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
Formal letter
A structured, written message for an official purpose, showing respect and professionalism.
- Purpose, Audience & Register
- Purpose: Apply, complain, request, or provide official information.
- Audience: Organisations, officials, institutions, employers.
- Register: Formal, polite, direct.
- Layout & Conventions
- Date at the top.
- Recipient’s name and title (if known).
- Formal greeting (“Dear Sir/Madam,” or “Dear Dr Smith,”).
- Organised paragraphs (intro, body, conclusion).
- Formal closing (“Yours sincerely,” if you know the name / “Yours faithfully,” if not).
- Full name and sometimes signature.
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…”).
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.
