Writing Templates
Contents
1.
Informal letters/emails
2. Letters/emails of request
3. Letters/emails of advice
4. Letters/emails of complaint
5. Responding to letters/emails of complaint
6. Letters/emails to inform
7.
Letters/emails of invitation
8. Letters/emails of application
9.
O
T
Letters/emails to the editor
10. Letters/emails of enquiry
S
I
11. Letters/emails of promotion
R
A
12. Memos
13. Notices
14. Proposals
15. Newspaper/magazine articles
16. Press releases
17. Reports
18. Leaflets/pamphlets
19. Profiles
20. Speeches
* Formats of informal letters/emails
** Layout of a formal letter
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Writing Templates

Informal letters/emails
•
•
•
•
written to friends, family, etc.
standard letter/email format
wide variety of possible content
informal
recipient
To: julie@greatmail.com
From: carmen@greatmail.com
Date: 28 January 20_ _
Re: My weekend
sender
date
subject
greeting/salutation
Hi Julie
opening*
How are you doing? I’ve just finished my exams, thank goodness! What
about you? I think your school has one more week to go, right?
*e.g. things you’ve been
doing, what your friend/
relative has been doing, etc.
Guess what I did on Sunday? I went to Hoi Ha Wan Marine Park with
my family!
• informal
language
O
T
Have you ever been there? It’s a great place and is just north of the Sai
Kung Peninsula. Even though it was cold, it was a gorgeous day – blue
skies and sunshine. We had a tour guide showing us around, and she
was a lot of fun. She talked about conservation, marine life, plants, etc.
I took lots of pictures, which I’ll put online later this week.
(main) body*
*details presented in
cohesive, coherent
paragraphs
S
I
R
A
We should go there when your exams are done. I’d definitely go again
as it was so much fun and really interesting.
concluding/closing
paragraph
Anyway – don’t let me keep you away from your revision! See you soon.
Regards
Carmen
• polite final message
+ closing remark
• note: complimentary
close should match
salutation
Useful expressions
Guess what!
Got to dash!
Give me a call.
Talk to you later.
Long time no see!
Drop me a line soon.
Let me know what you think.
Send my regards to your family.
What have you been up to lately?
How are you?/How are you doing?
See you soon. [Note: never ‘c u soon’]
Look(ing) forward to hearing from you soon.
All the best/Best wishes/Take care/Yours/Love/Regards [Note: never ‘rgds’]
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
Letters/emails of request
•
•
•
•
asks someone to do something or asks for something
standard letter/email format
usually persuasive
tone depends on audience
date
12 September 20_ _
greeting/salutation
Dear Mr Hung
• formal language
opening
On behalf of our school Science Club, I would like to ask if it would be
possible for the club members to visit your laboratory.
• reason for writing
We are at present working on a project related to forensic science, and
we are focusing on finger-printing. Your laboratory is one of the leading
facilities in Hong Kong that works on finger-printing. It would be of
enormous benefit to our students to see the kind of work you do, and
as a result, learn more about its importance in criminal investigations.
• reason for request +
supporting details
(main) body*
O
T
We can arrange to come at any time that is convenient to you during
October. In addition, we are happy to pay for any products you might
need to use to demonstrate to the students how finger-printing works.
*details presented in
cohesive, coherent
paragraphs
S
I
R
A
concluding/closing
paragraph
I very much hope you will consider our request favourably. Please feel
free to contact me on 2356 7789 or at scienceclub@hkss.edu.hk.
• final persuasive message
+ contact details
Thank you for your consideration. I look forward to hearing from you
in due course.
• polite final message +
closing remark
Yours sincerely
Gillian Wong
Head of Science
• note: complimentary
close should match
salutation
Useful expressions
Please would you …?
I/We would be grateful if you would …
I/We would appreciate it if you could …
I/We look forward to hearing from you.
I/We look forward to your reply/response.
I/We would like to request permission to …
I am writing on behalf of … and would like to …
I/We look forward to hearing from you in due course.
I/We would like to enquire/receive/request/find out about …
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Letters/emails of advice
•
•
•
•
usually in response to something that has happened to someone (usually a friend)
standard letter/email format
sympathetic, supportive, encouraging
usually informal
date
12 September 20_ _
greeting/salutation
Hi Robert
opening
How’re you doing? I was really sorry to hear that you’ve fallen out with
Harry. You two have been friends for years!
(main) body*
*details presented in
cohesive, coherent
paragraphs
• informal language
You said that Harry was angry because you got into the basketball team
and he didn’t. This must be quite difficult for you, as Harry is probably
feeling quite bitter at the moment.
• deal with problems/
issues one at a time;
start a new paragraph
for each main idea
I’d like to give you some suggestions that may help. I think you need to
take the initiative here. I think it would be easier for Harry if you emailed
him because then he can think about what you say. I suggest you tell
him that you were surprised he didn’t make the team, but you still think
he is a good player. Then ask him to hang out with you at break time, for
example. If he does, this would be a good way of trying to go back to
being such good friends.
