Letter and email Flashcards
What is the purpose of a letter?
A letter is used to communicate formally or informally for purposes such as informing, persuading, requesting, or maintaining relationships.
“Dear Hiring Manager,
I am writing to express my interest in the Marketing Manager position at your company. I believe my skills and experience make me a strong candidate for this role.
Sincerely,
Jane Doe”
What are the three main categories of letters?
Personal, professional, and mass media.
Personal: “Dear Mom, I miss you so much! I can’t wait to visit next weekend.”
Professional: “Dear Mr. Smith, I am writing to follow up on our meeting last week regarding the new project.”
Mass Media: “Dear Readers, We must take action against climate change before it’s too late.”
What are the key structural elements of a formal letter?
Sender’s address, date, recipient’s address, salutation, body paragraphs, closing, signature, and printed name.
“123 Main Street
London, UK
April 1, 2025
Mr. John Smith
XYZ Company
456 Business Road
London, UK
Dear Mr. Smith,
I am writing to apply for the position of Marketing Coordinator at your company. I have attached my resume for your consideration.
Yours sincerely,
Jane Doe”
How is the body of a letter typically structured?
Introduction (state purpose), middle (details/arguments), conclusion (call to action or summary).
“Dear Principal,
I am writing to propose the introduction of a debate club in our school. Many students would benefit from developing their public speaking skills.
The club would meet once a week to discuss current issues and practice argumentation.
I believe this initiative would help students grow academically and socially. I look forward to your response.
Sincerely,
Alex Carter”
What are some language techniques used in letters?
Persuasive language, descriptive details, and rhetorical questions.
“Wouldn’t it be wonderful if every student had access to quality education? I urge you to support this initiative for the benefit of future generations.”
What is required in a letter for IB conventions?
Correct format, audience-appropriate tone, and clear purpose.
“Dear Professor Williams,
I hope this email finds you well. I am writing to inquire about the possibility of extending the deadline for my research paper due to unforeseen circumstances.
Best regards,
Michael Roberts”
How does tone differ in a formal vs. a personal letter?
A formal letter uses polite and logical structure, while a personal letter may use colloquialisms and emotive language.
Formal: “Dear Mr. Anderson, I appreciate the opportunity to interview for this position and look forward to your response.”
Personal: “Hey Jake! Can’t wait to see you this weekend. Let’s catch up over coffee!”
What is the purpose of an email?
To quickly communicate inquiries, updates, requests, or marketing messages.
“Subject: Meeting Rescheduled
Hi Team,
The weekly meeting has been rescheduled to Friday at 2 PM. Please let me know if you have any conflicts.
Best,
Sarah”
What are the main categories of emails?
Personal and professional.
Personal: “Hey Anna, want to grab lunch tomorrow?”
Professional: “Dear Mr. Johnson, I would like to confirm our appointment for next Monday at 10 AM.”
What are the key structural elements of an email?
Subject line, greeting, body paragraphs, sign-off, name, and contact details.
“Subject: Request for Remote Work Approval
Dear Manager,
I hope you are doing well. I am requesting to work remotely for the next two weeks due to personal reasons. I will ensure all my tasks are completed on time.
Best regards,
James Parker”
How does the structure of a formal email differ from an informal one?
Formal emails use clear subject lines, concise paragraphs, and professional sign-offs; informal emails may include emojis and casual language.
Formal: “Dear Ms. Clarke, Please find attached the financial report for this quarter. Let me know if you have any questions.”
Informal: “Hey Mark! Just sent over the report. Let me know if you need anything 😊.”
What are some language techniques used in emails?
Conciseness, direct requests, and emojis (informal).
“Hi Tom, could you send me the updated file by 3 PM? Thanks!”
What are the key IB conventions for emails?
Clear subject line, brevity, appropriate tone, and logical flow.
“Subject: Inquiry About Research Deadline
Dear Professor Lee,
I hope you are well. I wanted to ask if an extension for the research paper deadline is possible due to unforeseen circumstances.
Best regards,
Sophia Martinez”
How does an email differ from a letter in formality?
Emails are generally less formal and more concise than letters.
Letter: “Dear Hiring Manager, I am pleased to submit my application for the position of…”
Email: “Hi, I’d love to apply for the job opening. Attached is my resume.”
What are some key differences between letters and emails?
Letters are usually more formal, have address blocks and signatures, and can be sent via postal service, while emails are less formal, use subject lines, and are delivered instantly.
Letter: “Dear Principal, I am writing to request the addition of a new sports club at our school.”
Email: “Subject: Request for New Sports Club. Hi Principal, I’d love to propose a new club at our school!”
