Writing Formal and Informal Letters. Part 1: Методические указания по английскому языку

М и ни сте р ство о б р а зо ва ни я Ро сси йско й Ф е де р а ци и В о р о не ж ски й го суда р стве нный уни ве р си те т К а ф едр а с тр а н о веден ия и ин о с тр а н н ы х язы ко в И с то р ич ес ко го ф а культета

М етоди ч еск и е у к а за ни я поа нгли йск ом у язы к у

Writing Formal and Informal Letters Part 1

Со ста ви те ли : И.В .До мб р о вска я О.А .Пе тр о ва

В о р о не ж - 2002

Meто ди че ски е ука за ни я пр е дна зна че ны для студе нто в и сто р и че ско го фа культе та с углуб лённым и зуче ни е м а нгли йско го языка (1-2 кур с) и студе нто в, о б уча ю щ и хся по спе ци а льно сти ме ж дуна р о дные о тно ше ни я (1-2 кур с). Це ль да нных ме то ди че ски х ука за ни й - со ве р ше нство ва ни е на выко в на пи са ни я о фи ци а льных и не о фи ци а льных пи се м и зна ко мство с тр е б о ва ни ями , пр е дъявляе мыми к пи сьма м пр и на пи са ни и экза ме на фо р ма та FCE, и с си сте мо й и х о це нки . По со б и е со де р ж и твыб р а нные и з со вр е ме нных уче б ни ко в а уте нти чные пи сьма , со пр о во ж да е мые р а зли чными за да ни ями . Т и пы за да ни й, пр е дста вле нные в по со б и и , о то б р а ны со ста ви те лями на о сно ве а на ли за те сто в FCE (Paper 2 - Writing) ка к на и б о ле е ча сто встр е ча ю щ и е ся. По со б и е сна б ж е но Пр и ло ж е ни е м, со де р ж а щ и м ле кси ко -гр а мма ти че ски е ср е дства , не о б хо ди мые для на пи са ни я о фи ци а льных и не о фи ци а льных пи се м.

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General Description Paper Format The paper contains two parts. Number of Tasks Candidates are required to complete two tasks: a compulsory one in Part 1 and one from a choice of four in Part 2. Task Types From the following: letters, articles, reports, compositions, written for a given purpose and target reader. Answering Candidates write their answers in the question booklet. Timing 1 hour 30 minutes. Marks Each question in this paper carries equal marks. Part

Task Type and Focus

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Q.1 Writing a Transactional Letter (formal/informal)

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Q.2 - 4 Writing one of the following: • an article • a non-transactional letter • a report • a discursive composition •a descriptive / narrative composition/short story Q.5 Writing one of the above on a prescribed background reading text

Number of tasks and Length

Task Format

1 compulsory task, 120180 words

Candidates are required to deal with input material of up to 250 words, which may include graphic and pictorial material. Texts may include advertisements, letters, postcards, diaries, short articles, etc.

4 tasks from which candi- A situationally-based writdates choose 1 ing task specified in no more than 70 words.

120-180 words Q.5 has 2 options

When preparing candidates for the examination, it is important to familiarise them with the paper and the range of task types and topics. Candidates can learn to identify tasks and topics which are best suited to their interests and experiences. Part 1 Part 1 consists of one compulsory task in which candidates are required to write a transactional letter which may be formal or informal, in response to a request for action or to

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initiate action; the range of functions of this letter may include giving information, requesting information, making complaints, corrections, or suggestions requiring feedback. The usual conventions of letter writing, specifically opening salutation, paragraphing and closing phrasing are required but it is not necessary to include addresses. The input on which the candidates must base their letter is made up of varied combinations of text and notes, sometimes supported by illustrations or diagrams. Widely used abbreviations, such as NB, e.g., etc., may also appear as part of the input. It is important that candidates cover all the essential points of the input in their answer. They should be aware that the overall aim of the task is to achieve a positive effect on the target reader. A list of questions or statements in simple sentences is not enough; organisation and cohesion*, clear layout, appropriate register, control and accuracy of language are all important features of task achievement. Some evidence of range of language is also required, which means building on key words from the input rather than lifting whole segments. Part 1 tasks often offer the candidates the opportunity to add a piece of information, suggestion or request of their own in order to expand their demonstration of range. Part 2 Candidates must choose one from four questions, one of which offers two set-text options. The input for these five tasks is considerably less than in Part 1 but a context, a purpose for writing and a target reader are indicated; some tasks are contextualised and others are defined by the rubric itself. Widely used abbreviations, such as NB, e.g., etc., may also appear, as in Part 1. Attention to every element in the rubric is essential to effective task achievement. The different task types are intended to provide frameworks for the candidates so that they can put together their ideas on a topic with a purpose for writing and a reader in mind. For example: A composition is usually written for a teacher, perhaps as a follow-up to a class activity and would probably include some opinions and suggestions on the subject. An article could be written for a magazine or newsletter for which the reader may be someone with a similar interest to the writer or, as in the case of a college magazine, be in the writer's peer group. There is often some description and occasionally anecdote included. The main purpose is to interest and engage the reader, so there should be some opinion or comment as well. A report could be written for a superior (a boss or a teacher) or a peer group (club members, colleagues) and will certainly contain some facts with the possibility of adding suggestions or recommendations. A letter of application could be written to an individual or an organisation. The purpose is always clear (to get the job, the scholarship, etc.), and all information and expressions of interest are directed to that end. An informal letter would always be written for a known reader, e.g. a pen friend, and would usually be intended to interest the reader, share an experience or explain feelings or personal opinions. A short story would be written for a magazine or anthology for which the typical reader might be a fellow-student or an enthusiast for a certain type of fiction. The writer might be writing for a fee or in the hopes of winning a prize - the immediate purpose would be to engage the interest of the reader.

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These indications of readership and purpose are not comprehensive but intended to provide some guidelines to the different task types. It must be stressed that high level specialised writing skills are not expected of candidates at this level. Part 2 Question 5 This consists of a choice of two tasks based on the set reading texts, as specified in the Examination Regulations issued every year. The questions are designed to be general enough to be applicable to any of the texts, and usually require a composition. The target reader is defined as someone who may not have read the book, in order to encourage adequate reference to the text which the candidate has read; a plot summary is not, however, a substitute for the task. Some tasks require one of the types of writing given above, i.e., article, letter or report, in which case the target reader may also be a friend, colleague or magazine reader. This option is intended to encourage extended reading as a basis for the enrichment of language study, and a variety of simplified and original texts are included in the list of prescribed titles; each text normally remains on the list for two years. ASSESSMENT An impression mark is awarded to each piece of writing; all tasks carry the same maximum mark. The general impression mark scheme is used in conjunction with a task-specific mark scheme, which focuses on criteria specific to each particular task, including relevance, range of structure, vocabulary and presentation and register. The criteria for assessment with reference to the general impression mark scheme are summarised as follows: Band 5 Full realisation of task set shown by: • Coverage of points required with evidence of original output. • Wide range of structure and vocabulary demonstrating control of language. • Clear organisation with a variety of linking devices. • Presentation and register wholly appropriate to purpose and audience throughout.

Band 4

Band 3

Overall: a very positive effect on the target reader. Good realisation of task set shown by: • Coverage of points required with sufficient detail. • Good range of structure and vocabulary; generally accurate. • Effective organisation; suitable linking devices. • Presentation and register appropriate to purpose and audience. Overall: a positive effect on the target reader. Task set is reasonably achieved by: • Coverage of main points required. • Adequate range of structure and vocabulary; some errors.

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• Adequate organisation; simple linking devices. • Presentation and register on the whole appropriate to purpose and audience.

Band 2

Band 1

Band 0

Overall: a satisfactory effect on the target reader. Task set attempted but not adequately achieved because of: • Some omissions and/or irrelevant material. • Range of structure and vocabulary rather limited; errors may obscure communication. • Inconsistent organisation; few linking devices. • Unsuccessful attempts at appropriate presentation and register. Overall: message not clearly communicated to target reader. Task set not achieved because of: • Notable omissions and/or considerable irrelevance. • Narrow range of vocabulary and structure; little or no language control. • Lack of organisation and linking devices. • Little or no awareness of appropriate presentation and register. Overall: a very negative effect on the target reader. Too little language for assessment.PREPARING FOR P APER

Length Candidates are asked to write 120-180 words for each answer. For answers that are below length, the examiner adjusts the maximum mark and the mark given proportionately. For answers that are over-length, the examiner draws a line at the approximate place where the correct length is reached and directs close assessment to what comes before this. However, credit is given for relevant material appearing later. Handwriting and Spelling Poor handwriting, spelling errors or faulty punctuation are not specifically penalised, but the overall impression mark may be adjusted if it is felt that communication is impeded. American usage and spelling are acceptable. Irrelevance The examiners' first priority is to give credit for the candidates' efforts at communication, but candidates who introduce blatantly irrelevant material learned by heart or who deliberately misinterpret the question are penalised. Background Reading Texts In Question 5, the examiners are looking for evidence that candidates have read and appreciated a set text and are able to provide evidence of this in the form of illustrated description and discussion. Judgement is based, as for the other tasks, on control of language in the given context rather than on content or interpretation, though it

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is obviously necessary to downgrade candidates who attempt these topics without preparation. Marking The panel of examiners is divided into small teams, each with a very experienced examiner as Team Leader. The Principal Examiner guides and monitors the marking process, beginning with a meeting of the Principal Examiner and the Team Leaders. This is held immediately after the examination and begins the process of establishing a common standard of assessment by the selection of sample scripts for all the questions in Paper 2. These are chosen to demonstrate the range of responses and different levels of competence, and a task-specific mark scheme is finalised for each individual task on the paper. This summarises the content, organisation and cohesion*, range of structures and vocabulary, register and format, and target reader indicated in the task, in the form of satisfactory band descriptors. The accuracy of language, including spelling and punctuation, is assessed on the general impression scale for all tasks; accuracy is more prominent in Part 1 assessment, and range in the assessment of Part 2 performance. Examiners discuss these individual mark schemes and refer to them regularly while they are working. During marking, each examiner is apportioned scripts chosen on a random basis from the whole entry in order to ensure there is no concentration of good or weak scripts or of one large centre of one country in the allocation of any one examiner. A rigorous process of co-ordination and checking is carried out before and throughout the marking process. *COHESION - logical organisation of the text, which presupposes the use of linking devices (see the table below). Linking and Logical Devices Addition In addition to... as well as ... + N besides... both... and ... + N not only ... but also ... + N/clause Furthermore... Moreover... + clause ... also... ... too /as well

Cause and result Because ... as... + clause since... in case... due to... owing to ... + N as a result of... so (that)... so + ADJ/ADV + that... + clause such + N + that... therefore + clause consequently

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Concession although... though ... even though/even if... + clause but... yet... despite ... + N in spite of... however nevertheless Similarity and comparison as... like ... + N as + ADJ/ADV + as ... as… the same + N + as/that + clause as + ADJ/ADV + as ... not as/so + ADJ/ADV + as + N/clause Not such + ADJ/ADV + as + N/clause as if / though ... + clause

EXERCISE 1

Contrast while... whereas... + clause but... on the other hand,... Purpose in order that... + clause so that... in order to/so as to ... + V to... Time before... after + N/clause till/until as/as soon as/when/once/immediately + clause while + clause during + noun during that time then/next/after that/later/ subsequently/eventually/ finally/at last no sooner... than ... + clause hardly... when

Fill each blank with a word or phrase from the list below. Use each item once only. although but so that when as if if that which because just as unfortunately while before so until who Several years ago some friends and I decided to go cycling together. We waited 1. ............................. the rush hour was over 2. ............................. we set off. 3. ............................. it looked 4. ............................. it was going to rain, we still decided to go 5. .........................:... this was the last opportunity we would have for some time. We had packed plastic macs 6. ............................. we wouldn't get too wet 7. ............................. there was a shower. 8. ............................. we were riding along in single file on the outskirts of town, Paul, 9. ............................. was bringing up the rear as usual, suddenly gave a shout. 10. ............................. we turned back to see what was wrong, we found 11. ............................. he had swerved to avoid a dog 12. ............................. had run out in front of him. 13. ............................. he had gone into a ditch at the side of the road. The bicycle had hardly been damaged 14. ............................. Paul was 15. ............................. bruised

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and shaken that we decided to go home. 16. ............................. we arrived at my house, it started pouring with rain. We realised that our day out would have ended badly even without the accident. Look at the way the ideas are linked together in the passage. EXERCISE 2

