Types of
Letters and Emails
Improving your Writing
In this section:
An overview of the different types of letters and emails you may find
When writing letters, it’s important to use the correct tone. Examiners will take your tone into consideration when marking your work.
Letter Types
When writing a letter or email, you must consider your audience and change your tone accordingly. For example, the language you use to write your boss should be different than the language you use when writing a friend. You'll need to do this in the real world and Cambridge examiners are judging your ability to do this on your exam.
Informal Letters or Emails
An informal letter is to someone you have a close personal relationship with (like a friend or a family member) about a social situation or a personal situation.
Examiners might try and trick you into thinking you should be writing a formal letter by saying that the letter is about work or school. However, if you're writing a friend, the letter should always be informal.
Look at the example below:
This is part of an email you receive from an Australian friend:
For my college course, I'm doing a project about public parks in towns and cities around the world, and the benefits they bring to people. What problems do parks face in your country? What can be done to improve and maintain them, and who should be responsible for this work?
Write your email in 140-190 words in an appropriate style.
This task says that the topic is about school; however, the email is from your Australian friend. This is done to trick you.
When the task says "write a letter to a friend" always make sure you use informal language, regardless of the topic. Now, you may alter your writing slightly depending on the content of the letter. For example, if you're writing your friend about a potential job opportunity, you might use slightly different language than if you were talking about a birthday party. But, in general, you don't want to write to your friend using overly-formal language.
Note: I know in real life many people are friends with their managers. However, when writing your Cambridge exam, ignore this. On your exam, you must write to any "manager" or "boss" in a formal tone. The same applies to co-workers and colleagues.
Format:
Hi / Dear [First name only of friend],
Paragraph 1- Say why you are writing to them (I’m just writing to let you know that….)
Paragraph 2- Point 1 and supporting details
Paragraph 3- Point 2 and supporting details
Paragraph 4- Point 3 and supporting details
Closing statement (if needed)
All the best,
[Your first name only]
Formal Letters or Emails
Letters of Application
Letters of application are similar to a cover letter you may need to write when applying for a job. They are easy to spot since they always have "Letter of Application" written on the task.
These types of letters always require a formal tone.
Example:
You see this advertisement in an English language newspaper.
INTERNATIONAL BOOKSHOP REQUIRES SUMMER STAFF
Do you like books and reading?
Do you speak English?
Do you have any useful experience?
Apply to the manager, Mrs. Benson, saying why you think you are suitable for a job in our international bookshop.
Write your letter of application (140-190 words).
The task may or may not include the name of the person you're writing to. However, in the example above, we can see we must write to Mrs. Benson, so you would address your letter to this person.
Other Formal Letters or Emails
It's possible to get other tasks where you must either write a formal letter or email. For example, you will need to write formal letters or emails in the following situations:
When you have not met the person yet and don’t know their name (i.e. when writing a customer service agent, a restaurant manager, the local council, etc.).
When you’re writing to someone you know in a formal way (a landlord, a teacher, a boss, a manager, a colleague, a coworker, a client, etc.)
In the task below, the type of letter is a little less obvious. Since we don't have a name and we know it's about a school, we must write a formal letter:
You want to attend a course in English and American Studies in an English-speaking country and you see this section in a college prospectus:
SCHOLARSHIPS
Every year, two scholarships are offered to candidates from overseas who can show how our one-year course would help their career. Scholarships cover fees, accommodation and food, but not transport or personal spending money.
Apply in writing, explaining why you think you deserve a scholarship.
Write your letter.
In the task below, we know the name of the person who we’re contacting. However, we still must use a formal tone as we have not met them yet. Also, we know it's about a job, so we must be professional:
You see this advertisement in your local newspaper:
Helpers wanted
We are looking for people to work in a holiday club for English-speaking children (aged 4–8).
Write a letter to Mr Nick Jones, the club organizer, giving details of:
your experience of working with children
your knowledge of English
why you would be suitable for the job.
Write your letter in 140-190 words in an appropriate style.
Format:
Dear Sir/Madam,
Paragraph 1- Say why you are writing to them. (I am writing with regard to…)
Paragraph 2- Point 1 and supporting details
Paragraph 3- Point 2 and supporting details
Paragraph 4- Point 3 and supporting details
Closing statement (if needed)
Yours faithfully,
[Your Full Name]
For information about what kind of language to use in formal and informal emails and letters, check out the page: Language in Letters and Emails.