PET Formal Letter Writing - Useful Expressions +Samples

Apologizing
I'm sorry about...
I am sorry that...
I'm very sorry about...
I'm very sorry for...
Please forgive me for...
I'd like to apologize for...
Please accept my apologies.
Please accept my sincere apologies. (very formal)

Asking for Help

I'd be grateful if you could...
I would be grateful if you could...
I would appreciate it if you could...
Could you please...
I was wondering if you could help me.(informal)
I would like to know...

Asking for Information

I am writing to enquire about...
I am writing to find out about...
What I am looking for is...
I would like to know about/if...

Closing
I look forward to hearing from you.
I look forward to meeting you.

Complaining / expressing dissatisfaction

I'm writing to express my dissatisfaction with...
I'm writing to express my annoyance with...
I am not happy about...
...was very disappointing.

Conveying regards
Please give my best regards to your family.
Please pass on my best wishes to your wife and children.
Please give my regards to your parents.

Expressing satisfaction
I was delighted to hear that...
I was very happy to learn that...
I was thrilled to find out that...
I was glad to hear that...
...was very enjoyable.

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Expressing concern / sympathy
I was sorry to hear about... (your accident/ illness)
I am writing to express my concern/ condolence about...

Giving bad news

I regret to inform you that...(semi-formal)
I am sorry to tell you that...(informal)
I regret to advise you that...(formal)
I am afraid I have some bad news.(informal)

Giving good news

I am pleased to inform you that...(semi-formal)
I am delighted to tell you that...(informal)
I am happy to advise you that...(formal)
I thought you might like to know that...

Giving reasons
This is because...
This is because of...
This is due to... (formal)
This is as a result of...(formal)
This is owing to...(formal)

Making suggestions
Would it be a good idea to...
Perhaps it would be a good idea to...
I can't thank you enough.
No words can express my gratitude.
I am extremely grateful for...
I very much appreciate your ______ing

Sample answer

1. Letter of Application

You have seen the following job advertisement in your local youth centre. Send a letter to
Mr. Johnson, the activity leader, saying why you are suitable for the job.
ACTIVITY CO-ORDINATOR WANTED!
(Weekends only)

Would you like to work with young children aged 6-12? Do you have lots of energy? Are
you an excellent swimmer?
If so, then we want to hear from you. Our children’s club needs someone responsible to
look after a group of 10 children to teach them swimming and other activities.

Write your letter of application in 120-180 words in an appropriate style.

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 Sample 1
Dear Mr. Johnson,

I saw your advertisement in the youth club last week and I am writing to enquire about the
vacancy for an activity co-ordinator at weekends.

I am currently studying a university degree in Physical Education and hope to become a

P.E. teacher when I finish. Swimming and lifesaving are subjects in my degree course, so I
am an experienced swimmer.

I have been coaching a local kids football team for the last 2 years and am a
very keen tennis and golf player. I also play chess to a good level and have taken part in a
number of tournaments and taught young children to play in the local club.

I am free to work at weekends, have plenty of time and energy and feel I would be

suitable for this position.

I enclose a recent photo with my C.V. and am available for interview any evening. Please
do not hesitate to contact me if you require any further information.

I look forward to hearing from you as soon as possible.

Yours sincerely,
Yours faithfully,
Best regards,
Warm regards,

Peter Lawson

CV: Curricular Vitae

Letter of Application 2
You want to attend a course in English and American Studies in an English-speaking country and
you see this section in a college prospectus:
SCHOLARSHIPS
Every year, two scholarships are offered to candidates from overseas who can
show how our one-year course would help their career. Scholarships cover fees,
accommodation and food, but not transport or personal spending money.

Apply in writing, explaining why you think you deserve a scholarship.

Write your letter. Don’t include any postal addresses. Write your answer in 140- 190 words
in an appropriate style on the separate answer sheet.

Sample answer:

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Dear Sir/ Madam,
I would like to apply for one of the scholarships I saw advertised in your prospectus.

At present I am training to be a secondary school teacher of English and I finish my course

at the end of June. However, I feel I still have a lot to learn about the language and culture
of the English-speaking world and would benefit considerably from a course in an English-
speaking country.

The reason I am applying for a scholarship is that I cannot afford the cost of studying
abroad. I have no income except for my student grant, so if I am fortunate enough to be
given a scholarship, I would have to work part-time to save some personal spending money.
My parents will borrow some money for my airfare if I am successful. Knowing my family is
going to support me gives me even more confidence and enthusiasm that I would be a
suitable candidate for this position because I would be able to commit myself fully to the
course you offer. 

I am available for interview at any time. I can be contacted on 07935033195 after 6pm
every evening.

I would appreciate being given the opportunity to study at your college and would be very
grateful if you would consider my application.

