FORMAL WRITING
WHY?
FORMAL WRITING
 TO THANK
 Thank you letters
 TO APOLOGISE
 Letters of apologies
 TO ENQUIRE
 Letters of enquiries
 TO COMPLAIN
 Letters of complaints
 TO APPLY
 Application letters,
 TO INFORM
forms
 Notices, circulars,
memos
Formal English
is more common
in writing than speaking
Look at the notes on formal
and informal English to revise
the difference between the two.
Dear Collins,
We regret to inform you that we are unable to
purpose
lend you the sum of £500 that you require,
but it may be possible to grant you a loan of
for part of the sum.
If you are still interested, would you like to
Explancontact our main office to arrange an
ation
appointment with the assistant manager. He
will be happy to discuss the matter further.
Yours sincerely,
closing
___________
Academics
Job
Application
ENQUIRIES
Acknowledge
Letter of
EnquiriesCounter
Enquiries*confirmation
*refusal
Business
Service
Trade
 Bargain
 Bargain
 Order
 Order
 Complaint
 Complaint
 Adjustment  Adjustment
How does trade start?
A wants to start a
business…
May not have enough
Money?
May not have enough
Expertise?
 Writes to Trade


1. Yes, OK
2. Yes, but some
changes…
3. NO!


Development
Council
Writes to some
other companies
Co. writes back &
A writes again to
confirm
Co. write back & A
writes again to
bargain
Co writes back & A
writes back to
thank & asks for
further contact
If B wants to order some
goods…
May not be sure
of the price,
the insurance,
the deliveries…
 Writes to various


1.
B is not too happy
with the terms
2. if B is OK


1.
If B is happy
with her goods
2. If B is not happy
with the goods

companies
Companies write
back & quote
B writes again to
bargain
B writes again to
order
Co writes back &
confirm & states
the exact dates &
way of deliveries
B gets the good,
writes & thanks
OR complains
Same case dealing with
services:C wants to book a hotel,
a trip…
May not be sure
of what’s offering
 Writes and asks





for information
Companies write
back &
inform(adjustment
made sometimes)
C writes back to
confirm
C writes back to
ask for
adjustments
Co writes back &
confirm
C writes back to
confirm
Now go through the notes on
letters of enquiries…
Identify the functions
of each of the
exemplar letters.
If we try to group the letters of
enquiries, it could be as follows:
A. Letters of
enquiries
C. Letters of
refusal
Purpose –
requiring
information
B. Acknowledging
receipt of letters of
enquiries
Purpose –
Acknowledging
receipt of the letter
( ready to supply
information)
Show standpoint
Close –
further
contact
Close – thanks for
enquiries
-ask for reply
Close – counter
proposal OR
– next contact
PurposeAcknowledging
receipt of the
letter ( ready to
reject)
A. Letters of
enquiries
B. Acknowledging
receipt of letters of
enquiries
C. Letters of refusal
Purpose –
requiring
information
Purpose –
Acknowledging receipt
of the letter ( ready to
supply information)
Show standpoint
PurposeAcknowledging
receipt of the letter
( ready to reject)
Explanation
of request
ExplanationExplanation1. Accept – how?
Reject – why?
2. Accept with
reservation –
what?
3. Further
enquiries before
expressing
preferences,
before showing
Now go back to the
notes again, and
write relevant
expression to each
of the situations
above.
A. Letters of enquiries
B. Acknowledging receipt
of letters of enquiries
C. Letters of
refusal
We wonder if you could
help us …
We have heard of your firm
.Reservation:
In principal, we are interested…
Thank you for ….
Unfortunately, we are
unable to …
We are most interested in
(A) Accept - how?
1.
After consideration/ we accept
the details set in your proposal, and
we would be most happy to proceed
with following procedures:
5. (B) Accept with reservation what?
However, we are interested in your
project…
5. (C) Further our enquiries before
expressing preference, before
showing standpoint (counter
proposal)
- In theory, your project
is an exciting one but we
fear that in practice …
- I am in a rather difficult
situation at the moment.
We would be grateful if
you could …
We look forward to
hearing from you.
Thank you for your kind
attention.
A contract would be offered if
deemed necessary
If you have further enquiries,
please do not hesitate to contact the
undersigned.
You are Damian, the Chairman
of JSSE. You are finding a
place for your exhibition for
1000 visitors. Write the series
of letters between Damian and
the venue he proposed until
things got settled and
confirmed. There should be at
least 4 letters in the series;
could be more!
Academic enquiries
WHY?
To study further:
Overseas,
Local institutions
WHAT DO YOU NEED TO
KNOW?
General information
about the institutions
Programme offered
Enrollment details &
registration
Modes of studies
Assessment methods
Tuition fees
Accomodation
Financial assistance?
ORGANISATIONS OF A
LETTER OF ACADEMIC
ENQUIRIES
 WHY? – WHERE DO YOU GET THE
INFORMATION?
 DETAILS OF YOUR ENQUIRES?
 CLOSING – ASK FOR APPLICATION
FORMS/ PROSPECTUS
Look at this advertisement
and write an enquiry letter…
As simple as …
Once you decided to apply,
then you’ll send in a cover
letter and an application
form…
Refer to Giorgiou’s
information on the notes,
fill in the form for him.
Which part
is the most
important
part for
selecting
an
applicant?
Let’s look at a letter written by D.K. Poon on his
reasons of applying a university in Australia.
Why study tertiary instiutions?
Why Australia?
Why Eng.Lit?
Any assets?
When do you need to write a
similar essay?
Admissions
University
Programs
Joint
System
Why do I have to write a Jupas essay?
To be selected to universities…
So what kind of students would they
select?
 Academic grades?
 Personal qualities?
 Activities: in the school? Outside
school?
What should we pay attention
when we write?
In content:
 Expectation of
In language and style:
tertiary education
 In English
 Career aspirations
 Areas of strength and  Educated and
weakness
formal
 Hobbies and interest
 Past work experience
 Affirmation
 (relevant & related,
truthful &
unpretentious) Don’t claim importance in qualities
that you don’t possess.
Now put yourselves in
groups of 4 and write a
short paragraph ( about
50 words) on one of the
items listed above.