Choose a word or phrase from the following list to complete the sentences. Use each item once only. as long as by the time in case unless even though just as where as soon as 1. They finally arrived home ............................... the clock was striking twelve. 2. Work stopped ............................... the bell rang. 3. The workmen had all gone ............................... I got home. 4. She said she would only go ............................... he came as well. 5. They used to play football every Saturday ............................... the weather conditions made it impossible. 6. He didn't wear a coat ............................... it was freezing outside. 7. A crowd had gathered ............................... the procession was due to pass. 8. I decided to take my coat ............................... it got cold later in the day. EXERCISE 3

Now do the same with these sentences. Because of this Eventually Meanwhile On the other hand Despite this Luckily Naturally Some time later 1. The little girl ran out into the street. ............................... there weren't any cars coming, or she might have been killed. 2. He suddenly told us he had found a new job. ............................... we were all very pleased and congratulated him. 3. She walked slowly towards her house. ................................ the burglar was escaping through the back window. 4. We spent the afternoon looking for somewhere to stay. ............................... just as we were giving up hope, we saw a sign outside a big old house. 5. Sue worked hard and usually felt very tired when she came home. .............................. she hardly ever went out in the evening. 6. It was one of the coldest days of the year. ............................... a huge crowd had gathered outside the town hall. 7. You could try writing to him. ............................... you might as well wait until you see him again next week. 8. They said goodbye and he never saw her again. ................................ he heard that she had married a much older man. LETTERS Letters can be formal, informal (including or giving information, accepting or refusing invitations, letters of advice, letters of complaint etc) and transactional (formal or informal letters that need a reply which are based on advertisements, other letters

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etc). While writing a transactional letter, make sure you have included all the information provided in the question using your own words. General outline for letters Salutation

Paragraph 1 reasons for writing

Paragraphs 2,3 – development

Final paragraph closing remarks

NAME

There are quite a few types of letters such as: letters of invitation, letters accepting or refusing invitations, letters asking for or giving further information, applications, letters of complaint, letters of apology, letters giving or asking for directions, letters asking for advice, letters to a friend about the latest news, letters expressing thanks/regrets/congratulations. Before we start writing a letter it is important to think about who we are writing to. If we use the wrong style, the letter will look odd, silly or impolite. For example, if we wrote to a company and used informal language, the letter would look impolite. In the same way, if we wrote to a friend and used formal language, the letter would look odd. There are certain factors which help us decide whether a letter is formal or informal. These are: - The opening of the letter (e.g. Dear Sir/Madam / Dear Mary) - The topics in the letter (e.g. when formal, they should be only facts) - The language used (e.g. formal or informal) - The closing of the letter and the name at the end of it (Yours sincerely, Peter Brown / Love, Peter etc) Formal letters Salutation: Dear Sir / Madam,

Semi-Formal or Informal letters Salutation: Dear Mary,

• formal style - impersonal – language not too direct • complex sentence structure – frequent use of Passive Voice - single word verbs - non colloquial English – advanced vocabulary • each paragraph develops one specific area • only facts, no use of literary devices • no use of short forms Name: Yours faithfully, Peter Brown

• short, zappy style (abbreviations) • use of slang or colloquial English - use of idioms – phrasal verbs • pronouns are often omitted • chatty, use of literary devices • use of short forms

Name:

Best wishes / Love / Yours / Regards, Peter

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Exercise 4 Put an F for formal and and I for informal language. Give reasons. 1 I thought I'd drop you a line to let 12 I feel I must protest about... you know ... 13 Why don't you come to dinner... 2 I am writing to inquire about.... 14 I'd love to see you again. 3 I would appreciate an early reply. 15 Thanks for the invitation. 4 Why not pop up here to see us? 16 Please indicate whether you will be able 5 Do get in touch. 17 Your presence is required at... 6 Well, I think that's all for now. 18 I look forward to ... 7 I am sorry to inform you that... 19 I'm looking forward to ... 8 I am writing in connection with ... 20 Drop by for coffee sometime 9 I hope the matter will receive your prompt... 10 I've been meaning to write to you for ages. 11 Currently I am working at... Exercise 5 1 uses an impersonal style 2 includes only facts 3 omits pronouns

4 uses examples of the passive voice 5 is an example of colloquial English 6 includes advanced vocabulary

7 uses short forms 8 contains literary devices 9 uses short, zappy style

Read the two models and find out which model MODEL 1 Dear Ms Johnson, I am writing in response to your request for advice on choosing a career. The nursing profession is both enjoyable and rewarding, however there are also negative aspects that have to be considered. Most importantly a life long commitment of very hard work is required. A nurse must be prepared to work long hours, often under stressful conditions. You are encouraged to pursue a career in nursing if it interests you, but consideration of other options is also recommended. Microbiology, for example, is a profession within the medical field which can be equally rewarding, yet less stressful than nursing. I hope you find this information useful. Please contact me upon reaching a decision. Yours sincerely, Alice White

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MODEL 2 Dear Tracy, Just got your letter and sat down straight away to tell you what I think. You know I've been a nurse for years and it's been fun, but sometimes I wish I'd taken an easier road. Nursing is like being a mother: you work long hours, you worry about people all the time, and nobody ever says thank you. If you want to be a nurse, go for it, but think about it first. Why don't you study microbiology? It's interesting and you don't have to work 24 hours a day and come home every night with a pounding headache from the stress. Hope I've been helpful! Let me know what you decide. Love, Jennifer

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PART 1 INFORMAL LETTERS Layout Never put your name before your address. 22 York Street Bridewell BR5 450

Never begin with Dear Friend. Always use a name. Begin the first sentence with a capital.

24th Nov. 19-

Write the house number first, followed by the street, town (and

Dear Ken,

postcode, if you know

Many thanks for your letter and for the photographs –

it).

they brought back very happy memories of our holiday.

With closer friends,

I'm glad to hear that your new job is going so well. It

you could just put

must be…

Write soon.

Do let me know when you're coming to England. It

Best

would be lovely to see you and you're most welcome to

Yours are useful gen-

stay here - there's plenty of room! Hope to hear from you soon. Best wishes

Sue

eral

wishes,

endings.

and

For

close friends, you can end with Love.

Types of Letters Beginnings In an informal letter to a friend, it may be appropriate to begin by mentioning a letter which you have recently received or by making general friendly comments. Useful language: (Many) thanks for your letter... It was lovely/very nice/wonderful to hear from you recently/again ... I was glad to hear that you had a good holiday I hope you and the family are well. I'm sorry I haven't written before, but I've been very busy (-ing). Invitation Say what the event is and explain the details of date, time and place clearly. You may need to add other details such as who else is coming, what you would like your friend to bring (if anything), whether they can bring a partner or friend, when you need a reply by, and how to get there. Use separate paragraphs for each main piece of information. Useful language: I'm having a birthday party on Saturday the 22nd and I hope you'll be able to come.

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I was wondering if you'd like to come to see Wild Lives at the Theatre Royal with me? Would you like to / Why don't you come and stay for the weekend? Could you (possibly) let me know if you can come by… Request Describe the situation or problem and explain exactly what needs to be done. Make it clear how grateful you would be for the help you ask for and give an opportunity for the recipient to agree or refuse, if appropriate. Useful language: I'm writing to ask you a favour. I wonder if I could ask you a favour? I was wondering if I could ask you a favour? I'd be terribly grateful if... Please don't hesitate to say no if you can't manage it... I hope it's not too much to ask, but (could I come and see you next week?) I wonder if I could ask a favour. Could you (lend me £50 till I'm paid at the end of the month?) Apology Explain why you are apologising, give reasons for your behaviour express regret for any damage, inconvenience, offence which was caused, and offer to put things right if possible. Useful language: I'm writing to apologise - about... - for the fact that (+ clause) -for (not) (+ -ing) I'm terribly sorry that... I do hope that... Please let me know where you bought it/how much it cost and I'll gladly replace it/pay for it. Information/News Useful language: I thought you'd like to know/hear about... This is just to let you know that... Giving good news Useful language: I'm sure you'll be pleased to hear that Jane's expecting a baby in June. By the way, did you know that (I'm now manager?)

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You'll never guess what happened the other day! (Peter asked me to marry him.) Giving bad news Useful language: I'm sorry to tell you that (I've just lost my job.) Bad news, I'm afraid. (I've got to go into hospital next week.) Giving Advice Useful language: You asked me for advice on ... Have you thought about... ? It might be a good idea to ... One thing I would suggest is ... In your letter you said you weren't sure what to do about (Jenny). Well, if I were you, I'd talk things over with her face to face. Thank you/Congratulations/Good Luck Useful language: I'm writing/I just had to write to thank you/ Thank you so much for (+ noun/ing) It was very kind of you to ... (+ verb) I'm writing to congratulate you/Congratulations on (+ noun) I'm writing to wish you (the very best of) luck in/with (+ noun) Giving regards Useful language: Give my regards to (Mary). Best wishes ... Look after yourself. Best regards ... Take care. Yours… Endings It is usual to end letters which expect a reply with a sentence on a separate line. This could be: Well, that's all for now. I'll tell you more when I see you next week. Thanks again (for last weekend.) Hope to hear from you soon/see you soon. Write soon/See you soon. (I'm really) looking forward to seeing you/hearing from you again. See you on (the fifteenth.)

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See Appendix for more expressions useful for writing different types of letters. Although it is important to know how to set out the address for real-life letter writing, you do not need to include addresses in exam tasks. Giving information/news Salutation

Paragraph 1 reasons for writing

Paragraphs 2,3 – description of the event/person/ object

Final paragraph closing remarks

NAME

Exercise 1 The sentences in the letter below are in the wrong order. Put them in the correct order (1-13) and decide where the letter should be divided into paragraphs. Dear Paul A. Now, as for the flat itself, I’ve made up the bed for you in the spare room so you won’t need to bring a sleeping-bag. B. She’ll be working nights at the hospital next week so you’ll have to pick them up by seven at the latest, which is when she sets off for work. C. This is just a short note to let you know what arrangements I’ve made for you to stay in the flat next week. D. The first is to water all the plants at least once while you are there, preferably towards the end of the week. E. Incidentally, you’ll find the central heating controls in the same cupboard, on the right-hand wall next to the hot water tank. F. By the way, I wonder if you could remember to do a couple of things for me during your stay? G. You can’t miss it. It’s the enormous building on your right as you walk up the hill from the tube station. H. Well, I think that’s about everything. I. If you find you are not warm enough at night, there are some extra blankets in the airing cupboard in the bathroom. J. If, for any reason, you get there after that time, she’ll leave them with the receptionist at the hospital. K. Have a good week in London and thanks again for “flatsitting ”! L. And the other is to make sure that you close all the windows and double-lock the door when you go out.

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M. I’ve arranged to leave the keys with the girl in the flat upstairs, Diane, who works at the Royal Free Hospital. With love from

Jane When you have finished, look at each sentence again and indicate which words link it to the preceding sentence(s) and which words link it to the following sentence(s). e.g.

By the way, I wonder if you could remember to do a couple of things for me during your stay? The first is to water all the plants at least once while you are there… And the other is to…

Exercise 2 Rewrite the letter below, using the words in brackets to help you. Pay special attention to the following: Is it divided into paragraphs in the appropriate places? Are the ideas linked together by suitable connectors? Has the unnecessary repetition of nouns been avoided by the use of pronouns? Dear Rachel 1. Just thought I’d write you a few lines. I’d like to say how much I enjoyed staying with you in London last weekend. (to) 2. It was great to go to so many interesting places. It was great to do so many interesting things, too, (and) 3. I’d love to come and stay with you in London again sometime. Is that all right with you? (if) 4. Chris got a bit of a shock. I told Chris that I’d spent over 150 quid in two days. I shouldn’t think Chris will want me to come and stay with you in London too often! (when, so) 5. Chris said he liked the yellow dress. You persuaded me to buy the yellow dress in that old beautiful little shop in Covent Garden. Chris said that he didn’t understand why I wanted another dress! (which, but) There’s such a lovely atmosphere in Covent Garden, isn’t there? 6. I especially enjoyed sitting outside that cafe. We had those enormous cream cakes. We also listened to that man playing the saxophone. (where, and) 7. That man reminded me of Robert De Niro in New York, New York. We saw New York, New York together. We were at university. (which, when) 8. I’ll have to come up to London again soon. We can go and see another play together at the theatre. (so) 9. The Gambler was the first play I’ve been to for over five years. That’s a long time, isn’t it? (which) 10. I thought The Gambler was extremely funny. I also thought the four actors in The Gambler were all superb. (and that) Anyway, thanks again for a marvellous weekend. 11. Let’s try and write to each other more often from now on. Then we won’t lose touch again. (so) All my love.

