FCE Formal Letter and Email

In this post, we will look at how to write a formal letter/email for the FCE exam.

This is the second half of writing which you can choose to do in the exam. Learn more about the writing part in the FCE exam here.

 

Analyze the task

• What information do we need to include?
• What is the purpose of this essay? 
• Who are we writing to?

The letter or an email will be always addressed to someone that you don’t know well, or in other words have to be formal with (boss, teacher, sales manager, etc.). This may be a named individual or an unnamed representative of an organization.

Be polite! Use indirect expressions, formal linking phrases and set phrases wherever appropriate.

In a formal letter/email, you will need to read all information you are given in the task. Additional to the task you will also be given an advert, memo, or perhaps even handwritten notes, that will also be crucial for the compilation of the task. You must respond to all the questions and points in the texts or notes. The task will tell you exactly what you need to do. This may include asking for information, initiation action, or responding to a request. Meaning: give feedback on suggestions, make a complaint, suggestion, or correction.

The beginning

Begin the formal letter in one of these formal ways: Dear Mr/Mrs/Miss/Ms. Lodge. If you are given a person’s title and surname use it. If you don’t know the person’s name or whether they are a man or a woman use: Dear Sir/Madam.

The first paragraph

In the first paragraph say why you are writing. Clearly state the subject or context: I am writing to complain about…, I would like to request…., Having read your…, etc.

General idea

Organize all the essential information from the task prompts clearly and logically in the main paragraph of the letter: Firstly, Furthermore, Secondly, etc. You may need to give extra ideas of your own.

Of course, as always, regarding any complaint, don’t forget to write about how you expect the other person/company to respond to your letter: request a refund, ask for help, ask for the problem to be resolved and what would be the best way, etc.

The ending

Before the ending use, I look forward to hearing from you.

And finally, finish the letter as any other formal letter, by Yours sincerely (if you know the name of the person you have written to), Yours Faithfully (if you don’t know the name of the person you have written to).

Useful phrases

Here are some phrases you can use in your letter:

1) Saying why you are writing:

• I am writing to complain about / enquire about / tell you about / suggest…
• I would like to request further information about…
• I would be most grateful if you could send me details of…
• In response to your letter of 26 February, I am writing to…
• Having read your …

2) Organizing information: 

• Firstly,…
• Secondly,…
• In addition,…
• Furthermore,…
• Lastly,…

3) Asking for action: 

• I would be grateful if you could…
• It would be helpful if you would…
• Please could you…
• Could you tell me…
• Could you please let me know…
• I would appreciate it if you could…
• I would like to know…
• I would be interested in knowing…
• Would you mind sending me…

4) Closing the letter:

• I look forward to hearing from you.

Reminder! Don’t forget about the commas! 

In addition

And finally, let’s speak about word count and time management. 

In this task, you will have to write between 140-190 words. It means that you can fit about 10 to 15 sentences. In such writings try to be straightforward, don’t add information that the reader doesn’t need to know. 

From my personal experience, I know that my usual sentences are about 12 to 16 words long and that means that I can write about 12 sentences to meet such criteria. You won’t lose marks if you write 5 words too many. Focus on writing that you have to write, and the word count will take care of itself. Don’t waste time in the exam counting how many words you have written! 

The usual time-management is 10 – 25 – 5. 10min planning, 25min writing and 5min review.