Yours sincerely,
Paul Brown

2. Letter of Complaint 1

Dear Sir/Madam

I attended your exhibition Sound Systems 2015 at the Fortune Hotel from30 - 31 July and
found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled
by a number of organisational problems. I explain each of the problems below.

Firstly, I had difficulty in registering to attend the event. You set up an on-line registration
facility, but I found the facility totally unworkable. Even after spending several wasted hours
trying to register in this way, the computer would not accept my application. I eventually
succeeded in registering by faxing you.

Secondly, the exhibition was held at one of Hong Kong's most prestigious hotels, but frankly
the venue was better suited to a medium-sized business conference than to a large
exhibition open by registration to the public. The lack of space led to serious overcrowding
in the venue, particularly at peak visiting times (i.e. lunch times and early evening). On one
or two occasions I was also seriously concerned about the physical safety of attendees.

The final point I want to make concerns product information. It is very enjoyable to see and
test a range of excellent sound systems, but it is also important to be able to take away

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 leaflets on interesting products, so that more research can be done before deciding which
system to buy. However, by the time I attended the exhibition all the leaflets had been
taken.

Could I please ask you to look into these matters - not only on my behalf but also on behalf
of other attendees, and in fact on behalf of your company, too.

I look forward to hearing from you.

Yours faithfully
Michael Leung

Complaint Letter 2
You bought the personal stereo advertised in a mail order catalogue. 

A GREAT LITTLE PERSONAL MUSIC CENTER THAT FITS IN YOUR POCKET!(very

big and too heavy for my pocket)
This high-quality stereo comes to you at the unbeatable price of $19.99, (not true – found
one for $14.99 in shop) including cost of postage, lower than you will find in any shop. 
It comes compete with: 
- headphones (missing)
- convenient carrying case (zip broken) 
- batteries
It has a recording facility (didn’t work), will pick up any radio station, and plays all your
tapes (destroyed two tapes) with high-quality sound. 

THIS IS A BARGAIN NOT TO BE MISSED! 

Write a letter to Home Mail Order, complaining about the stereo, and asking for
your money back, or a new stereo. 

Dear Sir/Madam, 

I am writing in connection with a personal stereo, which I saw advertised in your mail order
catalogue. Last week I bought one of these stereos, and I am sorry to say that I was very
disappointed when I received it. 

First of all, your advertisement stated that the price of stereo would be lower than in any
shop but I saw the same stereo at the price of $14.99 instead of $19.99. 

Furthermore, your advertisement promised that it would be a high-quality stereo compete

with all necessary accessories. However, when I received it, headphones were missing and
there was a broken zip on a carrying bag. A recording facility did not work as well and I
have already destroyed two tapes with my favourite musical compositions. 

Finally, you also promised that it would be a compact and portable device. However, the
stereo was so big and heavy that it could not be carried in a pocket. 

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 Could you please arrange for me to receive a new stereo or refund my money in full? 

I look forward to hearing from you. 

Yours faithfully, 

Peter Petrov.

Letter of Complaint 3
Dear Sir/Madam,

I am writing today to complain of the poor service I received from your company on June 12,
2008. I was visited by a representative of NY Company, Mr. Madman, at my home on that day.

Mr. Madman was one hour late for his appointment and offered nothing by way of apology
when he arrived at noon. Your representative did not remove his muddy shoes upon entering
my house, and consequently left a trail of dirt in the hallway. Mr. Madman then proceeded to
present a range of products to me that I had specifically told his assistant by telephone I was
not interested in. I repeatedly tried to ask your representative about the products that were of
interest to me, but he refused to deal with my questions. We ended our meeting after 25
minutes without either of us having accomplished anything.

I am most annoyed that I wasted a morning (and half a day's vacation) waiting for Mr.
Madman to show up. My impression of That Awful Company has been tarnished, and I am now
concerned about how my existing business is being managed by your firm. Furthermore, Mr.
Madman's inability to remove his muddy shoes has meant that I have had to engage the
services, and incur the expense, of a professional carpet cleaner.

I trust this is not the way That Awful Company wishes to conduct business with valued
customers—I have been with you since the company was founded and have never encountered
such treatment before. I would welcome the opportunity to discuss matters further and to
learn of how you propose to prevent a similar situation from recurring. I look forward to
hearing from you.

Yours faithfully,
 
Simon

3. Letter of Giving Information

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Dear Mrs Lake,

Thank you for your email. I think it’d be a great idea to have a party with the whole class.

I think we should have our party at the park because we’re in the classroom all the time so this
would be a nice change.

At the park there are some ping pong tables and I can bring my football so why don’t we make
teams and have a tournament of different sports?

In my opinion, we should have a barbecue? We can bring what we like, for example, meat and
some drinks like Coca Cola and everyone will be happy.

Thanks again and see you in class.

Phill