ACTIVITY

Activity – Deciding the appropriate tone for a letter.

Here are instructions for a variety of letters. 

• Decide what is the appropriate tone for each one (F = formal, SF = semi-formal, I = informal).
• Choose phrases to start and end the letter from the box below.

You have applied to do a course in Accounting at a local university.  You would like to change to Ancient History but the closing date for applications has passed. Write a letter to the university. In your letter: explain why you want to change to Ancient History apologise for missing the deadline say what you would like the university to do. Tone:                                                                    Formal Semi-formal Informal Opening phrase:                        I am writing to complain about... I would be happy to take part in... I am writing to express my interest in... I feel it would be a good idea to... I have just received your letter about... I am writing with regard to... Just writing to say... Closing phrase:                                                                                                                                        I look forward to your response on this matter. I would be grateful if you could send me details about this as soon as possible. I am writing to express my interest in... I hope the situation will be resolved as soon as possible. Can?t wait to catch up! See you soon. I would like to apologise again and assure you that this will not happen in the future. Hope to hear from you soon. Love to the family. Check answers Tone - The tone should be formal. Opening phrase - I am writing with regard to... Closing phrase - I look forward to your response on this matter.

 

An old school friend has written to say he is coming to stay in your country.  You only live in a small studio apartment and do not have room for your friend to stay. Write a letter to your friend.  In your letter: say how you feel about seeing your friend again explain why you are unable to invite your friend to stay with you suggest some places to stay in your town. Tone:                                                                    Formal Semi-formal Informal Opening phrase:                           I am writing to complain about... I would be happy to take part in... I am writing to express my interest in... I feel it would be a good idea to... I feel it would be a good idea to... I have just received your letter about... I am writing with regard to... Just writing to say... Closing phrase:                        I look forward to your response on this matter. I would be grateful if you could send me details about this as soon as possible. I am writing to express my interest in... I hope the situation will be resolved as soon as possible. Can’t wait to catch up! See you soon. I would like to apologise again and assure you that this will not happen in the future. Hope to hear from you soon. Love to the family. Check answers Tone - The tone should be informal. Opening phrase - I have just received your letter about... Closing phrase - Can’t wait to catch up! See you soon.

You bought a subscription to a weekly magazine two months ago but have not yet received a copy. Write a letter to the Customer Service Manager of the magazine.  In your letter: describe the problem say how you feel about this say what you want the manager to do. Tone:                                                                    Formal Semi-formal Informal Opening phrase:                           I am writing to complain about... I would be happy to take part in... I am writing to express my interest in... I feel it would be a good idea to... I feel it would be a good idea to... I have just received your letter about... I am writing with regard to... Just writing to say... Closing phrase:                        I look forward to your response on this matter. I would be grateful if you could send me details about this as soon as possible. I am writing to express my interest in... I hope the situation will be resolved as soon as possible. Can’t wait to catch up! See you soon. I would like to apologise again and assure you that this will not happen in the future. Hope to hear from you soon. Love to the family. Check answers Tone - The tone should be formal. Opening phrase - I am writing to complain about... Closing phrase - I hope the situation will be resolved as soon as possible.

What language should I use for the right tone?

The tone of your letter should always be polite, even if you are complaining.  To ensure that your tone is appropriate, make sure you use the same tone all the time, avoiding language which is emotional or too casual.

Activity – Re-writing letters with the right tone.

Look at the following extracts from three letters.  Rewrite the letter in the tone that is suggested. Click on the button for a suggested answer.

Inappropriate tone	Improved tone
1. Dear Sir/Madam, Hi, this is a customer here.  Thanks for reading my letter and I want to ask you if you have any jobs available. I can do pretty much anything, but it would be great if I could be in sales!	Formal: Sample answer Dear Sir/Madam, I am writing to you to register my interest in employment in your company.  I am flexible regarding the possible position. In particular, I have a great deal of experience in Sales and Marketing.