Sarah

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Exercise 3 Read the following letter and put the paragraphs in the right order. Then read the model and determine the topic of each paragraph. Dear Lucy, A I'm sending you some photos of our holiday in the Virgin Islands. It was such a pretty place, I'm sure you'd have loved it. We spent ages choosing where to go to but finally decided that the Virgin Islands was a good decision. B In the evenings we went out to eat in local restaurants, then went to a disco or took long walks on the beach. I think I must have put on some weight! C Thank you for your letter and the lovely photographs of your new house. It looks beautiful. D I've brought back a little souvenir for you which I'll bring with me when we come and visit you next month. I'm really looking forward to seeing you then. E Our hotel was fantastic. We decided to book a hotel close to the beach and we were lucky because our room had a huge balcony with a gorgeous view of the sea. We spent all day on the beach sunbathing and enjoying the good weather. Best wishes, Mary Exercise 4 In the first part of Paper 2 you will be asked to write a 'transactional' letter, based on some information that is provided. You should make sure that your letter covers all the points that are given. A Sample task Below is part of a letter you have received from a friend. Write a reply based on the notes you have made and the other information given. I don't know if you will be around when I come but if not, could you surest somewhere to stay? I'll only be staying one night, but I thought there would probably be something on at the theatre. Could you find out for me and let me know? Hope to see you soon. Yours, Jerry WHAT’S ON AT THE THEATRE The Royal Shakespeare Company presents Romeo and Juliet by William Shakespeare 10 - 15 November Tickets ₤ 20 Reservations: 01238-221143 The notes: no –away in USA until 16 th Pickwick - ₤35 a night near theatre R&J

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B Read this reply. Choose the best options from the words in italics. Remember that this is an informal letter to a friend. Many thanks for your letter - it was great/a pleasure to hear from you again. I'm so sorry/I apologise, but I won't be here when you come, because I'll be away in the States, and I don't get back until the 16th. It's such a shame/most unfortunate. Nevertheless/Anyway, I've asked around about places to stay in and a couple of people have suggested the Pickwick Hotel in Garfield Road. It costs about £35 a night and it's fairly close to the theatre, and consequently/so I think it would suit you quite well. As far as the theatre is concerned, there's a performance of Romeo and Juliet on, which you would probably enjoy. It starts/commences at 7.30, and tickets are about £20. Do let me know/inform me if there is anything you'd like me to do - I can book you a room and get/obtain tickets for the play if you like. Hope to hear from you soon, and maybe we can meet up the next time you are here. Yours/Yours faithfully, Billy Exercise 5 A friend is coming from Australia to do a two-week course in your country. Read the part of your friend's letter below, together with the other information. Then write a suitable reply in 120-180 words. The course finishes on Friday 18 th, but I’m not flying back until the Sunday evening. Could I come and see you then? Do let me know if we can arrange something. There are a couple of other things. The flight in doesn't arrive until 11 in the evening. Are there any buses into the city centre that late? If so, could you find out how much they cost and how long they take? The other thing is that I need to know what the weather will be like, so I can bring the right sort of clothes. I don't want to arrive with all the wrong things! Anyway, I do hope we can meet up - it'd be great to see you again. Yours, Sandy AIRLINK BUSES AIRPORT TO THE CITY CENTRE - EVERY 20 MINUTES - REASONABLE FARES - 24 - HOUR SERVICE The notes: great! We’re all free Weather; clothes to bring; plans – Saturday: sightseeing, restaurant in the evening; Sunday: lunch at home, will take to the airport Read these notes before you write your letter. 1 Use the following plan: Paragraph 1 introduction

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Paragraph 2 main details of airport buses Paragraph 3 details about the weather and what clothes to bring Paragraph 4 arrangements for the weekend (Use your imagination here.) Paragraph 5 ending 2 Make your paragraph divisions clear. Leave an empty line between paragraphs. 3 Remember to write in an informal style. Try to use phrases from the example in your letter. 4 Assume that you are writing to a friend who is the same age as you. You can use contractions like I'll, we’ve, it's, etc. Exercise 6 Read the following letter and the notes. Then read the model and find the topic of each paragraph. Dear Juan, I'm planning to visit Madrid in June for ten days. I was wondering if you could send me some information concerning the Saman Hotel. I'd like to know how many rooms the hotel has and what category it is. Would you also find out what the price for a single room is and what is included in that price? Lastly, could you tell me what services the hotel provides for its guests? I'd be grateful if you could get this information for me Thanks for your help. Love, Sally rooms - 200 air conditioned (bathroom, telephone, TV, Notes: small bar) category: A' with restaurant, cocktail lounge, outdoor swimming pool, Jacuzzi price for single room: £100 per night without breakfast + £15 for Continental breakfast services provided: room service, laundry service (extra charge) MODEL Dear Sally, I hope you are well. I'm writing to thank you for your letter and give you the information you asked for. First of all, the Saman Hotel has 200, air-conditioned rooms. Each room has its own bathroom, a telephone, a TV and a small bar. It is an "A" category hotel with a restaurant, a cocktail lounge, an outdoor swimming pool and a Jacuzzi. The price of a single room is £100 per night without breakfast or £115 per night with breakfast included. Breakfast is offered from 8 -10.30 each morning and consists of coffee, tea, milk, juice, bread, jam and cereals. The hotel provides many services such as room service, maid and laundry services. Maid service is provided free. However, there’s an extra charge for room and laundry service.

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I hope this information is helpful. If you need anything else, please let me know. I'm looking forward to seeing you in June. Love, Juan Exercise 7 Read the instructions below and write a reply including all the information given. Your friend is thinking of applying for a job as a waiter in a hotel in the South of France. He wants more information from you as you worked there last summer. Write to him using the information in the advert and the notes you made. Write a letter of between 120 and 180 words in an appropriate style. Do not write addresses. WAITERS / CHAMBERMADS required for familyrun hotel in the South of France. Good Salary. 6 days a week. Accommodation provided English & French essential Contact Mr Legrand tel 0033 –37237448 Notes:

- staff normally required June - salary paid 4.000 francs to September (= £400) + tips -2-month contracts available - hotel 100 m from sea

- accommodation: shared room - no experience required - work: 12 hours a day

Exercise 8 A letter might include elements of descriptive writing, which results in the necessity to use a wide range of adjectives. Therefore it is essential to be aware of adjectives' word order. Your own opinion

Size/weight

Age

Shape

small Beautiful Mysterious

old enormous large

round

Colour blue green red brown

Country of origin German

Material

glass Dutch paper

NOUN hair-dryer bottle cheese parcel

A Look at the following types of adjective. Think of at least five more adjectives for each type except Age. Age young, old, ... Colour blue, light green, ...

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Country of origin Japanese, Greek, ... Shape oval, rectangular,... Material cast-iron, wooden, ... Size/weight large, heavy,... B Use the table above to put the adjectives into the correct order. Example: a hair-dryer German blue small→ a small blue German hair-dryer . 1 a leather flat black small wallet 2 a Japanese fountain-pen beautiful red 3 a Pakistani writing-desk mahogany old 4 a china white round table-lamp C What do you think it is? Example: It's small and round, made of china and you drink out of it. → a cup In pairs, without naming the item, describe as fully as you can 1. an article of clothing someone is wearing 2.an object in the room See if your partner can guess what it is. D Which adjectives would you use to describe these things? Use at least three and no more than four. E Complete the following letter by filling in the spaces with adjectives. Describe EITHER a very enjoyable holiday OR a terrible holiday. This is just a quick note to tell you how the holiday is going. We're staying in a ___ ___ hotel in a ___ ___ part of town, so you can imagine how we feel. As you know, this is a ____ ___ city, and the people are very ___ and ____. We have had some ____ weather since we got here, so we are feeling very____. We have seen some of the ___ sights and a few museums, and we thought they were very ___. Yesterday we decided to go for a swim, and we went to a beach where the water was ___ and ___. Last night we had a ___ meal in a ___ ___ ___ restaurant. It was quite an experience. We were served by a ___ ___ ___ waiter, and the food and the service were ___. When the bill came, we could hardly believe it, as it was so ___. Anyway, I'd better stop and catch the post, but I'll write again soon. Lots of love, Marianne Exercise 9 You are about to return home after three months abroad at a language school. Write a letter to an English-speaking friend describing some of the presents you have bought for your friends and family. Use the following notes to help you. 1. Introduction - say why you are writing and say that you have been shopping. 2. Give details of what you have bought, e.g. clothes, food, souvenirs, books, etc. 3. Finish the letter in a suitable way, saying you hope to see your friend before you leave. Include some adjectives describing the things you have bought. Do not use more than three adjectives in front of any noun.

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This is an informal letter, so use contractions like I've, it's, etc. You can also use some of the more conversational adjectives like nice, great, etc. Write your letter in 120-180 words. Exercise 10 Sample task You are studying in Cambridge at present and two friends from your country are coming to visit you next month. During their visit they would especially like to spend a few days in Edinburgh and you are planning to go with them. A travel agency has given you the following information. Read it carefully. Then write a letter to your friends, giving them some information about the three different ways of travelling to Edinburgh. Suggest which you think is the best way and explain why. Cambridge to Edinburgh – 540 km. Car Car hire: ₤40 a day plus petrol and insurance. Train Cambidge dep. Edinburgh arr. 07.00 12.15 07.56 13.38 09.00 14.12 Return fare: ₤ 90 (Friday and Saturday) ₤ 75 (all other days) 30% off with a young person's rail card. Coach Cambridge dep. 11.00 18.08 22.30

Edinburgh arr. 22.05 06.35 12.25

Return fare: ₤ 60 (Friday and Saturday) ₤ 45 (all other days) 30% off with a young person's coach card. Write a letter of between 120 and 180 words in an appropriate style. Do not write any addresses. Sample scripts. Read the sample letters given and give your comments as if an examiner. To decide which band each letter is see section Assessment, p.4 Dear my friends, I resived your letter and I'm writing about go to Edinburgh with you next month. I went to a travel agency and got some information. If we go there by car, the cost

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will be ₤ 40 a day plus petrol and insurance. It's the cheapest. But we'll have to rent a car and will have to find parks often. If we go here by coach, the cost will be ₤ 45 unless we go there on friday or Saturday. But it'll take us about 10 hours. So shall we go there by train. The cost will be ₤ 75 unless we go there on friday or Saturday. It'll take us about five hours. We can spend most of the time in Edinburgh. I'm going to get the tickets and am planning about what we do there. If you have questions or good idea, call or write me as soon as possible. Otherwise see you next month. Look forward to seeing you Love Louise COMMENTS Content Appropriacy of Register and Format Band ___

Accuracy Range

Organisation and Cohesion Target Reader

Dear Christine, Thank you for your letter, which I got yesterday. I was surpraised that you and Juan are deceided to coma to visit me next month. You couldn't have chosen a better time because I'll have my hafe-term brake from school so I'll be able to spend whole week with you. You have already made a few attempts to find out, the cheapest way to get to Edinburgh, as you said you wanted to see this place. In my opinion, the best way is to get a train from Cambridge to Edingburgh, because the journey is quite long and tairing. However, this is not the cheapest one. Another way to get there is by coach but the time will be there is late evening or early morning and we'll have to travel for whole night and I know how you hate traveling by coach. There is another possibility to travel there, which is hiring a car, it is quite cheap and convinient but I can't drive here and so you because of right-hand driving. I hope all the inforrmation which I provide here will help you to make the right deciedion. I can't wait to see you here, I'm sure we'll have a grate time. Looking forward to seeing you soon. Love Julia COMMENTS Content Appropriacy of Register and Format Band ___

Accuracy Range

Organisation and Cohesion Target Reader

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Letters of advice Exercise 11 A Sample task This is part of a letter you have received from a friend who is coming to your country for a month’s holiday. Anyway, I’d appreciate your advice on the best way of getting to your country, as I haven’t got much spare cash. And could you tell what I should bring? All the best, Jason B Read the answer below. Underline each sentence or part of a sentence in which you think the writer is giving her friend advice. Dear Jason It was great to hear that you’re coming over. You can travel by plane or ferry. Why not contact a few travel agents? They sometimes offer cheap flights. Whatever you do, don’t book a seat on a scheduled flight, because it’s very expensive. If I were you, I’d take the ferry. It’s very cheap and reasonably fast. It would be worth bringing another form of identification, like an ID card, because you won’t want to carry your passport round all the time. You ought to bring a little English currency with you, in case the banks are shut when you arrive. However, it’s a good idea to have mainly traveller’s cheques, as they’re much safer. By the way, you’ll probably find it’s well worth getting a student card – you’ll be able to get all sorts of discounts, particularly when it comes to travelling around. There’s just one thing – you’d better remember to get in touch with us when you’re over here, or we’ll be very upset! Love Martha C Analysis 1 Notice that the writer gives an explanation for each separate piece of advice. Look again at the letter and say why Martha advises her friend: - to go round some travel agents; - to bring mainly traveller’s cheques; - to take the ferry; - to get in touch ; - not to book a scheduled flight; - to get a student card; - to bring an ID card. 2 The writer often gives reasons for her advice. Write down the words she uses to link the reason to the advice. e.g. because (it’s very expensive).

