Sample task As you are going to graduate this summer, you’ve already given a lot of thought to what to do next. You have decided to look for an internship and found the following advertisement on the internet: (Formal) Letter / Email Definition A letter is a written message sent from one party to another by post. Letters or emails can serve different purposes. In a letter of application, for example, applicants express their interest in applying for a certain job, informing the addressee of their educational background, qualifications, work experience and personal skills. Letters of complaint are written if customers wish to complain about goods or services, receive compensation or notify someone about a problem. Emails are the most common form of business communication. They have replaced letters even in formal contexts. In writing tasks you may be asked to write both formal emails or letters (e.g. applying for a job) and informal emails (e.g. to a friend). ■■ Formal (business) emails use formal openings and closes and standard phrases for business communication; do not use contractions (i.e. I’m; don’t); add salutation lines and complimentary closes. ■■ Emails can also be quite informal messages, even in business, once a business relationship has been established. In this case, contractions are used, as well as informal greeting phrases. T IP: If you do not know your recipient well, be more formal rather than too informal. Structure and layout A formal letter should contain the following parts: inside address and recipient’s address (if required by the task), the date, a subject line stating the purpose or topic, a salutation, the main body, a closing and the signature. The main body should be divided into paragraphs to organise all the information. Additional parts might be required, such as a reference to enclosures at the end, e.g. a CV (BE) or résumé (AE) in a letter of application. Style and register In a formal letter or email, the language and style are formal, factual and polite, even if you are complaining about something. Do not use contractions (short forms), question tags or colloquial expressions. After the salutation, always continue with capital letters. Useful expressions General expressions: I am writing regarding … I am writing in response to your … First, … Additionally, … Then, … Moreover, … Finally, … I look forward to your reply / to hearing from you. Please contact me at the above address. Letter of complaint: Unfortunately I have to say … I must express my disapproval of / dissatisfaction with … Your advertisement / brochure promised … This has caused me / us considerable inconvenience because … Moreover, the … was supposed to be … … with the result that … I am dissatisfied with … Enclosed please find copies of the receipt and guarantee. I look forward to a quick solution to my problem. I would like you to refund my money. I would like to have a refund. Thank you for your cooperation. 195 W Writing guide Nur zu Prüfzwecken – Eigentum des Verlags öbv
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