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Letter writing

There are various types of letters, such as:

    1. letters of request;

    2. letters giving information;

    3. letters of advice;

    4. letters making suggestions/recommendations;

    5. letters of complaint;

    6. letters of apology;

    7. letters of applications;

    8. letters to the editor/authorities;

    9. transactional letters, etc.

A successful letter should consist of:

  1. an appropriate greeting:

e.g. Dear Ms Crawley, Dear Mr and Mrs Jones, Dear Sir/Madam, Dear Tony;

  1. an introductory paragraph which clearly states your reason for writing;

  2. a main body in which you develop the subject, and deal with the additional objective(s) of the letter if necessary,

  3. a conclusion in which you summarise the subject; and

  4. an appropriate ending

e.g. Yours faithfully/sincerely + full name, Best wishes + first name

(Successful Writing. Proficiency. St’s book. p.82)

3.0 Style in letters

The degree of formality of a letter depends on

      • your relationship with the person you are writing to;

      • the purpose of the letter.

You write formal letters to someone whom you do not know or to whom you are in a subordinate position. The purpose of the letter is usually an impersonal or serious one.

You write informal letters to someone whom you know well or with whom you are on equal terms. The purpose of writing is, often, personal, it may be light-hearted or it may be more serious.

Semi-formal letters fall between these two extremes. They may be to someone much older or in a superior position to you but whom you know so well that you can relax the formality of your writing. They may be to someone whom you do not know well but who is the same age and level as you so that an extremely formal letter is inappropriate.

(Writing Skills CAE. p.26)

Formal letters contain:

  • formal greetings and endings;

  • formal language i.e.

complex sentences

(Having spoken to the manager in person, I still feel my requests have not been satisfied.),

non-colloquial English

(Please keep me informed regarding any further developments.),

frequent use of the passive

(A two-week package holiday to the picturesque village of St Martin’s is being offered by our agency for only £3,600.), and

advanced vocabulary

(I feel it is appropriate to explain to you some of the practices which are enforced throughout all of our branches.);

  • no abbreviated forms.

Informal letters contain:

  • informal greetings and endings;

  • informal language and style i.e. idioms

(It was a blessing in disguise that I didn’t apply for the job as that company is now in deep financial trouble.),

phrasal verbs

(I’ll look you up next time I’m in Brussels.),

colloquial English and omission of pronouns

(Hope to see you soon!);

  • abbreviated forms

Semi-formal letters contain:

  • formal greetings (Dear Mr and Mrs Smith);

  • informal endings (Best wishes/Yours +full name);

a respectful tone, depending on the relationship you have with the recipient of the letter.

  • pronouns should not be omitted

  • idioms should be carefully used.

Formal letter when you know the name of the recipient

3 Apple St.,

Brighton.

2nd August, 2008

(your address)

Allan Smith,

Personnel Manager,

Sun Company,

35 Oxford St.,

London.

(the recipient’s address)

Dear Mr Smith,

Yours sincerely,

Mary Stevens

Formal letter when you do not know the name of the recipient

2 Swan St.,

Brighton,

England.

5th September, 2008

(your address)

The Manager,

The Hilton Hotel,

112, Sean Rue,

Paris,

France.

(the recipient’s address)

Dear Sir/Madam,

Yours faithfully,

James Robins

Semi-formal letter showing respect for the recipient with whom you are on friendly terms

5 Castle St.,

Glasgow.

17th October, 2008

(your address)

Dear Mr/Mrs Jones,

Love/Regards/Best wishes/yours,

Sue

Informal letter

33 Stuart Ave.,

Cults,

Aberdeen.

5th November,2008

(your address)

Dear Jim,

Love/Regards/Best wishes/yours,

Sally

(Mission. T’s book. p.40)

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