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Exercise 12 Some English friends, Peter and Sue Hall, have written to you for advice. Their 20year-old son, Tom, wants to get a job teaching English in your country. This is part of the letter you have received from them. Tom's doing a teacher training course at the moment, as you know, but he thinks he ought to learn something of the language before he comes, which seems like a good idea. He's bought a 'Teach Yourself’ book on the language, but we were wondering if you had any other suggestions which would help him. It's quite a while since he studied a language at school, so he'd also be really grateful for some general tips on learning a language. Write a letter to Tom giving advice and any helpful suggestions that you can. Write about 120-180 words excluding the address. UNDERSTANDING THE TASK 1 Read the question carefully and highlight the key points. Ask yourself: -What's the purpose of your letter? -What two things do you need to give advice on? CONTENT 2 Work with another student - one who speaks your language if possible. a What would be the advantages of Tom being able to speak a bit of your language when he arrives? b Think about the language: is there anything an English speaker would find particularly unusual or difficult (pronunciation/grammar/writing system, etc.)? c Make a list of all the things Tom could do to learn your language, from having private lessons or buying a cassette course to tuning into radio broadcasts. Think about the pros and cons in terms of cost, time and effectiveness. Decide which method seems most realistic. Is there anything you could do to help - e.g. send magazines or simple books? d Write down any general tips on learning a language that you think would be helpful. Use your own experience as far as possible. Organisation 3 Working individually, make a plan for your letter. Decide on the main sections you want to have and think about the best way to organise them. Jot down the main points for each section. Think of a suitable introduction and conclusion. Layout 4 Before you begin, look through an example of the layout of an informal letter and useful language.

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Exercise 13 You have received a letter from your English pen friend, who has recently started at college and is having problems. You want to find out more about these problems and offer some advice. Read carefully the extract from the letter below, the notes you have written on it and your list of suggestions. Then write a letter in which you ask for more information about your friend’s problems and offer some advice, using the list of suggestions to give you some ideas. Work or social life?

Can you move?

I’ve just finished my first term at college, and I’m surprised at how hard it has been. There is so much to do. I feel exhausted, and I find it difficult to hand in my work in time. It’s quite noisy where I live, so it’s hard to study. And I’ve got no money! It all makes me feel like giving up!

Eating/ sleeping well?

No, don’t!

Suggestions: Talk to teachers Study in college library Plan time better Get holiday job Read the following models, then say which model is good and which is bad, giving reasons for your answer as if an examiner. To decide which band each letter is see section Assessment, p.4 MODEL 1 London, 22th November 2001 Dear Peter, I received your kind letter last week and I was surprised of how depressed you are. I know that the first term at college is very hard because when I started my college, one year ago, was the same for me. Even though you feel exhausted you haven ’t to give up! I think that you should speak with your teacher trying to look for a solution. Maybe she can help you. Another thing that I think it’s very important is that you have to eat complete meals, because when you study you need a lot of energies. If where you live it’s too noisy, you could study in the college library or you could look for another flat in a more quiet place. If you need I could lend you some money; you have only to ask me!

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In your letter you wrote me that you haven’t time to meet other people because you have always to study. I suggest you to go out and try to enjoy yourself. However, I don’t give up!!! Have you thought about your life without a diploma? It’s not easy to find a job without it. Now, I’m sorry I haven’t more time and hoping that you’ll think a lot of what you are going to do… See you soon. Patricia. MODEL 2 Dear Mary, Thank you for your letter. I feel sorry for you now, because I know how much you wanted to go college. I remember my first term. As you, I thought of giving up too. I was so exhausted too, but I didn’t. You have to stay at college because you need it if you want a good work later. Try to have some rest (do you sleep enough? don’t you go out to enough?) Book your Saturday, you will be more relax. If you have any problem with your lessons, talk to your teachers. They can give your a good advice and tell how to learn easily. If your home is too noisy, try to find another one or, if you can ’t, go to the college library to study. You say you’ve got no money. Why? I know how expensive studying is, but first of all, don’t waste your money. Don’t go out too often, accept only parties in Saturday night (also because you can sleep on Sunday!). Maybe, you can find a holiday job – ask your Students Club, they might have some good opportunities. Let me know if settle in your new life. I wish you the best. Lots of love. Isabelle. MODEL 3 Dear George I read about yours problems. I see, you lose hope. I know one girl who had similar problems. Now she doesn't distinguish from other students. I'm going to give you my advice. I think you should write your timetable. Every day three or four hours you should do your homework. In this time you should concentrate only on it. After that you can watch TV or play tennis. I see you don't understand all material, which your teacher explains and don't succeed to write it. Don't worry about it. You can change it. Ask your parents or your friends to read in hearing story or something like that and try to take it down. I think you will have success in your business. Don't lose courage. Wish you success, Mary

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Letters of invitation Exercise 14 Read the following letter, in which Graham invites Simon to go on holiday with him. Dear Simon, Thanks for the birthday card and accompanying letter. It was so nice to hear all your news. I’ve been meaning to write to you for ages but somehow just haven’t been able to find the time. Anyway, I had a lovely birthday. Paula, Mark, Brian, Sally, Keith and I had an enormous meal at a new Italian restaurant which has just opened in town, Viareggio I think it’s called, and after that we went on to a disco in Leeds. What a shame you couldn’t come back to Bradford for that weekend! You know in your letter you were wondering if I had made any holiday plans for the summer. Well, Paula’s uncle and aunt in Cornwall have just asked her if she’d like to go and stay down there for two weeks so that she can after their cottage for them while they’re away on holiday in the States. They’ve said that she could bring three or four friends too, since it’s quite big and there are four bedrooms. Apparently, the cottage is out in the country so we ’d be able to go on lots of long walks. What’s more, it’s only about fifteen minutes by car to the coast, so it’d be handy for the beach too, weather permitting. Sounds to me like a really good idea for a holiday, especially as accommodation wouldn’t cost us a penny! Analysis Using the underlined words to help you, complete the following sentences about the letter above. 1 Graham hasn’t written to Simon because________________________________ 2 Viareggio is ______________________________________________________ 3 Paula’s uncle and aunt have invited her to Cornwall for two weeks to_________ 4 During those two weeks they will be __________________________________ 5 The cottage is quite big so Paula ______________________________________ 6 It’s right out in the country and it’s ____________________________________ 7 Graham’s playing squash in half an hour so _____________________________ Exercise 15 Link each of the following pairs or groups of sentences together using one of the connectors underlined in the letter above. In some cases you will need to omit certain words or change the word order. e.g. It was so nice to see you last weekend. It was lovely to see the children, too. It was so nice to see you and the children last weekend.

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1 I’ve agreed to babysit for my sister on the Saturday evening. She ’ll be able to go out and celebrate her wedding anniversary. 2 Right, I’d better stop now. I have to go and pick up the children from school. 3 I don’t think you’ve been to Edinburgh before. I’ve drawn you a map showing you how to get to our house from the end of the motorway. 4 I was in Spain last summer. I learned a great deal of Spanish. I learned a few words of Catalan, too. 5 I think I’ll probably come over in the car. Then I won’t have to catch the last train home. 6 I’d love to be able to put you up when you come down to Oxford. Unfortunately, I’ve already arranged for my brother to stay with us for those two days. 7 We thought it would be nice to throw a surprise party for Grandma. It ’s her eightieth birthday on Sunday. We’ve invited all the immediate family over. Exercise 16 Below is a wedding invitation addressed to Barry, a friend of the bride and groom. Imagine that you are either Jennifer or Adam and write a letter to accompany the official invitation, using the structure suggested below. Para 1. Invite Barry to your wedding. Para 2. Explain how to get to the church and the restaurant. Para 3. Give more details about the reception. Para 4. Recommend a hotel for him to stay at. Para 5. Express your hope that he will be able to come. Write between 120 and 180 words. Derek and Geraldene Smythe request the pleasure of the company of

Barry

Atkinson

at the marriage of their daughter Jennifer Sarah to Mr Adam Wilkins at the church of St. Stephen, Heyford on Saturday, 12th September, 2001 at 2.00 p.m. and afterwards at L’Hirandel restaurant, Oakleigh R. S. V. P.

Letters of request

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Exercise 17 First read the letter below, and then fill in the gaps and write a suitable last paragraph. Dear Mandy, ____________________ I wasn’t able to come to your party last weekend ________________I had to ____________________________________________ Unfortunately, ______________________________________________________ _____________________________. I was wondering if _____________________ _____________________________ favour. You know I applied for a job with ________________a few weeks ago. ____________________, believe it or not, they want me to come ____________ in London next ___________________. The problem is that it’s first thing in the morning, at nine o’clock. ____________________I’d have to leave Warwick at half-past five in the morning __________________ interview in time _____________________ I’d be quite tired by the time I arrived. So, do you think ________________ at your flat on Wednesday night ________________ I can get a good night’s sleep before the interview. Don’t worry about _________________ a bed for me. I can sleep anywhere – on a sofa, on the floor (or even in the bath!). Also I’d bring my own sleeping-bag, _________________you wouldn’t have to provide any ______________________or _____________________.

Debby Thank you letters Exercise 18 Below is the letter that Paul wrote to Jane to thank her for letting him stay in her flat in London while she was away on holiday. First read Paul’s letter and then fill in the gaps and write a suitable last paragraph. Dear Jane, _________________________________________________________ your flat while you were away on holiday. I expect you’re looking disgustingly tanned and healthy after a week in the sun. It’s all right for some, isn’t it? ____________________________, the reason I’m writing, as I’m sure you’ve guessed, is to ___________________ breaking the antique Chinese vase ___________________________ was on the chest of drawers by the window in my bedroom. This is how it happened: _______________________ I got back to the flat on the Monday evening I realised that I didn’t have the door keys on me. You see, I’d left the flat in rather a hurry that morning_________________________ I didn’t want to be late for my first appointment. So in my hurry to leave I must have forgotten to put ___________in my

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pocket. At first I thought the nurse upstairs might have a spare key._________________________, unfortunately, it was half past seven_____________________ she had already left for work. In the end I thought the best thing to do would be to try and get into the flat through a window. Luckily, I’d forgotten to close the one in my bedroom that morning______________________ I was able to get in without having to break any of the window panes. However, it was____________________ dark on that side of the building that I couldn’t see anything in the bedroom at all. Unfortunately, ____________________ I was climbing through the window I knocked the vase with my foot and ____________________ fell onto the floor __________________ smashed into pieces. For a moment I was afraid that one of the neighbours might think there was a burglar in your flat _________________, luckily for me, nobody seemed to hear it. __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ ______

Paul Letters of apology Exercise 19 Look at the example of an informal letter written in answer to the following question: You have recently got back from a holiday. You decide to write back to an English friend who wrote to you some time ago. Apologise for the delay in replying and tell her/ him about your holiday. Unfortunately, the letter contains a number of spelling, grammar and vocabulary mistakes. Try to find and then correct them. The number of mistakes is indicated at the end of each sentence. Dear Chris, Thanks for your letter. I am really sorry I didn't write back earlier, but I have only just got back from holiday. I went with three friends to a little place called Mojacar which is near of Almeria, but it wasn't exactly that we expected (2)! We booked some rooms in hotel in the village, but when we arrived to the hotel, we were very disappointing (3). It was very old, rather dirty and we couldn't to see the sea (1). So, we decided change (1).

