LETTER/EMAIL WRITING (FORMAL)

Question 1

P.A.C.T.:
1. P________

Answer 1

• PURPOSE
• why do we write formal letters/emails?
  –> make a request
  –> give information
  –> provide suggestions

Question 2

P.A.C.T.:
2. A________

Answer 2

• AUDIENCE
• who do we write formal letters/emails to?
  –> someone who is distant from you
  –> someone who is an authority figure

Question 3

P.A.C.T.:
3. C_________

Answer 3

• CONTEXT/CULTURE
• questions to consider?
  –> what are the circumstances which led to the writing of this letter/email?
  –> what is your relationship with the recipient?
  –> what are the conventions of communication? (format/layout of letter/email)

Question 4

P.A.C.T.:
4. T______

Answer 4

• TONE
• what tone should we adopt in formal letter/emails?
  –> formal and polite
  –> persuasive*
  –> enthusiastic*
  *asterisk denotes: depending on situation

Question 5

format for formal letter

Answer 5

⚠️⚠️⚠️
43 Orange Road (address)
Singapore 1903049 (postal code)
——leave line—–
23 September 2024 (date)
——leave line—–
Mrs Jane Tan (recipient’s name)
Principal (role/position)
Methodist Girls’ School (school/academy/club name)
11 Blackmore Drive (address)
Singapore 599986 (postal code)
——leave line—–
Dear Mrs Tan,
——leave line—–
Secondary Two Learning Journey (heading: underline)
( I am ________ from _______ and [optional: depends on situation] ) I am writing regarding……
……
……
……
Yours sincerely/ Yours faithfully, (sign off)
_______(sender’s name)

Question 6

format for formal email

Answer 6

⚠️⚠️⚠️
To: <__________@___________> (recipient’s email address)
——leave line—–
From: <__________@___________> (sender’s email address)
——leave line—–
Subject: Secondary Two Learning Journey (title is not necessary for email because ‘Subject’ serves the same function)
——leave line—–
23 September 2024 (date)
——leave line—–
Dear Mrs Tan,
——leave line—–
( I am ________ from _______ and [optional: depends on situation] ) I am writing regarding……
……
……
……
Yours sincerely/ Yours faithfully, (sign off)
_______(sender’s name)

Question 7

Formal language + tips

Answer 7

⚠️⚠️⚠️
- no contractions (e.g. don’t, can’t)
- no exclamation marks (!!)
- no questions
→ tip: change your question into a statement: e.g. I would like to enquire whether there is an application form I am required to fill up.
- connecting words at the start of each paragraph
→ Firstly/ Secondly/ Thirdly (feedback 1-one paragraph, suggestion 1-one paragraph –separate paragraphs)
→ Furthermore, Therefore
→ In addition to ______, I would like to….
- signing off (for letters)
→ Yours sincerely (known audience)
→ Yours faithfully (unknown audience: if recipient is ‘Sir/Madam’)
→ Regards
→ Warmest/ Best regards (someone you know formally)

Question 8

Formal letter:
1. Introduction

Answer 8

NOTES:
- DO NOT include a greeting (e.g. Good morning, Hello) after “Dear ____,”
- self-introduction (only if necessary)
- state your purpose
- state the context (if necessary) - DO NOT copy from the Visual Stimulus (rephrase to craft your sentence)

Sentence starters: (not too long!! –> one-liner only!!, don’t overdo it!)
- I am writing on behalf of _____ to recommend some activities for…..
- I am writing regarding/ to propose/ to suggest _____…..
- Thank you for giving me the opportunity to propose an idea for…..
- In response to ______, I am writing to express my interest in…..
- I understand that your organisation….

Question 9

Formal letter:
2. Body Paragraphs

Answer 9

NOTE:
- in general, follow the bullet points to plan your paragraphs
- DO NOT be long-winded, especially for simple bullet points like ‘date/time’ or ‘number of days’ etc. (get straight to the point)
- use connectors within and between paragraphs as appropriate (for smoother flow)
- use complex sentences at least once per paragraph to ensure sentence variety
- use the information from the Visual Stimulus but rephrase if possible and ass in your original ideas

Making suggestions:
→ each class COULD participate by setting up a booth at the event
→ the school COULD put up attractive posters around the school to raise awareness for the event
→ I would like to suggest that we…
→ I plan to have this event conducted as such: ……
!! - do not use ‘will’, ‘can’ etc.: sounds imperative and rude

Benefits:
→ the benefits of this programme WOULD bring are manifold/ innumerable
→ through planning and executing this event, students WOULD learn and apply organisational/ leadership skills
→ by participating in the activities, students WOULD gain a deeper appreciation for classical music
→ interacting with the public WOULD encourage students to speak confidently
→ conducting a VIA project like this WOULD instil the value of empathy in us

Persuasive phrases:
☆ persuasive ≠ enthusiastic
→ I am convinced that… (firmly believe: credits and emotions)
→ This will, without a doubt, ….. (after statistic, % or number etc. [nervous??] )
→ It is evident that…
→ This certainly is something worth embarking on… (worth time)
→ This option appeals to me because… (credibility [you need to take part] )

Question 10

Formal letter:
3. Conclusion

Answer 10

NOTES:
- be succinct (concise, to the point) - simply:
→ restate your main point in ONE sentence
→ express your ‘hope’
→ say thank you

Sentence starters:
- In conclusion,…. (concludes, opens up for recipient to give feedback)
- In my opinion, I think/believe that… (use as a link/summary - overuse: over persuasive, too repetitive)
- I strongly believe that this event WILL be beneficial and meaningful for the students in our school (reinforce)
- I hope that you WILL consider my proposal favourably (trying/ wanting audience to read through)
- I look forward to your reply. thank you
- Please let me know if you have any further questions/ concerns/ suggestions
-

Question 11

pathos

Answer 11

appeals to emotions (make audience feel sympathetic, angry etc.)

Question 12

logos

Answer 12

appeal to logic, audience’s reason

Question 13

ethos

Answer 13

appeal to speaker’s status, credibility