16.1 How to Write a Letter?
There are two types of letters you can write: a friendly letter is informal and is written to someone you know for example, your friends or family, or a business letter which is formal and is written to a company or a person you do not have a personal friendship with.
16.1.1 Friendly and Personal Letters
Personal letters or friendly letters, have mainly five parts.
1. The Heading: This includes the address, line by line, with the last line being the date. If you use pre-
addressed stationery, just add the date.
2. The Greeting: The greeting always ends with a comma. The greeting may be formal, or informal.
Formal: Dear Aunt Anne, Dear Mr. Ramirez
Informal: Hi Erick, Greetings,
3. The body: It is also called the main text. This includes what you want to write. The purpose of your letter.
4. The closing: The closing is an expression. It is a few words on a single line. It ends in a comma.
5. The signature line: The signature line is where you write your name. The signature goes above your name
and under the closing. The signature should be written in blue or black ink. If the letter is very informal you
can just sign without writing your name.
6. Postscript: If your letter contains a postscript, you write P.S. and at the end of this message end it with your
initials. Skip one line after the signature line to begin the postscript.
Format for a friendly or personal letter
Personal letters or friendly letters, have mainly five parts.
1. The Heading: This includes the address, line by line, with the last line being the date. If you use pre-
addressed stationery, just add the date.
2. The Greeting: The greeting always ends with a comma. The greeting may be formal, or informal.
Formal: Dear Aunt Anne, Dear Mr. Ramirez
Informal: Hi Erick, Greetings,
3. The body: It is also called the main text. This includes what you want to write. The purpose of your letter.
4. The closing: The closing is an expression. It is a few words on a single line. It ends in a comma.
5. The signature line: The signature line is where you write your name. The signature goes above your name
and under the closing. The signature should be written in blue or black ink. If the letter is very informal you
can just sign without writing your name.
6. Postscript: If your letter contains a postscript, you write P.S. and at the end of this message end it with your
initials. Skip one line after the signature line to begin the postscript.
Format for a friendly or personal letter
The following picture shows what a one–page friendly or personal letter should look like. This example doesn't have a postscript.
Exercise 1
Your turn! Write the name of the parts of the letter depending on the description. Use these words: Greeting, Closing, Signature, Body, Heading.
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16.1.2 Business Letters
A business letter is a formal letter that you write to a company or someone that y ou don't have a personal relationship with. It should have a margin of at least one–inch on all four edges. It is always written on 81⁄2"x11" unlined stationery. This type of letter has six parts.
2. The Inside Address: This is the address of the company you are sending your letter to.
3. The Greeting: The greeting in a business letter is formal. It begins with the word "Dear" and includes the person's last name. The greeting in a business letter always ends in a colon.
4. The Body: The body is written as text. A business letter is never hand written. You must skip a line between paragraphs.
5. The Closing: The closing ends with a comma. It begins at the same column the heading does.
6. The Signature Line: Skip two lines and type your name to be signed. The signature line may include a second line for a title, if appropriate. If you are not signing the letter and you want to authorize someone, the term "By direction" in the second line means that a superior is authorizing the signer.
Use blue or black ink. Business letters should not contain postscripts.
Business Letter Styles: The following pictures show what a one–page business letter should look like.
16.1.3 Abbreviations
The following abbreviations are used in letters:
ASAP: as soon as possible
CC: carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them know)
ENC: enclosure (when you include other papers with your letter)
PP: per procurationem (A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they are not there to sign it themselves, etc) (By direction)
PS: postscript (when you want to add something after you've finished and signed it)
PTO: (informal) please turn over (to make sure that the other person knows the letter continues on the other side of the page)
RSVP: please reply
16.1.4 Sample of a Letter
Exercise 2
Read the letter. Write the correct part of the letter in the blank spaces.
789 Saint Peter Street Apt.56
Arlington, Virginia 22110
January 15.2007
Mr. John Hill
Staff Manager
Marilyn's Cakes and Pies.
1650 Park Avenue
Fairfax, Virginia 22111
Dear Mr. John:
You will probably remember me from the incident last Thursday, February 12, I got u pset with one of your waiters
because he had not given me the correct change. I h ave been going to your elegant pastry shop for over a year now
and that had never happened to me. I was surprised by the reaction of your staff to handle this s ituation and felt very
pleased after they apologized and gave me back the money p lus a very delicious apple pie to make up for it.
First I want to congratulate you for the well trained staff that provides a fantastic service and second I want to
apologize for the way I reacted because not only did I r eact in a very rude way but when, I arrived home I realized that
the waiter had given us the correct change. I counted the money in my wallet and I had more t han what I should.
I would also like to mention that the waiter was doing a splendid job considering the "Rush Hour" of the Pastry
Shop. I enclose the money and a tip for the waiter.
I look forward to visiting you soon.
Sincerely, .
Frank Lane. .
Exercise 3
Answer the following questions.
