__Writing guides Formal letter (Part 1) How should | approach the task? You recently won 2 competition organised by a satelite TV company. Unfortunately, there are a numer of problems with the prize you have received. Read the original ‘advertisement for the competion, on whicn you have made some notes. Then, using the information in your notes, write to the television compary expianing the situetion ‘and asking them to resolve the problems. Write a letter of between 120 and 180 words in an appropriate stv travel and learn learn and travel exter THE GREAT WORLDWIDE TV COMPETITION You could wina Lenguage-teamer’s If win Language-learne’s pack, sack containing please send mete pack fr: poor piste gusty — + a ave video \tiok language of yourchoice) ee eassetie boven ~ + two audio cassettes ee ato french Corman CI English LZ] Japanese ‘you have todo is finish this sertenceinnat maethanfitesn Fussian sonst O agua words: 162. WRITING GUIDES ‘enjoy WWIV's Travel and Learn show because. What is the purpose of the letter? “The tack will tell yout exactly what yon have to do, This may include: asking for or giving information; initiating action or responding to a request; giving feedback on suggestions; making complaints, suggestions, or corrections, Who will ead it? Probably someone who you do not know well, if at all. This may be a named individual, or an unnamed representative of an organisation. possibly a person ina position of authority or responsibility What style should I use? Be polite. Use indirect expressions, formal linking phrases and set phrases wherever appropriate. Avoid being too familiar, or using contractions and colloquial language. What information should | include? In a transactional letter you will weed to read all the information you are given. This will include the task itself, plus one or more additional texts, such as letters, memos, adverts, and hand-written notes. You must respond to all the questions and points in the texts or notes,How should | structure a formal letter? Begin a forrral etter in one ofthese ways: + DearMr/Mrs/Miss/Ms Lodge ~ use the person's title and surname if you krow it ‘© Deor ir/Mocom i you don’t know the person's name or whether they are 2 man ora woman, — Door Si/Madam, Sey why youare writing, Cleary state the subject ———— 1 arm wtng to complain about the prize | was sent for or context. winning your Travel and Learn’ competition for language learners, There are four different problems ‘with the pack | received, Organise al the eszental information from Firetly, tho language pack you cont wae for loarnore of the task prompts ina clear anc logical way Russian, not English. | clearly eemember tcking the inthe main paragraphs of the letter. You may “English’ box. In addition to this, the textbook need todd some extra ideas of your own. mentionedin the advert was missing and one of the ‘wo audio cassettes was broken and impossible to play. Furthermore, | watched the Russian video and | am afraid to say thatthe picture quality was very poor. | hhope this is not typical of your videos. Sey how you expect the othe person to respond ——— Naturally, am stil terested in learning English, and | toyour letter if thisis appropriate, ‘would be grateful you could send me the correct pack. However, | em not prepared to return the Fussian pack until Ihave recaivad tha anlarement and checked the contents carefull. | also expect 10 receive a full ‘nish your letter in one of these ways: Finish yo Ice’ Ste Se vey refund for tho cost of returning the Russian pack to you. Yourssincerely if you have started your letter with the name of the person you are writing to ‘Nook forward to hearing from you. Yours faithfully if you have started your letter Youre faithfully, Deer Sir/Madam. me What phrases can | use? Saying why you are writing [am writing to complain about / enquire about /tell you about / suggest... { would like to request further information about [would be most grateful if you could send me details of . In response to your letter of 26 February, Iam writing to . Organising information Finstly, Secondly, {n addition, ... Furthermore, ... Lastly Asking for action I vould be grateful ifyou could .. Itwould be helpful if you would Please could you Closing the letter Look forward to hearing from you. WAITING GUIDES 163