• give advice and
encouragement
O
T
S
I
R
A
• suggestions +
reasons for them
I wouldn’t ask Harry to come to basketball practice, as that would make
him feel bad. I would guess the last thing he wants to do at the moment
is to watch the team he feels has rejected him.
concluding/closing
paragraph
Keep trying and don’t give up, even if Harry says no to hanging out with
you. Respond by asking him to go to the cinema with you, or to the
library.
I hope things improve and work out. Let me know how you get on.
Best wishes
Annie
• polite final message
+ closing remark
• note: complimentary
close should match
salutation
Useful expressions
Drop me a line.
I’ve noticed that you’re …
As for the problem with …
Try not to worry too much.
Can I give you some advice?
You seem to be worried by …
Let me know how you get on.
I was sorry to hear that/about …
Give me a call to let me know how things are.
I’d like to give you some suggestions that might help.
Remember – I’m here to help. That’s what friends are for!
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Letters/emails of complaint
•
•
•
•
in response to something that someone is dissatisfied with (e.g. a product, a service, etc.)
standard letter/email format
polite, direct
usually formal
date
12 September 20_ _
greeting/salutation*
To whom it may concern
• formal language
*Note: if you don’t know the
recipient’s name, you can
also use ‘Dear Sir or
Madam’
I am writing to complain about the appalling service I experienced in
your Causeway Bay bookshop on Saturday 11 September 20_ _ .
• reason for writing
I was looking through your selection of books for learning Spanish. I
found the book I wanted, but it was quite tatty as it had been looked
at by many customers. I approached one of your members of staff and
asked if I could buy it, but that I would like to have a new copy. Your
member of staff simply rolled his eyes and said no. I thought this was
very rude. However, I politely explained that the book was damaged and
if there were no new copies in stock, then I was happy to buy the display
copy, but at a discounted price. I was scowled at and, after a minute or
so of huffing and puffing, told that there was no discount available.
Moreover, if I wanted to buy the book I had to order it, and it would
take six weeks to arrive!
• details of complaint
opening
O
T
S
I
(main) body*
*details presented in
cohesive, coherent
paragraphs
R
A
I was horrified that your staff would be so rude and unhelpful to their
customers. I was very keen to buy this book, but I came away with the
distinct impression that I was not welcome in your shop.
concluding/closing
paragraph
I think under the circumstances, it is reasonable for me to ask for a letter
of apology from the staff member concerned at your Causeway Bay
shop. I am not going to buy the book from your shop. In fact, I have
been to one of your competitors. Their shop staff were very friendly and
helpful, and they could sell me an undamaged copy of the book I wanted.
• what the writer would
like to happen as a
result of the complaint,
e.g. receive an apology,
a refund of costs/
charges, etc.
I look forward to receiving a letter of apology from you in due course.
• polite and direct
closing remark
Yours faithfully
Tom Chan
• note: complimentary
close should match
salutation
Useful expressions
Can you kindly explain …?
I am afraid I must insist …
I am writing to complain about …
I look forward to receiving a refund.
Under the circumstances, I would expect …
I am writing to express my shock/disappointment …
As I am sure you will agree, it would seem reasonable to expect …
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Responding to letters/emails of complaint
•
•
•
•
in response to a complaint
standard letter/email format
polite, apologetic, should empathize
usually formal
date
15 September 20_ _
greeting/salutation
Dear Mr Chan
• formal language
• reason for writing
opening
Thank you for your letter of 12 September 20_ _ . I was very sorry to
hear about your unpleasant experience in our shop when you were
trying to buy a book.
When our display books are in poor condition, we of course would try
to offer a new copy of these books to our customers. However, if a
new copy is unavailable, we would offer a display copy at a discounted
price. I believe the member of staff who served you is new, and was at
that time unaware of these policies.
• explanation(s) +
apology
(if appropriate)
We try and ensure that our service is always the best we can offer. I
therefore agree that staff rolling their eyes at you and making you feel
uncomfortable is quite unacceptable.
• new paragraph
to answer each
complaint item
Please do accept my sincerest apologies for the poor service you
experienced. I would like to assure you that the staff member in
question has been brought up-to-date on our service expectations.
In addition, he has been thoroughly briefed on the standards of
service our customers expect to receive.
• what the writer
would like the
reader to do, i.e.
accept the apology
O
T
S
I
R
A
(main) body*
*details presented in
cohesive, coherent
paragraphs
As a gesture of goodwill, I have enclosed a HK$100 book voucher for
our bookshop. You are very welcome to use this book voucher in any
of our shops in Hong Kong.
I would like to again apologize for the service you experienced, Mr
Chan, and assure you that this will not happen again.
concluding/closing
paragraph
If you have any further questions, please feel free to contact me
directly on 2234 6871.
Yours sincerely
D H Wong
Head of Customer Service
• closing remark +
contact information
• note: complimentary
close should match
salutation
Useful expressions
I am sorry that …
Please be assured that …
I am/was sorry to hear that …
I would like to assure you that …
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As a gesture of goodwill, …/As a goodwill gesture, …
Thank you for your letter/email …
[Note: never ‘thank you for your complaint’]
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
Letters/emails to inform
• gives information about something that is going to take place/that needs
to be done/that people need to be aware of
• s tandard letter/email format
• factual
• tone depends on audience
greeting/salutation
Dear parents
heading*
Sports Day
*says what the letter/
email is about
opening
As you are all aware, Sports Day will take place next Friday, 5 September.