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The next hotel was perfectly (1). It was very clean and it had the bigest swiming pool I ever seen (3). But it was one problem - it was so much expensive (2)! We stay one night, but then there was time to change again (2)! On the end we found the beautiful apartment with a balcony and it was cheap (2). Unfortunately, we only had four days of our holiday left (1)! Anyway, I must go and unpack my suitcase! I will write again soon. Love, Natalia. Exercise 20 Now write an informal letter in answer to the question in Exercise 19 in 120180 words, using appropriate language (see Appendix ).Your letter should follow this order: -Apologise for not writing sooner and explain why. -Say where you went on holiday and who with. -Say why you enjoyed/didn't enjoy your holiday and describe any special things you did. -Say when you hope to see or contact your friend.

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PART 2 FORMAL LETTERS Layout Write the name and/or title of the person you're writing to. Only use Dear Sir or Dear Madam if you don’t know the person’s name. Do not indent their address. Write the first line next to the left-hand margin. Begin the next line under the name. Write Yours with a capital 'Y' and faithfully or sincerely with a small 'f 'or 's'. These endings are followed by a comma.

22 York Street Bridewell BR6 450 The Principal 24th Nov. 19 Clifton College Clifton CL5 2RE Dear Sir, I am interested in applying for a place on a computer course at your college and I would be grateful if you could send me full details of the courses you offer and the fees, together with an application form. I look forward to hearing from you. Yours faithfully, S.M.Gilchrist

Never put your name before your address. Write the house number first, followed by the street, town (and postcode, if you know it). Give your reason for writing at the beginning. If you are replying to an advert, say where you saw it and when. If you are replying to a letter, give the date of the letter.

Types of Letters The beginning and the ending Dear Sir/Madam Yours faithfully

Dear Mr/Ms/Miss Jones Yours sincerely

Enquiry Explain clearly what information you would like and why you need it. If there are different points you need to explain or to ask about, use a different paragraph for each. Useful language: I am writing to enquire about... I was interested in your advertisement in 'The Daily Times' and I would like to have further information about ... I should/would be grateful if you would send me (full) details of... Could you possibly send me details of ...?

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Job Application Explain clearly which post / job you are applying for and, if you are responding to an advertisement, say where you saw it and when. Give all the necessary information about yourself, including age, qualifications, past employment, relevant experience and any special hobbies or interests, and explain why you are particularly interested in this post. Use a new paragraph for each main topic. It's also helpful to say when you would be available to attend an interview. Useful language: I am interested in applying for the post of... which was advertised in 'The Globe' on 22nd September. My reason for applying is that I would like to broaden my experience and also ... I would be able to attend an interview at any time which is convenient to you. Other application Explain clearly what you are applying for, where you heard about it and, if appropriate, who you represent. Give all the necessary information about your application, explaining how you intend to use the opportunity/ money, what you hope to achieve, and why this is important or worthwhile. Useful language: I am interested in applying for the grant/ scholarship which … -was advertised/mentioned in an article in last week’s “Globe on Sunday.” -I learnt about from my tutor/ the college notice board. The reason for my/ our application is that this grant/ scholarship would -enable me/us to gain valuable practical experience… -make a real difference to my/our work/project. Apology Explain why you are apologising, give reasons for your behaviour, express regret for the damage/inconvenience/offence which has been caused and promise not to let it happen again or to make up for what you've done, as appropriate: Useful language: I am writing to apologise/I sincerely apologise for (not) (+ -ing) for the fact that (+ clause) I'm so/really sorry (not) to have (+ p. part) I (do) hope you will forgive me for (not) (+ -ing) I assure you that it/this will never happen again. Complaint In the first paragraph, explain the reason for writing and in the next, explain exactly what the problem is. Give all the necessary details about where and when it happened and who was involved. Give other relevant information in further paragraphs if necessary. In the final paragraph, explain what action you want to be taken.

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Useful language: I am writing - to complain about... - to express my concern about the fact that... - to express my annoyance at... I must insist that you ... I must urge you to ... Thanking Useful language: Thank you (once) again for all your help/your kind cooperation. Thanking you in advance for your assistance/ cooperation in this matter. I would like to thank you for the help you gave us when our car broke down. Thank you for making our holiday in York such an enjoyable experience. Confirming details Useful language: I am writing to confirm my telephone order of this morning. I would like to order (one copy of Butterflies of Brazil) and I enclose my credit card details. I would like to confirm my booking of (one double room) for (three) nights, arriving on (Thursday 15th July), and leaving on (Sunday 18th). Endings It is usual to end letters which expect a reply with a sentence on a separate line. The most common ending is: I look forward to hearing from you. I hope you will give this matter your immediate attention. See Appendix for more expressions useful for writing different types of letters. Although it’s important to know how to set out the address for real-life letter writing, you do not need to include address in exam tasks. Exercise 1 The sentences in the following letter are in the wrong order. Put them in the correct order (1-10) and decide where the letter should be divided into paragraphs. Dear Ms Atkinson, A. Besides having a sound academic knowledge of these languages, I worked for three months as an au-pair in Grenoble when I left school. B. With regard to my availability for work, my first year exams will have finished by the end of June. C. Finally, as I will be in Manchester for the week 27 th April-1st May it would be convenient for me to attend an interview during this time. D. As regards my ability to speak Italian, I have had an Italian pen-friend since I was fourteen and have spent two summers with her and her family in Milan.

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E. I saw your advertisement in today’s Guardian newspaper and would like to apply for a job as a representative in Europe this summer. F. I look forward to hearing from you. G. I am currently taking the first year of a European Studies degree course at Bath University. H. Therefore, I would be free to work for your organisation from the beginning of July until mid September, as required. I. As you will see from my curriculum vitae (enclosed), I obtained good ‘A’ level grades in both French and Italian. J. This course includes French language and literature as well as Italian conversation classes so I am keeping up my languages. Yours sincerely Tricia Adamson Exercise 2 Find the examples of formal language in the letter above which have more or less the same meaning as the following more informal phrases. INFORMAL FORMAL I want to apply I would like to apply As for when I can start work __________________________________________ I could come for an interview __________________________________________ As for my Italian I want _______________________________________________ Write soon _________________________________________________________ So I could work _____________________________________________________ As you like _________________________________________________________ It says on my c.v. ____________________________________________________ I got A levels _______________________________________________________ Exercise 3 Look at the following sentences. Decide which of the four connecting words or phrases below could be used instead of the highlighted word to express the same idea as in the original sentence. In some cases it will be necessary to put the connecting word or phrase in a different position in the sentence. In other cases it will be necessary to make two sentences where previously there was only one or to join two sentences together. Therefore/so th st e.g. Finally, as I expect to be in Manchester for the 27 April-1 May √ it would be convenient for me to attend an interview during this time. A. therefore √

B. so √

C. for this reason D. furthermore

1.Firstly, there was no representative of your company to meet us at the airport. Moreover, the taxi-drivers were on strike so we had to walk half a mile to the nearest bus-stop…

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A. in addition

B. besides

C. what is more D. on the other hnd

2. Thirdly, your brochure stated that ‘ El Rossinyol’ was ‘a pleasant, ten-minute stroll from a fine, sandy beach’. However, we found that it was over half an hour’s walk… A. although

B. therefore

C. whereas

D. but

3. Finally, whereas the brochure said that ‘evenings are fairly quiet at ‘ El Rossinyol’’ there was, in fact, an incredibly noisy disco opposite the apartments. A. however

B. although

C. while

D. in spite of the fact that

4. The standard of service was appalling and your brochure gave a misleading description of the facilities. Therefore, I feel that we are entitled to a full refund of the cost of the holiday. A. for this reason

B. for this

C. consequently

D. furthermore

5. Besides having a sound academic knowledge of these languages, I worked for three months as an au-pair in Grenoble when I left school. A. as well as

B. despite

C. as

D. in addition to

6… my first year exams will have finished by the end of June. Therefore, I would be free to work for your organisations from the beginning of July… A. however

B. as

C. consequently

D. since

TYPES OF FORMAL LETTERS Letters of complaint Salutation

Paragraph 1 reasons for writing

Paragraphs 2,3 – complaint with justification

Final paragraph closing remarks

NAME

• A letter of complaint is written when one wants to protest about a specific problem. It must be written in formal language with a dignified tone. The first sentence expresses the reason why the writer is complaining. The language used depends upon whether you want to complain in a mild or strong way. e.g. MILD - I am writing to complain about a cooker I bought from your store last May. STRONG I was appalled at the inferior quality of the cooker which was sold to me at your store last May. We use linking words to give reason(s) for a complaint. e.g. Even though I have only used the cooker a few times, the grill has broken. Letters of complaint conclude with a suggestion or request which can be mild or strong.

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e.g.

MILD I look forward to your reply on the matter. STRONG I insist that you refund my money at once. Exercise 4 Read the letter of complaint and number the paragraphs in the right order. Then find the topic of each paragraph. Is it a mild or strong complaint? Justify your answer. Add salutation and name. A B C

D

I hope that this matter will receive your prompt attention and that my TV set will be replaced within the week. I am writing to you regarding the faulty TV set which I bought from your store last week. Furthermore, I was told that the TV was guaranteed for 2 years. Although I have asked you repeatedly to replace the TV, I have not yet received a reply from you. When I bought the TV the shop assistant assured me that it had Teletext and stereo sound. However, when I turned it on, the sound was awful and the picture was blurry.

Exercise 5 A Sample task Read the following information and write a letter of complaint to the Manager of the Multiplex Cinema Centre, explaining why you are not satisfied and saying what you think they should do. THE MULTIPLEX CINEMA CENTRE FIVE BIG SCREENS Seats: ₤3.00 Free parking Seats: None at All programmes start at 20.00 ₤3. Ours cost ₤10! NOW SHOWING: 20 mins’walk Goldeneye away Dr Zhivago Nearest car park Waterworld costs ₤10 Babe Ad is not true – Midnight Runner want money back B Read this sample answer. Choose the best option from the words in italics. Dear Sir/Manager I am writing to complain about/This is about your advertisement for the Multiplex Cinema, which is misleading in a number of ways. Firstly, you state in the advertisement/your advert that seats cost £3.00. But you know/However, when I went to the cinema, the only seats that were available cost

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£10 each. I feel/reckon that it should have been made clear that only a limited number of seats cost £3, and that the others are far/loads more expensive. Secondly/And then you say that there is free car parking. However, when I asked about this at the box office, I was told that the free car park was twenty minutes' walk away. There is a £10 charge for using the car park next to the cinema, but your advertisement does not make this clear at all. So all in all/Under the circumstances, I feel justified in asking for a refund. I would therefore be grateful if you could refund the extra £14 I had to spend on the tickets and the £10 charge for parking. I am enclosing/Here are the receipts for these. I look forward to hearing/Hope to hear from you. Yours faithfully/sincerely D D Jones C Look again at the task and the sample letter. Answer these questions with yes or no. Has the writer of the letter... 1 written to the Manager? 2 chosen a formal style? 3 covered all the points mentioned in the writer's notes? 4 mentioned the five films in the advertisement? 5 explained clearly what the complaint is about? 6 suggested a course of action the manager should take? 7 been offensive? Where you have answered no, think about why the writer has chosen not to do this. Exercise 6 You have recently been on a short holiday organised by a local company, but you were not happy with some of the things that happened. Read the information from Comfy Cottages and your notes. Then write a letter of complaint to the manager of the company. Holiday dates: Fri Feb 13 - Sun Feb 15 Accommodation: Holly Tree Cottage

Comfy Cottages No dishwasher TV broken

Terrible mess. Not until Saturday! Had no coffee or milk on day 1- all shops shut!

We have been specialising in short break holidays in countryside cottages for over 10 years. We have an excellent range of first class cottages to choose from. Our cottages combine traditional charm with every modern facility. Your cottage will be cleaned prior to your arrival. You will receive a Welcome Pack with a few essential groceries and a bottle of wine, along with

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yes! Refund ₤ 100? Free weekend somewhere else?

an Information Pack telling you all about the local area. We pride ourselves on our level of service. If there is anything you are unhappy about, let us know. If you are delighted, please tell your friends.

Read through these notes before you write your answer. 1 Opening: remember you are writing to the manager. 2 Paragraph 1: explain why you are writing and give details of where you stayed and when. 3 Paragraph 2: describe the problems you had with the facilities. 4 Paragraph 3: describe what other problems you had. 5 Paragraph 4: suggest a course of action. 6 Ending: finish the letter in a suitable way . Letters of application Salutation

Paragraph 1 reasons for writing

Paragraphs 2,3 – qualifications – previous experience

Final paragraph closing remarks

Name

In Paper 2, you may be asked to write a letter applying for a job. If you are replying to an advertisement, you must be careful to cover all the points. You should write in a suitably formal style. Exercise 7 Put the sentences in the right order, then rewrite the letter in paragraphs adding a salutation and your name. A B C

D E F

I am 24 years old and have recently graduated from Leeds University with honours. I have enclosed my C.V. and would be happy to provide any further information if required. While at Leeds, I was Deputy Editor of the College's entertainment magazine, covering the areas of sports, film reviews and current affairs. My degree is in advertising and publishing and in my third year of studies I worked for Leeds Publishing Ltd for 6 months. I am writing in response to your advertisement in yesterday's edition of "The Guardian." I look forward to hearing from you.

