Writing Task 2 - A semi-formal e-mail

Semi-formal letters/e-mails are sent to people you don't know very well or when you want to be more polite and respectful. For this reason, they are written in a more polite tone than informal letters/e-mails. Some formal language can be used. Compare the following:

informal:               Thanks a lot for the invitation. I'd love to come to your party.
formal:                   I would be delighted to attend your birthday celebration.
semi-formal:    Thank you for your kind invitation. I would love to join you on your birthday.

A semi-formal letter should consist of:

a) a formal greeting e.g. Dear Mr. and Mrs. Baker,
b) an introduction in which you write your opening remarks and clearly state the reasons for writing, e.g. Thank you very much indeed for your kind offer
c) a main body in which you write the main subject(s) of the letter/e-mail in detail, starting a new paragraph for each topic.
d) a conclusion in which you write your closing remarks, e.g. I am looking forward to seeing you next month...
e) a semi-formal ending (Regards/Best wishes, etc & your full name).

SEMI-FORMAL STYLE

A semi-formal style is characterised by:

• the use of less colloquial language Thank you very much for your letter. (not: Thanks a million for your letter).
• less grequent use of short forms, phrasal verbs and idioms I am writing to request information about... (not: I thought I'd drop you a line to ask about...)
• a polite, respectful tone I was wondering if you had (not:Do you have)
• being friendly and sounding natural but not being over friendly!

USEFUL LANGUAGE

• In reply to your query,
• I'm writing to inform you about
• Just to let you know that
• As you suggested
• We've decided to
• Unfortunately we won't be able to
• I've already
• In addition,
• I think we should
• I'd recommend
• Would you like me to...?
• Finally.
• Let me know if...
• I hope that I have been of some assistance to you
• Please inform me if I can be of any further assistance
• I hope I have answered some of your questions
• Please do not hesitate to contact me if you require any further information

MODEL:

Mrs Harris is helping her daughter and son in law (Claire and Ian) to rent a cottage for their second honeymoon. She asked her secretary, Miss Jeena Lowell to take care of everything and keep her informed about how things went. This is what her secretary wrote:

Dear Mrs. Harris,

I am writing to let you know that Claire and Ian have decided to rent the cottage in Dorset from 15th to 21st August.
I asked the owner all about the cottage and it sounds perfect for their second honeymoon. The cottage has two bedrooms and the rooms are big, which will certainly be quite comfortable. There's also a large garden. It's only £200 a week.
There are lots of things to do in the area. They can go horse-riding and there is also a market, a local museum and a wildlife park. The owner said there are some bikes in the cottage which they can use, which means they can get around easily.
Would you like me to book the tickets too?
Please inform me if I can be of any assistance to you.

Regards,

Jeena

(139 words)

YOUR TIME TO WRITE:

Write an e-mail of 120-180 words in reponse to Mrs. Green's message on WB. p. 19. Make sure you cover all points (in red).
Use some of the new vocabulary we have seen in class as well as grammar structures:
- Education and personal qualitues
- Adjectives and prepositions
- Present Perfect simple and Continuous
- Reflexive pronouns, each other, one another