I would like to inform you of arrangements for that day.
• reason for writing
Students need to wear their PE uniform to school on 5 September.
There are no changing facilities at the sports ground and there will be
insufficient time to change after morning registration.
• precise and concise
information
Students will be taken by school bus to the sports ground in Wan Chai,
and Sports Day will begin at 9.00 am sharp. The school principal will give
an opening speech and our guest of honour will then address the
students.
• start a new paragraph
for each main idea
O
T
S
I
(main) body*
Competitive events will run from 9.30 am to midday. At midday, there
will be a one hour break for lunch. Students should bring a packed lunch
as there are no canteen facilities or places to buy food at the sports
ground. Students do not need to bring water as the school will bring
bottles of water for everyone. These will be free of charge.
*details presented in
cohesive, coherent
paragraphs
R
A
Events will re-commence at 1.00 pm and prize-giving will take place at
2.30 pm. Dismissal will be earlier than usual and will be at 3.00 pm.
Students will not be brought back to school for dismissal. This will take
place at the sports ground.
I hope you can join us on Sports Day and support the students in their
events. If you have any questions about Sports Day, please feel free to
email me at sportsteacher@hkschool.com.
concluding/closing
paragraph
Yours sincerely
A Tam
Head of PE Department
• f riendly final message
+ closing remark +
contact details
• if a letter/email is being
written to a large body
of known people (e.g.
parents, students, etc.),
‘Yours sincerely’ is more
friendly
Useful expressions
I would like to let you know …
I would like to inform you of …
I am pleased to inform you that …
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Letters/emails of invitation
•
•
•
•
invites someone to do/attend something
standard letter/email format
persuasive
tone depends on audience
date
12 September 20_ _
greeting/salutation
Dear Mr Chung
opening
I would like to invite you to be our guest of honour at a prize-giving
ceremony for our Creative Fashion Design Competition. This will be held
in the Hong Kong Hotel on 16 October 20_ _ from 6.00 pm to 9.15 pm.
• reason for writing +
key information;
elaboration/details given
in paragraphs that follow
Your designs are world-famous and have inspired many designers. It
would therefore be a great honour if you could attend our ceremony
and present the prizes to our student winners.
• reason for invitation
(main) body*
*details presented in
cohesive, coherent
paragraphs
concluding/closing
paragraph
O
T
The event will begin at 6.00 pm with light refreshments and dinner will
be served from 6.45 pm to 7.45 pm. This will then be followed by a brief
speech from our school principal. Prize-giving will begin at 8.00 pm and
will be followed by a group photograph of all the winners.
• elaboration of
information given
in opening
I hope you are able to attend our ceremony and we look forward to
receiving your favourable reply. If you have any questions about this
event, please feel free to contact me directly on 2356 7789 or at
fashionstudents@hkss.edu.hk.
• what the writer would
like the reader to do,
i.e. respond to the
invitation positively
Thank you for your consideration, and I look forward to hearing from
you in due course.
• f riendly final message
+ closing remark
Yours sincerely
Philip Au
Fashion Design Department
• note: complimentary
close should match
salutation
S
I
R
A
Useful expressions
Please would you …?
You are cordially invited to …
We would appreciate it if you …
We would like to invite you to …
It is my pleasure to invite you to …
Thank you for your consideration.
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
Letters/emails of application
•
•
•
•
applying for a job, to join something, to be included in something, etc.
standard letter/email format
persuasive, factual, positive
usually formal
date
25 June 20 _ _
greeting/salutation
Dear Sir or Madam
• reason for writing
opening
In response to your advertisement in the Hong Kong Evening News on
23 June 20_ _ , I would like to be considered for your trainee reporter
position within your new Sports Stars programme. I have attached my
CV for your information.
I am a Senior Secondary 3 student at Hong Kong Secondary School. I
play several sports, with my main sport being table tennis. I have
participated in and won medals at several local tournaments and
competitions. As a result, I am very familiar with the local sporting scene.
• facts, brief summary of
relevant experience/
qualifications, etc.
O
T
I have been a sports reporter for my school newspaper for the last two
years. My duties included regularly submitting articles about events
students were involved in.
S
I
(main) body*
*details presented in
cohesive, coherent
paragraphs
With my sporting background and experience, I believe that I have the
interest, dedication and necessary experience for your trainee reporter
vacancy.
R
A
concluding/closing
paragraph
I would welcome the opportunity to discuss my details further with
you in an interview.
• what the writer would like
the reader to do, i.e. invite
him/her for interview
Thank you for your consideration, and I look forward to hearing from
you in due course.