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G H I

I was also a member of the town's local writing group and often wrote fictional stories for local magazines. I would like to apply for the position of Personal Assistant. In my final term, I attended a part-time secretarial course, where I passed RSA typing and word-processing as well as gaining experience in all areas of office work including filling and most computer software packages.

Exercise 8 Read the following letter and answer the questions: What personal qualities does the writer mention? Then give the paragraph outline. Dear Sir/Madam, I wish to apply for the teaching position which was advertised in yesterday's Daily Planet. I believe I have the education, experience and personality that an excellent physical education teacher needs. I graduated from Harpham University with a degree in Physical Education, I received top grades there, and spent many hours as a student instructor while at HU. After graduating four years ago I was employed as a gym teacher at Shady Lanes Primary School. I really enjoyed working there, but the school closed three months ago. As all good teachers must be, I am patient, cheerful and organised. Most of all I enjoy my work, and I believe my students can see that I truly love teaching young people about sports and physical fitness. I have enclosed a detailed CV as well as references from my previous employer. I look forward to hearing from you. Yours faithfully, Thomas Smith Exercise 9 A Read this advertisement. We are looking for someone to arrange weekend and evening events for a group of students from Europe, who will be studying at a London language school in July and August. Could it be you? Are you • a good organiser? • sociable and outgoing? • good at languages? • familiar with the local area? If you are, please write to us, saying why you would be suitable for this job. B Read this letter of application for the job that is advertised above. Choose the words or phrases in italics that you think are more formal. Dear Sir or Madam, I am writing to apply for the post / job of Social Events Organiser which was advertised in last week's edition of Summer Jobs. I am now / currently studying French and Italian at London University, so I speak both languages well.

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I feel I would be suitable / right for this position because I have good organisational skills, and I greatly enjoy going out and meeting new people. I have lived in London all my life so I know many of the places that young students would enjoy. I have experience of this kind of work. Last summer I was employed by / worked for Imperial Hotels as a Tour Organiser, and I arranged excursions to places of interest in and around London. I also worked for London Life last Christmas, which involved taking groups of / some American tourists around the capital. My course finishes in the middle of June, so I would be available for work / can start working at any time during July and August. Please do not hesitate to contact me if you need / require any more / further information. I look forward to hearing from you. Yours faithfully, C Read the advice (notes 1-7) on how to write a good letter of application. Then find the part of the letter in B that relates to each piece of advice. Finally, re-arrange the advice so that it is in the same order as the letter. 1 Make it clear which post you are interested in and how you heard or learned about the job. 2 Describe your present position or situation briefly and clearly. 3 Begin the letter with 'Dear Mr ...', 'Dear Ms ...' or 'Dear Mrs ...'. However, if you don't know the name of the person, remember that there is another phrase you can use. 4 Sign off correctly. Use a suitable formal phrase. 5 Make it clear when you can begin the job if it is offered to you. 6 The final paragraph of your letter is just as important as the first paragraph. It must be polite but it must also give them the impression you are really interested in the job. 7 Explain why you think you would be particularly good for the job. You can make up any details you like here. Exercise 10 You see this advertisement and decide to apply: We are looking for Summer Camp Hosts to help teach and entertain children aged 10-12 at our Summer Camp in August. If you are good with children, keen on sports and other outdoor activities, and have a lively and outgoing personality, then we'd like to hear from you. We offer good rates of pay and free accommodation

REPLY TO SUMMER CAMP TRAVEL, BOX 100

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Follow these notes when you write your letter of application. 1 Remember it is not necessary to write any addresses. 2 Write in a formal style. Avoid informal language. 3 Cover the three qualities they ask for (good with children, sports, personality), explaining clearly why you think you have these qualities. Use your imagination here. Don't be afraid to exaggerate a little. 4 Use some of the phrases from the letter in B. 5 Be sure to tell them something about your present situation and when you could begin working. 6 Arrange your letter in clear paragraphs. 7 Don't write more than 180 words. Exercise 11 In addition to writing a letter of application for a job, you may also be asked to apply for something else, such as a scholarship or a grant. A Sample task The Green Foundation is offering grants of up to £5000 to fund new projects at schools and universities which are aimed at improving the environment. If you would like to be considered for a grant, please write to us, telling us what you will do in your project, how much money you will need and how you plan to spend the money. B Read the following answer. There are ten extra words that should not be there. Can you find them? Dear Sir or Madam I am writing with reference to your announcement and would like to apply me for a grant. I am a seventeen-year-old student at Brandon School in London. I am studying science because I intend to do medicine at the university. I have always been interested in the environment. I feel that we should to make people more aware of the benefits of re-cycling. Last year, as part of our chemistry course, we did a project on re-cycling. The project had two aims. The first aim it was to study the problem of disposing of ordinary household products such as like bottles and plastics. We worked out which products were enough safe to throw away, and which ones could be recycled. Our second aim was to give this information out. We produced leaflets for students and parents and at the weekends we handed more leaflets out in supermarkets. The cost of this it came to about £1000. We also spent £500 in writing to local shops near, supermarkets and other businesses asking them to provide re-cycling facilities. I hope you will consider us for a grant for £1500, and am look forward to hearing from you. Yours faithfully, Paul Porritt

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C Analysis Is the letter written to the right person? Is it written in the right style? Are the paragraphs clear? Read the question again. Why (apart from the mistakes) is this a bad answer? Exercise 12 Write a letter of about 180 words applying for one of the grants mentioned in this announcement. THE CHILDREN'S ORGANISATION has several grants of up to ₤ 1000 to fund new projects designed to help children in developing countries. To apply, please write to us giving details about yourself, the project you are planning, and say how you would spend the money. Plan your answer, using these notes. The letter can be answered in five paragraphs: 1. Refer to the announcement and say why you are writing. 2.Give a few details about yourself and what you do. Keep this part fairly short they just want an idea of who you are, how old you are, etc. 3. This is the main part of the letter, and you must use your imagination. Think of a project that would help children in developing countries. You may use any of your own ideas or any of the following: • collecting second-hand clothes • giving children presents for Christmas • supplying food and medicine 4. Explain how much you need and what you would spend the money on. It would be a good idea to make it clear that you will be doing a lot of the work for free. 5.Finish appropriately and say you look forward to hearing from them. Remember to write in a formal style. Letters of enquiry Exercise 13 Read the following advertisement and the two letters, then say which model is good and which is bad, giving reasons for your answer as if an examiner. To decide which band each letter is see section Assessment, p.4

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What sort of home required?

travel arrangement?

FREE HOLIDAYS Exchange your home worldwide through “International Home Exchange ”

including N. Africa?

For more information write to: Capital Marketing Corp. Ltd. PO Box 561, 6221, Main St., Gibraltar

Notes: - description of house: style / size / location - 15th June- 15th July - family of 5 (3 children aged 10, 8, 6) MODEL 1 Dear Sir/Madam, I am writing with regard to your advertisement in "The Guardian" on the 10th February. I would be grateful if you could send me further information about your home exchange scheme. However I would appreciate it if you could clarify a few questions I have. I am interested in visiting North Africa, particularly Tunisia, but I am only available from the 15th June to the 15th July. Do you think you may be able to find an exchange in this area at such short notice? I have three small children so the house would need to include some facilities to keep them occupied, for example a swimming pool. I would like to enquire exactly what type of house is required. I have a spacious cottage with a large garden that is ideal for children. I would be more than glad to send photographs and a more detailed description of our home if this would be of assistance. I would also like to know if the flights must be booked through your organisation, or separately through a travel agent. Thank you for your kind attention. I would appreciate an answer at your earliest convenience. Yours faithfully, Jill Thomson MODEL 2 Dear Sir/Madam, I want to know more about the free holiday advertisement you placed in the Guardian newspaper on the 10th February. I'm really interested in your home exchange scheme and I would appreciate it if you could send me information. I also have a few questions I'd like you to answer. I can only take a holiday 15th of June - 15th of July. Do you think I can do it with my family of 5 (3 children aged 10, 8, 6)? The description of my house is it is in the country, what sort of home is required? I live in a house in a small village

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and the surrounding countryside is very beautiful. Do you think this is suitable? I also need to know if you make the travel arrangements or if I have to do this myself. I would like to thank you in advance for your help and advice on this matter. I'm looking forward to hearing from you. Yours, Jill Exercise 14 A Sample task You are thinking of renting a holiday farmhouse. Read the advertisement and your notes, and then write a letter to Mrs Sorrento. Charming farmhouse between Rome and Naples. Most dates available. Sleeps 5. Pool. Contact Mrs Caroline Sorrento, Box 140. Prices & extras? Anything for children to do? Local airport + car hire? Rome or Naples easier? Available July? No. of bedrooms? Pool private? Where exactly? B Read this letter Dear Mrs Sorrento I am replying to your advertisement in The Times on March11 for the farmhouse, and there are a number of things I would like to ask. I am interested in renting the farmhouse for the last two weeks of July for myself, my wife and children aged 7 and 9. Could you let me know whether it would be free then, how much it would cost, and what the price includes? Could you also send me some more details about the farmhouse itself? It would be useful to know exactly where it is, how many bedrooms it has, and whether the pool is private, I would also be grateful if you could give me an idea of what sort of activities we could organise for the children. Finally, I would be grateful if you could let me know if there is a local airport and whether it is possible to hire a car there. If not, could you tell me whether it would be easier for us to fly to Rome or to Naples? I look forward to hearing from you. Yours sincerely, C Rewrite these questions. An example is given. 1 When does the last train leave? Could you tell me when the last train leaves? 2 Is there a good bus service? Do you know _______________________________ 3 What did he tell you? I need to know ______________________________ 4 How much did it cost?

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5 6

Could you tell me____________________________ Did they enjoy their holiday? Do you know_______________________________ Will the house be free in June? I would be grateful if you could tell me___________ Now find five examples of indirect questions in the letter in B.

Exercise 15 Below is part of an advertisement for a language school. Using your notes, write to the Principal telling him a little about yourself and including the questions you want to ask. Lakeland Language Services Easter and summer courses. All levels. Accommodation arranged. Fees from ₤150 per week. August - wks 1 and 2. Any places left? Course dates? How far from family to school? Family to provide meals? Collection from airport? Bus / train details please. Accommodation included or extra? How long from airport to school? Possible to change families if necessary? Use this paragraph plan. 1 Introduction: Say why you are writing. 2 Tell the Principal about yourself; say when you would like to come, and ask about the course dates. 3 Cover the notes that refer to questions about the host family and accommodation. 4 Include the questions about transport. 5 Finish in a suitable way. Useful phrases for asking questions I would be grateful if you could tell me/ let me know… Could you please (also) tell me/ let me know… It would be useful to know… Could you please send me details of… Exercise 16 In the transactional letter, you may be asked to write a reply based on two or more texts. You should look at all the texts carefully to find the relevant information. You must then organise your letter.

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A Sample task You are in charge of booking a weekend break with some friends at a small familyrun hotel. Read the extracts below and write a suitable letter to the hotel. A For us: 2 single rooms Arriving Friday 5 p.m. B Unfortunately we won't be able to get there until Saturday morning, but we still think it would be worth coming. A double room would be fine, but could you Just check that they can do vegetarian food for Jenny? See you soon, Jack C Friday afternoon would be fine for us. As regards the room, a double or twin room would be fine. Harry can sleep in a cot in our room. We can bring one if we have to but it'd be better if they could provide one. Could you find out for me? Love, Anna D When you send the £50 deposit, please let us know when you will be arriving and what bedrooms you will need. If you have any special requirements, we would appreciate it if you could give us details in advance so that we can make the necessary arrangements. Yours sincerely, P K Monkton Manager B Read these two sample answers. Which one is better? Why? Give reasons for your answer as if an examiner. To decide which band each letter is see section Assessment, p.4 Model 1 Dear Mr Monkton Thank you for your letter of 18 June. There will be a total of six adults and one child in our party. Four of us and the child will be arriving on Friday afternoon, and the other two adults will be arriving on Saturday morning. As far as the rooms are concerned, we require two singles and one twin-bedded or double room with a cot for Friday and Saturday night. Could you please let me know if you can provide a cot, or whether we should bring one? We will require an additional double room on Saturday night. Could you also confirm that you serve vegetarian food, as one of the members of the party is a vegetarian. I look forward to hearing from you and enclose the deposit of £50. Model 2 Dear Mr Monkton, I will require a single room, and I will be arriving on Friday afternoon.

