if you know the name / “Yours faithfully,” if not).
6. Full name and sometimes signature.

Example

Salutation
Dear Ms. Mitchell,

Introduction
I am writing to express my strong interest in the Summer Language Immersion Programme advertised on your institution's website. As a dedicated language student currently pursuing the International Baccalaureate Diploma, I believe this programme would greatly enhance my linguistic abilities and cultural understanding.

Body Paragraph 1
I am currently studying English B at Higher Level and have maintained excellent grades throughout the course. My teachers have consistently praised my commitment to language acquisition and my enthusiasm for cross-cultural communication. I am particularly interested in developing my speaking fluency and expanding my vocabulary in academic contexts.

Body Paragraph 2
I understand that the programme includes homestay accommodation with local families, which I find especially appealing. Living with native speakers would provide invaluable opportunities to practice English in authentic situations and gain deeper insights into British culture. Additionally, the intensive classroom sessions and cultural excursions outlined in the programme description align perfectly with my learning objectives.

Conclusion
I would be grateful if you could send me further information about the application process, including any required documentation and relevant deadlines. I have enclosed my current academic transcript and a letter of recommendation from my English teacher for your consideration.

Thank you for taking the time to consider my request. I look forward to hearing from you at your earliest convenience.

Closing
Yours sincerely,

Typed Name
Alexandra Chee

Key Features

Tone: Polite, respectful, objective.
Vocabulary: Formal verbs (“request,” “enquire,” “inform”), modal verbs (“could,” “would”), linking phrases (“Furthermore,” “I look forward to…”).

Common Mistake

A missing date or incorrect sign-off is a common way to lose marks.

How to Write a Formal Letter

Place the date at the top.
Add recipient details and greeting.
State your purpose clearly in the first paragraph.
Use one paragraph per point.
End with a polite conclusion or request.
Close with the correct sign-off.

Formal Emails

Definition

Formal email

A professional digital message following business conventions, polite tone, and clear layout.

Purpose, Audience & Register
1. Purpose: Apply, enquire, request, complain, confirm details.
2. Audience: Teachers, supervisors, employers, institutions.
3. Register: Formal, professional, concise.
Layout & Conventions
1. Subject line (specific and formal).
2. Formal greeting (“Dear Mr Lee,” “Dear Admissions Officer,”).
3. Concise introduction stating purpose.
4. Body with 2–3 focused paragraphs.
5. Formal closing (“Yours sincerely,” / “Kind regards,”).
6. Full name.

Callout: Subject line signals professionalism
A vague subject like “Question” weakens the impression. Always use a specific one: “Application Enquiry for Summer Internship.”

Key Features

Tone: Respectful, professional, concise.
Vocabulary: Formal linkers (“In addition,” “As requested,”), modal verbs, no contractions (“do not” instead of “don’t”).

How to Write a Formal Email

Write a short subject line that matches the content.
Use the correct greeting.
Introduce the reason for writing in the opening line.
Organise body into clear short paragraphs.
Close politely, stating next step or appreciation.
End with formal sign-off and full name.

Example

To: [email protected]
From: [email protected]
Subject: Request for Extended Deadline - History IA

Date: 17th March 2025

Dear Mr. Johnson,

I am writing to request a three-day extension for the History Internal Assessment, which is currently due on 17th March.

Unfortunately, I have been unwell for the past week with influenza and was unable to work on my assignment during this time. I have attached a medical certificate from my doctor confirming my illness. Despite this setback, I have made significant progress on my research and am confident I can submit a high-quality paper if granted additional time.

I would be very grateful if you could approve an extension until 28th March. I understand this is short notice and apologize for any inconvenience this may cause.

Thank you for considering my request. Please let me know if you require any further information.

Yours sincerely,
David Santos
IB Year 2, Class 12B

Writing With Precision and Professionalism

Formal letters and emails test whether you can adapt your writing to a professional or institutional audience.
The examiner checks if your structure, tone, and vocabulary show respect, clarity, and a clear purpose.

Formal Letters

Definition

Formal letter

A structured, written message for an official purpose, showing respect and professionalism.