• polite final message +
closing remark
Yours faithfully
Chris Wong
• note: complimentary
close should match
salutation
Useful expressions
I feel that I am …
I believe that I …
With reference/regards to …
I would like to be considered …
I would welcome the opportunity to …
I am writing to apply for the position of …
I am writing in response to your advertisement in … on/dated …
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
Letters/emails to the editor
• in response to a letter or an article in a newspaper, or something that is being
discussed within a community
• similar format to that of a letter or an email
• persuasive, direct, strong opinions expressed
• formal
date
12 September 20_ _
greeting/salutation
Dear Editor
• can also use ‘Dear
Sir or Madam’
opening
I am writing in response to the letter entitled ‘Irresponsible Teens’ by
Ms Ivy Hui, dated 8 September. I strongly disagree with Ms Hui’s
opinion of teens in Hong Kong.
• clear reference to letter/
article/community
topic + clear statement
of opinion
In Ms Hui’s letter, she concluded that Hong Kong teenagers have low
standards of behaviour and poor manners.
• reasons for writer’s
opinion – elaboration
+ examples
I agree that the teenagers Ms Hui was referring to do indeed have low
standards of behaviour – but this is not the norm among teens. In my
opinion, any form of vandalism or graffiti shows a total lack of respect
for a community. But I would suggest that the teenagers referred to by
Ms Hui are in the minority.
O
T
S
I
The majority of teenagers in Hong Kong involve themselves in
community-based activities for the betterment of Hong Kong and its
citizens. You will see these young people fund raising, selling flags,
helping the elderly, helping at charity events and doing voluntary work.
It is sad that a minority of badly-behaved individuals have resulted in
Ms Hui concluding that all teens are the same. We are not.
(main) body*
*details presented in
cohesive, coherent
paragraphs
R
A
We need to look at the good that is being done by teens in Hong
Kong, and punish those who simply spoil things for others. Moreover,
the general public needs to remember that the acts of one or two
individuals are not representative of an entire section of our community.
concluding/closing
paragraph
No two people are the same. Let’s remember to judge each person on
their own merit rather than by what others do.
• a final persuasive
statement that is
a ‘call for action’
Florence Ip
Chai Wan
• name and district only
Useful expressions
Let’s all …
To conclude, …
Isn’t it possible that …
I strongly suggest that …
We should all consider …
I would like to respond to …
I absolutely agree/disagree with …
… contradicts him/herself in saying that …
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Letters/emails of enquiry
• asks for information about a product, a service, etc.
• standard letter/email format
• tone depends on purpose and audience
date
3 March 20_ _
greeting/salutation
Dear Ms Lee
heading*
Table tennis products
*says what the letter/
email is about
I would like to enquire about the table tennis products advertised in
your brochure. As our school table tennis tables and paddles are now
quite old, we are considering buying new table tennis equipment.
opening
• reason for writing
We are at present considering buying two new tables and twenty new
table tennis paddles. We may need more table tennis balls, and perhaps
two new nets for our existing tables.
(main) body*
O
T
*details presented in
cohesive, coherent
paragraphs
I would appreciate it if you could send me further information about
your prices for table tennis equipment, as well as details of any discounts
that you offer to schools.
• what the writer
would like the
reader to do
concluding/closing
paragraph
Please would you email the price details to tabletennisfans@hkss.edu.hk?
I look forward to receiving this information.
• contact details +
closing remark
Yours sincerely
Ian Chan
PE Department
• note: complimentary
close should match
salutation
S
I
R
A
Useful expressions
Please would you …?
I/We would be grateful if you would …
I/We would appreciate it if you could …
I/We would like to enquire/receive/find out about …
I/We look forward to hearing from you in due course.
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Letters/emails of promotion
•
•
•
•
promotes/advertises a product/a service
standard letter/email format
persuasive
often semi-formal
date
1 December 20_ _
greeting/salutation
Dear students
opening
The Christmas break is fast approaching, and you may be
wondering what to do over the holiday period. Well, we’ve got a
suggestion we’d like to share with you!
Why not enrol in the Putonghua Society’s Christmas programme?
Not only can you improve your language skills, you can also enjoy
taking part in our Putonghua Christmas activities. You’ll be able to
have fun with your friends while revising and improving your
Putonghua language skills at the same time!
O
T
• address a recipient
directly OR a group
of people, e.g. students
• reason for writing
The fees for this programme are nominal. All you need to pay is
HK$250! This will be used to cover the cost of your course materials.
(main) body*
*details presented in
cohesive, coherent
paragraphs
S
I
There are 20 places available for this programme and they’re open
to Senior Secondary 2 students only.
R
A
concluding/closing
paragraph
If you’d like to take part in this fun Christmas programme, you’ll
need to sign up quickly! Simply write your name and class on the
sign-up list on the Putonghua notice board outside of the staff room.
• what the writer would like
the reader to do when s/he
finishes reading the letter/
email, i.e. sign up for the
programme
Don’t miss out on this fabulous, fun and educational opportunity!
• final persuasive message
Yours sincerely
Sung A M
Head of Chinese Department
• note: if written to a group
that you know, e.g. students
or parents, ‘Yours sincerely’
is more friendly
Useful expressions
Are you …?
Don’t delay!
It only costs …
Don’t miss out!
Have you considered …?