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We have no particular special requirements, but one of the people in our group is a vegetarian. There will be four of us and the child on Friday. I enclose the deposit of £50. We also require a twin or double room with a cot. Please let me know if we need to bring one or whether you will provide one. By the way, thank you for your letter. That is for two nights. We require another single room, again for two nights, but we only need another double room on Saturday. I look forward to hearing from you. Exercise 17 Read the extract from the head teacher below, together with the students' comments, on which you have made some notes. Then write a letter to the head teacher, suggesting improvements to facilities at the college. As the budget is limited to I think we could really do with somewhere to keep milk for coffee, be£1000, please find out from students what facilicause it's always going off. Otherwise, ties are most in need of things are okay, though lots of the improvement. books in the library are torn and we could do with some new ones. P Higgs, Head teacher Yes I’m getting tired of crisps and I hate the furniture in the students' sandwiches every day. It would be room. It looks terrible. And another so much better if we could make thing, why don’t we get some class meals ourselves. sets of books? I hate all these phoSuggest small cooker and fridge . tocopies. Base your reply on these notes. 1.Refer to the letter and say what you have done. 2.Discuss problems relating to the kitchen. Then discuss the students' room. Finally, discuss problems relating to books. 3.End the letter in a suitable way. Letters of apology Exercise 18 Answer the questions: a)What is the writer's problem? b)What does the writer suggest? Dear Mr Prescott, I am sorry to say that I will not be able to attend the annual club meeting on the 21 of December. st

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Unfortunately, I am in hospital at the moment recovering from an appendix operation. I have to stay here for a little longer than I originally thought, and therefore will be absent. Nevertheless, I would like to make a request for the club’s future. I think that you increase the cost of membership, many members will be forced to leave as prices are already quite high. Therefore I ask you to reconsider any changes in cost. I hope that you will think carefully about my request, and apologise for the fact that I cannot come. I am sure that I will be present at next year’s meeting. Yours sincerely, Jonathan Pritchard.

Exercise 19 Read the informal and formal letters of apology and fill in the gaps by choosing one of the phrases below, then find the topic of each paragraph. 1 2 3 4

5

I want to tell/ I am writing to with regard to/ about say I’m sorry/ apologise I would like to express/ I want you to know

6 7 8

allowed/ let meet/ get together soon/ in the near future

9

friendly chat/ amicable conversation reiterate/ say again

I was really upset/ I was most disappointed 10

Letter 1 Dear Judy, 1) --------------- you how sorry I am 2)---------------, what happened last Thursday. I’ve been meaning to 3) --------------- since then, but I’ve been really busy and didn’t have time. 4) -------------- that I didn’t mean to hurt your feelings, and I’m sorry that I did. 5) --------------- after our argument, and I shouldn’t have 6) --------------- myself get so carried away, but sometimes my temper gets the better of me. Why don’t we 7) --------------- some time 8) --------------- for a 9) ---------- so that we can work things out? How about next Sunday? I hope you’ll be able to, and I just want to 10) --------------- how sorry I am. Love, Tina

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Letter 2 Dear Ms Thompson, 1) --------------- you 2) --------------- our last meeting. I wish to explain my behaviour and 3) --------------- for my conduct. First, 4) --------------- how grateful I am for the time and energy you put into helping me make a decision about my career. As you know, 5) --------------- by the rejection of my application to the graduate programme last October, and although you offered me several alternatives to pursue, I am afraid I 6) --------------- my frustration to get the better of me. I hope that we can 7) --------------- again 8) --------------- and have a more 9) ---------------. I wish to 10) --------------- how sorry I am for my rude behaviour last week. Please accept my most sincere apologies. Yours sincerely, Laura Delane

Letters of complaint Exercise 20 You and a friend recently spent a few days in London, as part of a touring holiday. While you were there you both wanted to see a good show at the theatre. However, you were not happy with the arrangements the travel company made for you. Read the advertisement below carefully, and look at the tickets and your comments. Then write a letter to the travel company, explaining why you were not happy with the service they gave.

Only cinema available

Ask for money back?

PRIORY CINEMA Row A 2, 3

As part of our holiday service, we also arrange tickets for one of the top London shows - musicals, ballet, opera - whatever is to your taste! We book the tickets - all you have to do is sit back and enjoy the show! Choosing a holiday with CITY TRAVEL means having a good time on the town!

Terrible seats! Couldn't see!

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

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Read the sample answers, then say which one is good and which is bad, giving reasons for your answer as if an examiner. To decide which band each letter is see section Assessment, p.4 Model answer 1 Dear Sir, I am writing to complain about the arrangements your travel company made for me and my friend while we were in London. According to your advertisement, we could choose whatever we wanted. We wanted to go to a musical. However, only cinema was available. To make matters worse, the seats were terrible and we couldn't see what was going on the screen. In your advertisement you had written, all you have to do is sit back and enjoy the show!' My experience was bad. You should at least have given us seats so that we could watch the film. I am very upset at having spent money on this touring holiday, and I would be very pleased if you refunded the money. I look forward to receiving a reply. Yours faithfully Elin Bergseng Model answer 2 Dear Sir/Madam, I am writing to complain about the service we had for the four-day holiday in London, that we booked with your agency two weeks ago. Although it was clearly written in the brochure, and we could see good shows at the theatre, it didn't happen. In fact there were no tickets available for the theatre, but only for the cinema, which made me very angry. Considering that we didn't have any choice, we went to the cinema, but here the things were not better. Much to my surprise, we got terrible seats at side at front, but what I most hated about that was the fact that we couldn't see the screen properly. As a result, what I am going to ask you, is the refund of money for the tickets of the theatre that my friend and I didn't get because not available. I look forward to hearing from you. Yours faithfully Biagio Salzillo

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PART 3 Revision Exercise 1 Match the beginnings with the endings and say which are formal and which are informal. Then, identify the type of letter, e.g. letter of complaint, letter of invitation etc. Finally, list appropriate language for each type of letter. BEGINNINGS 1 I am writing to apply for the post advertised in yesterday's Independent. I have four years of experience as a graphic artist as well as a degree in Fine Arts, and believe I am the perfect candidate for the position.

ENDINGS A I am enclosing a curriculum vitae together with two references. Please do not hesitate to contact me if you require any further information.

2 I am writing to you about last Sunday's dinner. B Please write soon and tell me your news. I would like to apologise for my inappropriate remarks. 3 Hi! I haven't heard from you for ages. What C We’d love to see you again. Please call and let have you been up to recently? us know if you can make it. 4 Congratulations on your marriage. I was so D Please accept my sincere apology and let me happy when I heard that you and Peter had got reiterate my deep regret for my comments. married. 5 I'm writing to you from my summer cottage on E I look forward to seeing you. Please let me the lake. I'd love it if you could come and spend know if the dinner party will be formal so that I can dress accordingly. the weekend with us. 6 I appreciate the invitation to the opening of F I'd love to see the wedding photos. See you your art gallery. soon. I am afraid I am unable to attend due to prior commitments. 7 I received your letter concerning the property G I trust you will accept this advice. I am also which you have recently inherited. I believe the including the name and address of a reputable best course of action is to contact an estate real estate office which can help you. agent. 8 I was delighted to receive your letter. I would H I am sorry to miss the opportunity of meeting be honoured to attend your dinner party on the the artists, but I hope I can view their work at the 28th May. gallery soon.

Exercise 2 Match the beginnings with the endings. Say which are formal and which are informal giving reasons. Then, identify the types of letters, e.g. letter of complaint, letter of invitation etc. Finally, list appropriate language for each type of letter. e.g. Beginning We would be honoured if you could attend our son's wedding Ending Please indicate whether you will be able to attend.

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FORMAL INVITATION BEGINNINGS

ENDINGS

1 On behalf of Fiat you are invited to attend our annual Customer Appreciation Dinner.

A Anyway, thanks for the gift. Write soon.

2 Thank you so much for my birthday present. It was a lovely surprise.

B Please indicate whether you will be able to attend. Meanwhile, happy motoring!

3 I am writing to complain about the rude man- C I look forward to receiving any information ner in which I was treated by one of your cusyou are able to send me. I hope to hear from me tomer service representatives. I spoke to the rep- soon. resentative's superior at the time, but no action was taken. 4 I got your letter yesterday. Let me give you some advice about the matter you mentioned. Things can’t be as bad as they seem, so try to relax a bit.

D I trust the situation will improve and that I will not have cause for further complaint.

5 I am writing to inquire about the application E Hope this helped, but why don’t you give me process for your educational programme. I have a ring so we can talk about it? Like I said, I think read your 1995 bulletin but would like more de- you’re worrying too much – it will all work out. tailed and up-to-date information.

Exercise 3 Identify the type and style of each letter, then write the salutations, opening sentences and closing remarks for each of them. a I'm really confused about what to do with my future and I desperately need your advice. As you have had plenty of experience in nursing, I'd like to know what you think - should I train to become a nurse or not? b

Next weekend we are having a few friends round to stay and we'd like you both to come. It's a sort of house warming and it'll be very informal. You will know everybody else, so please try to come. …

c

Your house warming party next weekend sounds like a great idea. We would love to come to see you and your new house as we haven't seen you for ages. I'm sure we'll have a wonderful time together. …

d

I'm really disappointed because I'm afraid that we won't be able to make it next weekend. Your weekend party sounds like a great idea, but my brother is getting married on Saturday afternoon and we must go. …

e

Thank you very much for your wonderful wedding present, it is just what we needed. It suits the living room perfectly and it will have pride of place on the wall over the fire-place. ...

f

I would like to know whether it would be possible for me to follow the course from home, without attending lessons, and would be grateful if you could send me any information you may have about this possibility.

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Exercise 4 Look at the advertisement, and the points under question. What kind of letter would you write in reply to this advertisement? Would it be formal or informal? Why? Think of useful expressions you would use in your letter. FEEL LIKE KEEPING FIT? OUR DANCE-AEROBICS CLASSES WILL MEET YOUR NEEDS! times?

Classes every day

how many exactly?

Number in classes kept to minimum No expensive equipment needed

what exactly? Friendly prices for those who attend regularly how much exactly? Join us now - you won't be sorry! INFO: LOBAN'S DANCE-AEROBICS, New street. Read the two letters which have been written after these people read the advertisement above and decide which is good and which is bad. Justify your answer; give your comments as if an examiner. To decide which band each letter is see section Assessment, p.4 MODEL 1 Dear Sir/Madam, I am writing in response to your advertisement in the The Bingley Times on March 2nd. I am very interested in joining your Dance-Aerobics classes and would be grateful if you could answer a few questions I have. Your advertisement states that the number in the classes is kept to a minimum. How many people are there in each class? As I work every day until 5 o'clock, I would also like to know the times of the classes. In addition, I would like to know if I need any special shoes or clothes for the classes, and I would greatly appreciate it if you could give me details of where to purchase any necessary equipment. Finally, as it is my intention to attend these classes regularly, could you also send me details of prices and membership fees? Thank you for your kind attention. Please reply at your earliest convenience. Yours faithfully, Elaine Richards

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MODEL 2 Dear Sir/ Madam, There are a few things I need to know about your Dance-Aerobics classes. Firstly, what time are the classes held each day? I’d like to take evening classes, if possible. I also think it’s a good idea to keep classes small. I prefer classes with fewer than fifteen people. I was in a really big aerobics class once, and it was too crowded. Don’t you just hate that? I think aerobics classes are great fun. I like sweating and jumping around as the heavy beat of the music pounds in my body. It’s the greatest, don’t you think? I’m looking forward to your reply. Please send it soon as I’m eager to begin the classes. Thanks. Yours, Rita Simmons Exercise 5 Read the following extract from a friendly letter and decide what type of reply the writer would receive. Underline the key words that indicate what information should be sent. Then, read the statements. Has all necessary information been included? Say which points mentioned are extra. I'll be visiting your city next month from the 8th to the13th to attend a book fair at the exhibition centre. Can you suggest any hotels close to the exhibition centre and some places to visit while I'm there? 1. The writer apologises for not writing earlier. 2. The writer was pleased to hear about his friend's promotion. 3. The writer suggests that his friend can stay with him. 4. The writer offers to visit the book fair with his friend. 5. The writer suggests a number of reasonably priced hotels as well as an expensive hotel. 6. The writer mentions some places worth visiting in Bath. 7. The writer offers to show his friend around. Write a reply using the statements given above as tips. While writing a letter, arrange them in a logical order. Sample answer Dear John, It was great to get your letter last week, especially since we haven ’t been in touch for so long. I was delighted to hear that you’ve had a promotion and are doing so well. You also mentioned the book fair in your letter, which will be held in Bath next month. I’d like you to know that you’d be more than welcome to stay with us during your visit but I’ll fully understand if you choose to stay in a hotel especially since we live so far from the exhibition centre. I can suggest several reasonably priced hotels such as The Belvington, The Palace and The George Hotel, all of which are a stone's throw from where the book

