WRITING QUESTIONS 6-7 : RESPOND TO A WRITTEN REQUEST

» TIP 2 Learn common language used to respond. You should familiarize yourself with the language
that is typically used in responses for Questions 6 and 7. Remember that you will want to use more
or less formal language, depending to whom the response is addressed. Generally, if your response is
addressed to someone with a higher position (such as a manager or an owner), you should use more
formal language. In contrast, if your response is addressed to a co-worker or peer, you should use less
formal language. This chart shows some examples of common language for responses.
QUICK TIP
In business Common Language More Formal Less Formal
communications, many Greetings • Dear Mr. Park /Ms. Garcia / • Hi [First name],
writers now use just the Mrs. Smith /Dr. Swanson
recipient's name in the [Family name]:
greeting. • Hello Mr. King/M s. Brown,

Mr. John Jones /

If you do not know the name of Notice that informal greetings
the recipient, you can use: have a comma.
Ms. Helen Fenton /
• Dear Sir or Madam:
James Everett
• To whom it may concern:

Notice that formal greetings

often have a colon.
Introductions • I am writing in response to . . .
• It seems t hat . . .
• My name is X, and I am
interested in . . .
• I am writing because (of) . . .
• I just wanted to respond to
your e-mail a bo u t. . .
• I thought I would write to let
you know (that) . . .
• I'm writing because (of) . . .

Notice that the most formal Notice that informal writing

Polite Requests
Giving Information
Mentioning Problems
Providing Explanations
writing does not include
contractions except on negatives.
• I would appreciate it if you
coul d. . .
• I f you don’t mind, could y o u . . . ? • Please [do something].
• Would it be possible fo r you
to...?
• I f it isn’t too much trouble,
would you . . . ?
• I would like to let you know
t hat . . .
• One important thing about
X is...
• Please be advised t hat . . .
• One thing to remember. . .
• One problem that I have
encountered is . . .
• Unfortunately, I have had an
issue with . . .
• The main reason fo r this is . . .
• Due to X . . .
• Because o f this,. . .
• The reason (why) X is . . .
includes contractions.
• Could you pl ea se. . . ?
• I ’d like it if you woul d. . .
• It would be terrific if you
could. . .
• Would you mi n d. . . ?
• I ’d like t o . . .
• lust wanted you to know
t hat . . .
• I just want to let you know
a bo ut . . .
• Don’tforget that . . .
• The problem i s . . .
• The issue here i s . . .
• I ’ve had lots o f problems
with. . .
• That's because. . .
• The reason is . . .
• Because I'm . . .
• I'm writing because. . .
(continued)

117
SKILLS FOR THE TOEIC® TEST: SPEAKING AND WRITING
Common Language More Formal
Providing Instructions • I believe we should. . .
or Suggestions • It may he wise to . . .
• It would be a good idea to . . .
• I suggest that. . .
Giving Opinions • I maintain t hat. . .
• From my point o f view, . . .
• It is my belief that . . .
• I hold the opinion t hat . . .
Concluding Statements • Thank you very much fo r your
prompt attention to this matter.
• Please let me know if you have
any questions or need any
further information.
• Thank you.
Closings • Sincerely,
• Yours truly,
Some business e-mails have only
a full name or a name and title.
TASK Read the language commonly used in responses. Circle the expression that is not the same as the
other two and note why it is different.
1. Dear Sir or Madam: To whom it may concern:
2. I’m writing because . . . Talk to you soon!
3 .1feel that. . . Why don’t you . . . ?
4. Would it be possible for you . . . ? I’d like t o . . .
5. Thanks. Thank you.
118
Less Form al (continued)
• I think we should. . .
• How a b o ut . . . ?
• Why don’t y o u . . . ?
• Let’s . . .
• I think (that) . . .
• I ’m assuming (that). . .
• I feel (that) . . .
• Personally, I feel (that) . . .
• I ’m looking forw ard to hearing
from you.
• Let me know if you need
anything else.
• Thanks!
• Talk to you soon!
• See you soon.
• Nice hearing from you.
Informal e-mails often close
with only a first name.
Dear Lisa,
My name i s . . .
I suggest that. . .
Don’t forget th a t.. .
Sincerely,