It just takes a moment to …
You can enjoy a discount of …
I am delighted to let you know that …
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Memos
•
•
•
•
an internal company document (i.e. sent to people in the same company, school, etc.)
distinctive format
usually informs, reminds or requests
tone depends on audience, but usually formal
Memo
• common memo format
(similar to an email)
subject
To: All prefects
From: Maureen Lee, Head Girl
Date: 21 November 20_ _
Subject: Conduct of prefects
• background information
opening
Over the past two weeks, I have received several complaints from
students and teachers about the poor conduct of prefects during
assembly.
I would like to remind all prefects of their duties.
• reason for writing
recipient
sender’s details
date
O
T
Prefects should always be alert and attentive when they are on duty.
Students complained that it was unfair that they were told off for
talking, yet prefects were standing around chatting in small groups.
S
I
Secondly, prefects should actively offer help to students and
teachers. Several teachers complained that prefects do not, for
example, offer to help when there are tables or chairs to be set out,
posters to be put up, etc.
R
A
(main) body*
*details presented in
cohesive, coherent
paragraphs
Finally, please ensure that you are always polite and friendly. It was
noted by several staff that prefects were asking younger students to
stop talking in a very impolite way.
Please consider these areas for improvement so that you are a good
role model within our school. We should not disappoint our
teachers and fellow students again.
concluding/closing
paragraph
• what the writer would
like the reader to do,
i.e. prefects to behave
appropriately
Useful expressions
You can easily …
It is important that …
If you would like to … , …
Please consider/remember/ensure …
I/We would like to inform/ask/remind/request …
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Notices
•
•
•
•
usually displayed in public places, e.g. on school bulletin boards, in lift lobbies, etc.
gives information about, e.g. activities, new services, warnings, etc.
similar format to that of a letter or an email
tone depends on purpose and audience, e.g. a school notice could be semi-formal,
a public notice is likely to be formal
date
3 March 20_ _
heading*
New schedule for annual Chinese Chess Competition
*says what the notice is about
Dear members of the Chinese Chess Club
greeting/salutation
Because of the hoisting of tropical cyclone signal No. 8 on 2
March, our scheduled competition for that day was cancelled.
We have therefore rescheduled this competition.
introduction
• can include a greeting
(not all notices do so)
• reason for writing
The rescheduled Chinese Chess Competition will take place on
Saturday 10 March, from 9.30 am to 11.45 am. Please come to the
school hall and sign in by 9.15 am on Saturday 10 March. You will
be told who you are going to play against and where you should
sit. The boards will all have been set up for you.
O
T
S
I
(main) body*
The competition will end at 11.30 am. You will then be able to enjoy
some light refreshments and talk with other players in the club.
*details presented in
cohesive, coherent
paragraphs
R
A
Please let us know by 6 March if you want to compete in the
competition so that we can finalize arrangements. You can email
your application to chesssuper@hkoo.edu.hk.
Should you have any questions about the competition, please
email chesssuper@hkoo.edu.hk or call us at 2345 6789.
concluding/closing
paragraph
• what the writer would like
the reader to do, i.e. email
the club if want to compete
in the competition
• closing remark + contact
details
• note: some notices include
the writer’s name/
organization, some do not
Useful expressions
Please note that …
We would like to …
If you would like to … , …
The venue of … has changed from … to …
I am pleased to inform you/tell you that …
We apologize for any inconvenience caused.
If/Should you have any questions/queries/enquiries, please contact …
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
Proposals
•
•
•
•
•
makes/presents suggestions about, e.g. a new service, club, product, etc.
persuasive
based on facts
standard format
usually formal
recipient
To: Ms Ho, Librarian
From: Film Club
Proposal:To suggest ways in which the DVD collection in the school
library can be extended
sender’s details
proposal heading
introduction*
*background &
purpose
Introduction‡
The DVD collection in the school library is very popular. Many students
enjoy borrowing the films and watching them at home over the weekend.
However, due to their popularity, most of the films were usually gone by
Thursday, and so many students miss out on the benefits of watching films
in English.
‡
The purpose of this proposal is to suggest ways in which the DVD collection
in the school library can be extended at no additional cost to the library.
• clearly stated purpose
of the proposal
O
T
S
I
Student donations‡
Many students have DVDs that they no longer watch or want. They could
donate these to the school library. The Film Club would be happy to draft
an email to all students informing them of this. Film Club members could
then help collect, sort and catalogue any donated DVDs.
R
A
c ommon proposal
format with headings
for each section
• background information
• suggestions and details;
usually organized under
headings
Teacher donations‡
Teachers are also likely to have DVDs they no longer want. Again, the Film
Club could email teachers and also help collect and sort any DVDs they
donate.
(main) body*
*details presented in
cohesive, coherent
paragraphs
Donation boxes‡
A special box could be placed inside the door of the library. Students and
teachers could deposit their unwanted DVDs in this box. Film Club
members could help organize this.