Purpose, Audience & Register
1. Purpose: Apply, complain, request, or provide official information.
2. Audience: Organisations, officials, institutions, employers.
3. Register: Formal, polite, direct.
Layout & Conventions
1. Date at the top.
2. Recipient’s name and title (if known).
3. Formal greeting (“Dear Sir/Madam,” or “Dear Dr Smith,”).
4. Organised paragraphs (intro, body, conclusion).
5. Formal closing (“Yours sincerely,” if you know the name / “Yours faithfully,” if not).
6. Full name and sometimes signature.

Example

Salutation
Dear Ms. Mitchell,

Thank you for taking the time to consider my request. I look forward to hearing from you at your earliest convenience.

Closing
Yours sincerely,

Typed Name
Alexandra Chee

Key Features

Tone: Polite, respectful, objective.
Vocabulary: Formal verbs (“request,” “enquire,” “inform”), modal verbs (“could,” “would”), linking phrases (“Furthermore,” “I look forward to…”).

Common Mistake

A missing date or incorrect sign-off is a common way to lose marks.

How to Write a Formal Letter

Place the date at the top.
Add recipient details and greeting.
State your purpose clearly in the first paragraph.
Use one paragraph per point.
End with a polite conclusion or request.
Close with the correct sign-off.

Formal Emails

Definition

Formal email

A professional digital message following business conventions, polite tone, and clear layout.

Purpose, Audience & Register
1. Purpose: Apply, enquire, request, complain, confirm details.
2. Audience: Teachers, supervisors, employers, institutions.
3. Register: Formal, professional, concise.
Layout & Conventions
1. Subject line (specific and formal).
2. Formal greeting (“Dear Mr Lee,” “Dear Admissions Officer,”).
3. Concise introduction stating purpose.
4. Body with 2–3 focused paragraphs.
5. Formal closing (“Yours sincerely,” / “Kind regards,”).
6. Full name.

Callout: Subject line signals professionalism
A vague subject like “Question” weakens the impression. Always use a specific one: “Application Enquiry for Summer Internship.”

Key Features

Tone: Respectful, professional, concise.
Vocabulary: Formal linkers (“In addition,” “As requested,”), modal verbs, no contractions (“do not” instead of “don’t”).

How to Write a Formal Email

Write a short subject line that matches the content.
Use the correct greeting.
Introduce the reason for writing in the opening line.
Organise body into clear short paragraphs.
Close politely, stating next step or appreciation.
End with formal sign-off and full name.

Example

To: [email protected]
From: [email protected]
Subject: Request for Extended Deadline - History IA

Date: 17th March 2025

Dear Mr. Johnson,

I am writing to request a three-day extension for the History Internal Assessment, which is currently due on 17th March.

I would be very grateful if you could approve an extension until 28th March. I understand this is short notice and apologize for any inconvenience this may cause.

Thank you for considering my request. Please let me know if you require any further information.

Yours sincerely,
David Santos
IB Year 2, Class 12B

IB English B Formal Letters & Emails Notes

IB English B Formal Letters & Emails Notes

Writing With Precision and Professionalism

Formal Letters

Key Features

How to Write a Formal Letter

Formal Emails

Key Features

How to Write a Formal Email

Writing With Precision and Professionalism

Formal Letters

Key Features

How to Write a Formal Letter

Formal Emails

Key Features

How to Write a Formal Email

Core Themes

Text Types

Paper 1 (Writing)

Paper 2 (Listening)

Paper 2 (Reading)

Internal Assessment (Individual Oral)

Core Themes

Text Types

Paper 1 (Writing)

Paper 2 (Listening)

Paper 2 (Reading)

Internal Assessment (Individual Oral)

IB English B Formal Letters & Emails Notes

IB English B Formal Letters & Emails Notes

Writing With Precision and Professionalism

Formal Letters

Key Features

How to Write a Formal Letter

Formal Emails

Key Features

How to Write a Formal Email

Writing With Precision and Professionalism

Formal Letters

Key Features

How to Write a Formal Letter

Formal Emails

Key Features

How to Write a Formal Email