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fair will be held in the centre of Bath. Alternatively, if you're happy to pay more, Crescent is a wonderfully exclusive hotel which offers a huge range of facilities. As you probably know, the city of Bath is renowned for being a beautiful spa town and I would recommend a visit to the Roman baths. The town itself is very pretty and there are lots of quaint tea shops and old-fashioned pubs. If time allows, we would love to show you the surrounding countryside which stretches for miles across the Cotswolds and is one of the prettiest areas in Britain. Looking forward to seeing you soon, Regards, Tom Exercise 6 Read the following letter and answer the questions: a) What type of letter is it? b) Is it formal or informal? Dear Mr Pritchard, I would like to invite you to our annual club meeting which will take place this year on 21st December. The meeting will be held in the club’s own banqueting suite at 8.00 p.m. This will be an occasion to express any new ideas about the club. It is a time to consider where improvements can be made in order to please our members. We will also discuss a change in the cost of yearly membership. As this effects you personally, your attendance at the meeting would be appreciated. After the meeting some light refreshments will be served. Please inform us whether you will be able to attend. Yours sincerely, Ronald Prescott Exercise 7 Read the following topics and identify the type and style of each. Suggest possible beginnings and endings for each one, then give the paragraph outline. Finally, write any two of them in an appropriate style, using 120180 words. Do not include addresses. 1 You want to send your two children to summer camp. You only have the advertisement below and you need more information. CAMP CONWAY SUMMER CAMP FOR YOUNG CHILDREN age? Happy campers will spend the June?/July?/ August? summer How long? involved in range of exciting activities. Team leaders supervise experience? children 24 hours a day. qualifications? Information: 23. Park Lane

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2 You are a policeman and have received a letter from the teacher of a local school. She wants you to talk to her class about road safety. Read Miss Sharp's letter carefully and the following notes which you have made for yourself. Then write a letter, setting up the appointment. … so I feel that the children would benefit greatly from hearing you speak about road safety. Please let me know when it would be convenient for you to come. children - what age? do I need to bring photos, slides, etc? how long do I have to speak for? where will the talk take place? 3 You have been invited to a friend's party but you can't go because you're going out with your parents that evening to the theatre. Write to your friend, apologising and giving your reason for not being able to go to the party. 4 You have seen a newspaper advertisement for a summer job as a tour guide. Write a letter applying for the job including all relevant information. 5 You have decided to go on an organised day trip to France. Your cousin wants to come, but needs more information. Using the notes below, write a letter to your cousin, giving all relevant details. DAY TRIP TO FRANCE - meet 7am coach station - don't forget an up-to-date passport - need at least ₤50 spending money - back home 11pm - phone Mr Graham by Friday to book a place (0 1223-527739) Exercise 8 Read the following questions, identify the type and style of each letter, then write any four of them. Write your answer in the appropriate style using 120180 words. Do not include addresses. 1

While staying at a hotel recently you lost your camera. Write a letter to the hotel manager describing your camera and asking him to send it to you if he finds it.

2

This is part of a letter you have recently received from your old school. Write a reply to this letter, expressing regret that you will be unable to attend since you will be on holiday abroad for the whole of June. We will be holding a reunion party for all former students on June 24th and would be very pleased to see you there. Please let us know as soon as possible if you will be attending.

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3

This is part of a letter you have received from a friend who lives in Scotland. Write a reply to your friend's letter apologising for keeping him waiting at the station. I'm very hurt that you didn't even call me to let me know that you'd missed the train –I waited for 45 minutes at the station. I think that I deserve an apology and I'm telling you now that if it happens again, I won't invite you to my house again.

4

You recently went to a restaurant with a group of friends. Write a letter to the restaurant manager complaining about the bad food and service you received.

5

You have an Italian friend visiting, who you want to take on a guided tour of London. Write a letter to the Tourist Information Bureau asking for information about the tours they offer, times of departure, prices, student discounts etc.

6

This is part of a letter you received from a friend. Write a reply giving your friend advice about what he/she should do. I don't know what to do and I thought you might be able to help me. As you know, I lost my job last month and I haven't been able to find a new one. I hardly have enough money to pay my rent. Exercise 9 Read the letter below, identify its type and give your comments as if an examiner. To decide which band the letter is see section Assessment, p.4 My dear friends, I'm so glad that you are going to visit me. I miss you much and hope we'll spend time very interesting. I've also heard that Edinburgh is very old and beautiful city, so I am agree that we should spend few days there. I've addressed to the travel agency and have got all information how to go to Edinburgh. Firstly, we can travel by car. There is 540 km between Cambridge and Edinburgh. We can achieve Edinburgh in 5 - 6 hours. The car hire is 40 ₤ a day plus petrol and insurance. Secondly, we can use a train. It goes three times a day. The first train departures at 7 o'clock and arrives to Edinburgh at 12.15. The second departures in an hour, at 7.56 and arrives at 13.38. The next train is at 9 o'clock and arrives at 14.12. The return fare at weekends is 90₤ and at all other days is 75₤. And at last we can travel by coach. It's like train goes three times a day . The coach departures at 11, 18.18 and 22.30. It takes 10 hours to achieve Edinburgh. The return fare there less than on the train. At weekends it costs 60₤ and at all other days it's 45₤.

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So, as for me, I think we should travel by car. Train is much faster than coach, but tickets on train are more expensive than on coach. On the other side travel by coach is cheaper, but it takes much time. If we travel by car, we'll spend much money, but less time. And also we have a chance to inspect surroundings, to be on a fresh air and enjoy our journey. Your sincerely Irene

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APPENDIX Accepting an invitation Opening Remarks

Closing Remarks

Formal I would be delighted to, I would be honoured to, I am writing to accept your kind invitation, etc I will be attending, I look forward to seeing you, etc

Informal I'd love to come, Thanks for the kind invitation, The party you invited me to sounds lovely, I'd be glad to, etc I can't wait to see you again, Until next Saturday then, etc

Refusing an invitation Opening Remarks

Closing Remarks

Formal It will be impossible to attend, I am unable to fit it into my schedule, I am afraid I am unable to, I have to refuse, Owing to other commitments, etc I am sorry to miss the opportunity of, I hope to be given the opportunity to meet you some other time, etc

Informal I'm afraid I can't come, I'm sorry to tell you, I'd love to come but, I can't make it, I won't be able to come, etc It's a real shame, I hope we can get together some other time, I'm sorry to miss, How about next week instead, etc

Asking for information Opening Remarks

Closing Remarks

Formal I am writing to ask/inquire about, Could you possibly send, May I request, I would be grateful if, Could you please send further details, etc I would appreciate it if you could inform me as soon as possible, I look forward to receiving, It would be of great help if you could fax me the details, etc

Informal Can you send me, Tell me if, Let me know, etc

Let me know, Tell me soon, Send me the details, etc

Giving information Opening Remarks

Closing Remarks

Formal I am writing to inform you about, In reply to your query, The following information is what was requested, I am pleased to be able to assist you in your enquiries, etc I hope that I have been of some help to you, I trust that this is the information you require, Please inform me if I can be of any further assistance, etc

Informal After you asked me to, This is what I found out, I hope this is the information you were looking for, This is what you asked me about, etc I hope this will help you, Let me know if you need any more help finding out about, I'm glad I could help you, etc

Letters of advice Opening Remarks

Formal Informal I strongly recommend that, I would sug- If I were you, How about doing this, Why gest that, I believe the best course of don't you, Let me give you some advice, etc action is, I would advise you to, etc

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Closing Remarks

I trust you will accept this advice, I hope Hope this helped, Let me know how it this will be of help, I would very much went, Is this of any use, etc like to know if this was helpful/has been of some use, etc

Letters of invitation Opening Remarks

Closing Remarks

Formal We would be honoured if you, I wish to cordially invite you to, Your presence is required at, You are invited to attend, etc We would be grateful if you could inform us, We hope to see you, Please indicate whether you will be able to attend, etc

Informal I am writing to invite you to, Why don't you come and spend some time, Please come to, I'd love it if you could come to, etc I'd love to see you again, I hope you'll be able to make it, Please let me know as soon as possible, I'm looking forward to, etc

Letters giving directions Opening Remarks

Closing Remarks

Formal I have enclosed some directions and a map, I would be delighted if you could attend, and to ensure you can find your way I will write some detailed directions below, In case you do not know the exact location of the...hotel/venue, I have included some directions, If you follow the directions below/map below..., etc I trust that you will find these directions helpful, I hope that you are able to follow the directions given, etc

Informal In case you don't know the way I'll give you some directions, Here are a few directions, so you don't get lost, I'll tell you how to get there, This is just a quick note, to tell you how to get to..., I've written some directions, and drawn a map to help, etc I hope the directions above are clear enough for you, I hope that you can find your way alright, Please pay special attention to the directions, My directions shouldn't be too difficult to follow, etc

Application for a job Opening Remarks

I am writing with regard to your advertisement, I would like to apply for the post of,

Closing Remarks

I would appreciate a reply at your earliest convenience, I look forward to meeting you, Please contact me regarding any queries you may have, etc

Letters of apology Opening Remarks

Formal Unfortunately I must apologise for..., Please accept my sincerest apologies for..., How can I apologise enough for..., I must apologise profusely for..., etc

Informal I hope you will understand when I say that, What can I say, except I'm sorry that..., I certainly owe you an apology as I..., I'm so sorry if I upset you in any way, I find it very hard to tell you that...and I'm sorry for..., I can't describe how sorry I am and how guilty I feel, etc

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Closing Remarks

I hope you can forgive me..., I implore you to accept my apologies..., Words cannot express how sorry I am, I hope you will accept my apologies, I hope my apologies were received without resentment, etc

I hope you believe me when I say how sorry I am, I cannot express how much I regret..., I beg you to forgive me for..., There is no excuse for...and I hope you'll accept my apology, etc

Letters of complaint Opening Remarks

Strong I was disgusted by, I was appalled at, How dare you, I want to express my strong dissatisfaction, etc

Mild I am writing to complain, I had been led to expect, I would like to cancel the order/request, I have no other alternative, etc

Closing Remarks

I am taking the matter to court, I intend Nevertheless, I hope you will replace, I to sue, I insist you replace the item at trust the situation will improve, I hope the once, etc matter will be resolved, etc

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BIBLIOGRAPHY 1. М е ле х И.Я . К а к пи шутпи сьма на а нгли йско м языке . – М о сква : В ысша я шко ла 1993. 2. Cambridge Examinations, Certificates and Diplomas (FCE): Specifications and Sample Papers for the Revised Examination. – Cambridge: UCLES, 1997. 3. Kenny N., Luque-Mortimer L. First Certificate: Practice Tests Plus. Longman, 2000. 4. Evans V., Dooly J. Mission: Coursebook. Express Publishing, 1998. 5. Evans V., Dooly J. Enterprise Intermediate: Coursebook. Express Publishing, 1998. 6. O’Neill R., Duckworth M., Gude K. New Success at First Certificate. Oxford University Press, 1997. 7. Anderson P. Writing Skills: First Certificate. Nelson, 1987. 8. O’Connell S. Advanced English: C.A.E. Coursebook. Longman, 2000. 9. Acklam R., Burgess S. First Certificate Gold: Coursebook. Longman, 1998. 10. Flower J. First Certificate Organiser: Exam Preparation. Language Teaching Publications, 1996.

CONTENTS 1. General description … … … … … … .p.2 2. Informal letters … … … … … … … … p.12 3. Formal letters … … … … … … … … ..p.32 4. Revision … … … … … … … … … … … p.52 5. Appendix … … … … … … … … … … ..p.59 6. References … … … … … … … … … … p.62