To conclude, it would be possible to extend the school library’s DVD
collection at no additional cost by asking teachers and students to donate
their unwanted DVDs. The Film Club could be responsible for letting
students and teachers know about how they can donate unwanted DVDs,
and for collecting and cataloguing donated DVDs.
conclusion*
*the conclusion
summarizes the (main)
body and benefits
• note: not all proposals
have recommendations,
but they should always
have a conclusion.
Recommendations
suggest what should be
done, based on the
conclusion
Useful expressions
This proposal suggests …
To conclude, …/In conclusion, …
I/we would recommend/It is recommended that …
There has been a problem with … , therefore it is proposed/I would like to propose …
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
Newspaper/magazine articles
•
•
•
•
•
entertains, informs
includes facts and opinions; opinions often written as if they are facts
can be subjective or objective, depending on purpose
often includes quotes
tone depends on purpose and audience – often semi-formal
The key to health?
headline
– a traditional Chinese diet
With the excessive use of chemicals in processed foods, toxins
can build up in the body that can lead to health problems. For
traditional Chinese medicine practitioners, diet is considered the
key to health, and therefore a change to a patient’s diet is often
used as part of a treatment for an illness.
subhead
O
T
by Chris Chan
byline
• catch interest of readers;
brief introduction of who/
when/where, etc.
An ideal diet is based on a simple rule: avoid any processed food as our
bodies are not designed to digest these. ‘Processed’ includes additives,
colouring and foods that contain little or no nutritional value.
• develop ideas from the
introduction
R
A
(main) body*
*details presented in
cohesive, coherent
paragraphs
Organic foods are recommended as a healthy food choice, and foods
should be consumed according to the seasons. Furthermore, diets
should include seasonally grown fruits and vegetables, grain foods,
tofu and soya bean products.
conclusion
These guidelines are simple and practical. Followers of such healthy
diets do not need to worry about constant illnesses or digestive
problems. By eating a balanced diet, their body receives all the
nutrition it requires to retain good health, without having to try and
digest unhealthy chemicals and additives.
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• writer’s name
As a result of advances in science, our food today is usually treated
with chemicals to make it look more attractive or to preserve it.
However, ingesting so many artificial substances and additives can
result in illnesses. According to the principles of traditional Chinese
medicine, such illnesses are an indication of an imbalance within the
body. To restore balance and harmony in the body is thus the
underlying principle to aid recovery, and following a healthy diet is
seen as the first step towards achieving this.
S
I
introduction
• what the article is about
– can be a question or a
statement
• short summary of the
article – not all articles
have this
• encourage readers to
keep reading
• summarize/comment
on what has been said
in the article
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
Press releases
•
•
•
•
•
•
announces results/events/new services, etc. to the media for them to publish/announce/broadcast
includes facts and opinions; opinions often written as if they are facts
subjective
often includes quotes
similar in format to newspaper/magazine articles
tone depends on content, often semi-formal
title
PRESS RELEASE
headline
Students grinning about ‘Action Smile’!
introduction
• what the press release
is about
Hong Kong Secondary School students have organized a fun charity
drive called ‘Action Smile’, which will take place in the first two weeks
of September! With a charity pop concert, tasty cookie sales and an
energetic walkathon, students are hoping to raise substantial sums of
money that will go towards building schools in rural China.
O
T
‘Action Smile’ will kick off with a charity pop concert on 4 September.
The concert will feature pop idols David Ma and Edith Choi. These two
superstars will perform with the Hong Kong Secondary School band for
free – and all to raise money for charity!
• develop ideas from
the introduction
S
I
From 7 to 11 September, there will be cookie sales in Mong Kok, Tsim
Sha Tsui, Causeway Bay and Sha Tin. Students will take turns to bake
cookies in school, and they will then sell them at the MTR after school
each day.
(main) body*
*details presented in
cohesive, coherent
paragraphs
R
A
On Saturday 12 September, the final event of this charity drive will take
place: the ‘Action Smile Walkathon’. This energetic event will take place
in Sai Kung Country Park. Mr Kevin Kwan, Principal of Hong Kong
Secondary School, has great expectations for the charity drive, and
noted, ‘Both parents and students have reacted enthusiastically to
“Action Smile”. The tickets for our charity pop concert have already sold
out and more than 200 people have registered for the walkathon so far!’
And why is this charity event called ‘Action Smile’? Grinning student,
Chris Wong, said, ‘Whenever we talked about our plans, we smiled! So
when we were trying to think of a name for our charity drive, this
seemed to be a logical choice!’
contact details
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For more information, contact Cathy Leung at Hong Kong Secondary
School on 2869 8741.