16.1.5 Phrases to Start a Friendly Letter
| Thank you for... | Gracias por... |
| Many thanks for... | Muchísimas gracias por... |
| I must thank you for... | Debo agradecerte por... |
| I am sorry to have to say that... | Siento tener que decirte que... |
| I am just writing to say... | Te estoy escribiendo para decirte... |
| It was very good of you to... | Fue muy amable de tu parte... |
| It has been so long since I last wrote... | Ha pasado tanto tiempo desde que te escribí... |
| It is so long since I heard from you... | Cuanto tiempo ha pasado desde que sé de ti... |
| How have you been... | Cómo has estado... |
| It has been a while since... | Ha pasado tanto tiempo desde que... |
| How is your family... | Cómo está la familia... |
| I have been very busy lately but... | He estado muy ocupado últimamente pero... |
| I can't tell you how happy I feel to... | No puedo expresarte lo feliz que estoy de... |
| What's up my friend... | Que hay de nuevo amigo...? |
| I wonder if you could... | Me pregunto si pudieras... |
| I am sure you will be sorry to hear that... | Seguro que sentirás mucho saber que... |
| I have just heard the wonderful / sad news from __________ about... | Acabo de escuchar la maravillosa / triste noticia de __________ acerca de... |
| I have noticed lately that... | Últimamente he observado que... |
| I was about to write to you when your letter arrived... | Estaba apunto de escribirte cuando llegó tu carta... |
16.1.6 Phrases to Start a Business Letter
| I am writing to enquire about... | Por la presente quisiera saber... |
| In reply to your letter of... | En respuesta a su carta de... |
| In accordance/compliance with your request... | Conforme a su petición... |
| I regret to inform you that... | Lamento comunicarle... |
| We are pleased to announce... | Nos complace anunciarle(s)... |
| We are pleased to inform you... | Nos es grato comunicarle(s)... |
| We acknowledge receipt of your letter of... | Acusamos recibo de su carta de... |
| We refer to your (Letter/circular/newsletter/order/statement) of... | Referente a su (carta/circular/boletín/pedido/cuenta) de... |
| We should like to remind you that... | Le recordamos que... |
| We have carefully considered your... | Con sumo cuidado hemos considerado su... |
| I enclose our order for... | Adjunto nuestro pedido de... |
| We have pleasure in acknowledging the receipt of your check... | Nos complace confirmarle que hemos recibido su talón... |
| We thank you for your order for... | Agradecemos su pedido de... |
| I am very much obliged to you for... | Le quedo muy agradecido por... |
| Would you please quote for... | Ruego nos comuniquen precios de... |
| I must protest most emphatically about... | Quisiera protestar rotundamente acerca de... |
| We have today dispatched to you... | Hoy le hemos remitido... |
| We should like to call your attention to... | Tenemos él deber de comunicarle... |
| In accordance with our agreement... | Según lo convenido/acordado... |
| Contrary to our agreement... | Contrariamente a lo convenido/acordado... |
| We are pleased to confirm... | Nos es grato confirmar... |
| It is with considerable pleasure/It is with considerable regret that... | Con sumo gusto... / Lamentamos... |
| With reference to your letter of... | Referente a su escrito... |
| We find it necessary to inform you... | Nos es necesario informarle(s)... |
| We greatly appreciate... | Quisiera agradecerle(s)... |
| Please accept our thanks for... | Ruego acepte nuestro agradecimiento... |
| I reply to your advertisement for... | Contesto su anuncio acerca de... |
| I should like to apply for the job of... | Quisiera solicitar el puesto de... |
| I saw your advertisement in today's Times and... | Hoy he visto su anuncio en el Times y... |
| Will you please note that... | Ruego tome nota que... |
16.1.6 Phrases to Start a Business Letter
| To whom it may concern... | A quien el corresponda... |
| The natural method used by Natural English... | La metodología natural usada por Natural English... |
| Music therapy has helped me in... | La musicoterapia me ha ayudado en... |
| I feel that the natural method compared to the traditional method is... | Siento que el método natural comparado con el tradicional es... |
| This program has helped me in... | Este programa me ha ayudado en... |
| It is very important to follow... | Es muy importante seguir... |
| When I arrived at Natural English... | Cuando llegué a Natural English... |
| I decided to study English because... | Decidí estudiar Natural English porque... |
| When doing this program, it is very important to... | Para hacer este programa es muy importante... |
| Thank you for... | Gracias por... |
| Many thanks for... | Muchísimas gracias por... |
| I am just writing to say... | Te estoy escribiendo para decirte... |
| I can't tell you how happy I feel to... | No puedo expresarte lo feliz que estoy de... |
| I am very much obliged to you for... | Le quedo muy agradecido por... |
| We are pleased to confirm... | Nos es grato confirmar... |
| This opinion letter has as its main purpose... | Esta carta de opinión tiene como fin... |
| Patience... | Paciencia... |
| Respect... | Respeto... |
| Caring... | Preocupación... |
| English is an important tool... | El inglés es una herramienta importante... |
| This program consists most of all in... | Este programa consiste más que todo en... |
Exercise 4
Write an opinion letter to Natural English describing your experience in this institute, the method including the way sessions are given and expressing your opinion. Use any of the formal business letter styles.