• essential – the media
may wish to follow up
with an interview or
questions
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Writing Templates
Reports

• usually formal
• b ased on facts; objective and usually impersonal
(reports often use passive voice and third person)
* a survey report gives information/presents facts related to a survey
SURVEY REPORT
recipient
date
To: Vice Principal
From: Head of IT
Date: 14 May 20_ _
title
Cyber Week
heading
Introduction
Cyber Week was organized to teach Hong Kong Secondary School
students how to use the Internet effectively for school work. At the end of
Cyber Week, students were asked to complete a survey. The purpose of
this report is to present the results of this survey.
sender’s details
introduction
• the subject of the
report
• background
information +
purpose of the report
O
T
Background
The aim of Cyber Week was to teach students how to use the Internet
effectively to help with their school work. Cyber Week ran from 1 to 5 May
20_ _ , and included the following activities:
heading
(main) body*
• logically organized
under headings
S
I
*details presented in
cohesive, coherent
paragraphs
1. talks on the use of the Internet
2.workshops to teach students how to search the Internet for
information to help with homework and projects
R
A
heading
Survey details
A survey was conducted at the end of Cyber Week. All students were asked
to complete a questionnaire. 95% of them completed and returned these.
heading
Survey results
70% of respondents said that they had learned a great deal about how to
use the Internet to help with their homework and projects.
82% of respondents said that they would use the Internet more to help with
their school work as a result of Cyber Week. 24% said they would like to be
given a list of websites to use whenever they are set a project to complete.
conclusion and
recommendations
In conclusion, Cyber Week achieved its aim, as shown by the survey results.
These results show that students feel that they learned a great deal and
would, as a result of Cyber Week, use the Internet to help with their school
work. It is therefore recommended that Cyber Week is run again next year.
• conclusion is based
on (main) body
A small number of students asked if they could be given a list of websites
to use when they were completing projects. It is recommended that
teachers discuss whether this would be useful or not.
• recommendations are
based on the report’s
conclusion – not all
reports have
recommendations
Useful expressions
To conclude, …
In conclusion, …
This report discusses …
It is recommended that …
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According to the findings, …
The purpose of this report is to …
This report presents
the results of …
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
Leaflets/pamphlets
• gives information/suggestions about products/services/events, etc.
• usually distributed to the public; tone depends on audience
• common to use alliteration, rhetorical questions, ‘you/we’ approach, etc.
heading
Keep your belongings safe in school
• what the leaflet is about
introduction
Have you lost some of your belongings at school? Read on to find out
how you can keep your personal belongings safe when you are in school.
• reason for writing
bullet point
• Lockers
Use your locker to store your personal belongings. Take the time in the
morning to put things you do not need into your locker. Carrying
personal belongings around in your school bag and then leaving your
bag outside of a classroom on the floor may result in loss of property.
bullet point
• Lock your lockers
Many students do not lock their lockers. They simply shut the door. We
would suggest you use a padlock to secure your locker. Give your spare
key to the school office for safe keeping. If you lose your key or forget to
bring it to school, you can simply sign out your spare one.
(main) body*
*details presented in
cohesive, coherent
paragraphs
O
T
S
I
bullet point
• Valuables
There is no need to bring valuable items to school, for example, jewellery,
expensive pens, etc. If you lose these, the school will not be responsible
for your loss as you should not have such items in school.
bullet point
• Mobile phones
You are not allowed to use your mobile phone in school. However, you
may need to use it before or after school. Therefore, you can bring it to
school, but you need to keep it somewhere safe. You can lock your
phone inside your locker, or you can hand it in to the school office and
collect it at the end of the day.
conclusion
If students take more care of their belongings, less things will be lost at
school.
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• details organized
under headings
R
A
• concluding statement/
paragraph based on
(main) body – reinforces
message of leaflet
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Profiles
• can be descriptive
• tone usually formal
• can be objective or subjective
• might be asked to write several short profiles in the Exam
<Profile of a candidate at a job interview authored by an interviewer>
Sammy Tse attended interview on 4 October 20_ _ . He wore a business
suit and was generally well-presented, except for his footwear. He was
wearing trainers.
introduction
• introduce the person
Sammy appeared confident and keen. He had strong interpersonal skills
and was cheerful and polite.
(main) body*
*details presented in
cohesive, coherent
paragraphs
A cause for concern was Sammy’s inability to think of any innovative
ideas for future promotions of our products.
conclusion
To conclude, Sammy is a strong candidate. However, he would need a
considerable amount of support if he was offered the position of
Advertising Assistant.
O
T
• concluding statement
S
I
R
A
<Profile of an athlete authored by a fan>
The Leaping Tigress: Candice Kim
title (optional)
introduction
(main) body*
*details presented in a
cohesive, coherent
manner
conclusion
Tipped as the world’s most promising young golfer, Candice Kim, who is
only in her teens, has incredible talent. She hits the ball so far and with
such well-executed skill that she is often compared to veteran golfer,
Arnold Palmer. ‘Kim has great talent. She has the best swing of any
junior I’ve ever seen, boy or girl. Her potential is unlimited,’ it was once
remarked.
• ability
Born of Korean parents, Kim’s hard work and achievements have done us
Korean girls proud. She has changed the way Korean males look at their
female counterparts, teaching them that, regardless of sex, one always
has the chance to be competitive, and that males and females are equal.
• details of her
achievements
Tall, dark and beautiful, I love Kim for her stunning talents, good looks
and her determination to win. She is my inspiration and role model.
• concluding statement
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Speeches
* a ‘script’ that is used to deliver information verbally to an audience
• can be argumentative, informative, etc.
• tone depends on purpose and audience
greeting
Good morning/afternoon everyone.
introduction
I’d like to share with you my experiences as director of a play the Drama
Club entered in the Inter-School Drama Competition last week.
Our play was called ‘Harmony’ and it was about a family. The family
was initially argumentative, but worked towards becoming happier
by being more supportive of each other.
• greet the audience
• ‘talk’ to the audience
directly
• the speech’s topic; if
appropriate, state your
point of view
Interestingly, the plot of the play reflected what happened to all of us
involved in this production. Initially, we were not supportive enough
of each other and as a result of poor communication, we quarrelled
and bickered frequently.
(main) body*
*details presented in
cohesive, coherent
paragraphs
O
T
As director, I needed to deal with this quickly. Therefore, I suggested
that we all sat down together and went through ideas and issues,
before these turned into problems. By discussing things calmly and
agreeing upon solutions together, our group became positive, creative
and happy.
S
I
R
A
I learned that a director’s role is not to simply sit back and tell people
what to do. In fact, I needed to listen and work cooperatively with
others.
concluding/closing
paragraph
We won first place in the competition, which of course, we were
delighted about. This, however, could not have happened if we had
continued quarrelling.
I would recommend taking on roles such as director of a play. I learned
a great deal from this experience and I also made many good friends.
Thank you.
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• a concluding/
summarizing statement
based on the (main)
body
• note: you can say ‘thank
you’ at the end of a speech
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Writing Templates
*
Formats of informal letters/emails – full blocked & indented (1 of 2)
(salutation/
greeting)
(opening)
Example 1 – personal letter
Example 2 – personal letter
(full blocked)
• all text begins at the left-hand margin
• open punctuation
(indented)
• text is indented
• full punctuation
|
all text begins at the left-hand margin
no punctuation
1 March 20_ _
full punctuation, date on right-hand side
Peter Jones
The Street
London
United Kingdom
Peter Jones,
The Street,
London,
United Kingdom.
Dear Peter
1st March, 20_ _
no punctuation
full punctuation
O
T
Dear Peter,
no punctuation
full punctuation
paragraphs are indented
How are you doing? It seems like such a
long time since your visit!
I’ve been very busy at school as we have
exams coming up soon. I’ve still got quite a
lot to do!
(main body)
How are you doing? It seems like such
a long time since your visit!
S
I
I’ve been very busy at school as we
have exams coming up soon. I’ve still got
quite a lot to do!
R
A
In a month’s time it’s the summer holidays.
We might all be coming to visit you in
London – that would be such fun!
(closing remark)
Write soon and tell me all about school.
(complimentary
close)
Best wishes
George
In a month’s time it’s the summer
holidays. We might all be coming to visit you
in London – that would be such fun!
Write soon and tell me all about school.
complimentary close on
right-hand side of text,
no punctuation
Best wishes,
George
full punctuation
You do not have to include the date in your personal letter or your personal email.
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Formats of informal letters/emails – full blocked & indented (cont’d – 2 of 2)
*
Example 3 – personal email
Example 4 – personal email
(full blocked)
• all text begins at the left-hand margin
• open punctuation
(indented)
• text is indented
• full punctuation
|
all text begins at the left-hand margin
Hi Peter
Hi Peter,
full punctuation
paragraphs are indented
no punctuation
How’s it going? I haven’t heard from you
for a while – I guess you’re very busy studying.
How’s it going? I haven’t heard from you for a
while – I guess you’re very busy studying.
O
T
I’ve finished my exams! They seemed to go
on forever, but yesterday was the last one.
My entire class had a pizza party after school
yesterday. It was great!
S
I
We’re having a school disco in a week’s time
for my year group. We’ve got lots to organize
and I’m in charge of the snacks. They’re going
to be tasty!
R
A
Write soon when you’ve got time.
Regards
George
no punctuation
I’ve finished my exams! They seemed to
go on forever, but yesterday was the last one.
My entire class had a pizza party after school
yesterday. It was great!
We’re having a school disco in a week’s time
for my year group. We’ve got lots to organize
and I’m in charge of the snacks. They’re going
to be tasty!
Write soon when you’ve got time.
complimentary close on
right-hand side of text, full
punctuation
Regards,
George
It is acceptable not to include your name at the end of your personal email.
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**
Layout of a formal letter
(1) Sender’s address
(2)Date
(3) Name
& title of recipient
(the person you are writing to) (if you know his/her name)
(4) Recipient’s address
(5) Dear
Sir/Madam
(or Mr/Miss/Mrs/Ms ...)
(Optional)
• You may underline the
subject heading.
O
T
(6) Subject heading of the letter
S
I
(7)Introduction
R
A
(8) (Main) body of the letter
(9) A
short paragraph to end the letter. You could write:
I/We look forward to hearing from you.
(10) Yours faithfully
or
Yours sincerely
Use this when the recipient's name is not known or not given in
the salutation, and Dear Sir/Madam is used in the address.
Use this when the letter is addressed to a
particular person, e.g. Dear Mr Tang …
(11) Sign your name.
(12) Print your name.
(13) Position and organization (if applicable)
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e.g. Chairperson, Treasurer,
Secretary …
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