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

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9. Letters/emails to the editor

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10. Letters/emails of enquiry

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11. Letters/emails of promotion

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12. Memos

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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: [email protected]

sender From: [email protected]
date
Date: 28 January 20_ _
subject
Re: My weekend

greeting/salutation Hi Julie • informal

language
How are you doing? I’ve just finished my exams, thank goodness! What
opening* about you? I think your school has one more week to go, right?
*e.g. things you’ve been
Guess what I did on Sunday? I went to Hoi Ha Wan Marine Park with

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doing, what your friend/
relative has been doing, etc. my family!

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(main) body* Have you ever been there? It’s a great place and is just north of the Sai

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*details presented in Kung Peninsula. Even though it was cold, it was a gorgeous day – blue

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cohesive, coherent skies and sunshine. We had a tour guide showing us around, and she
paragraphs
was a lot of fun. She talked about conservation, marine life, plants, etc.

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I took lots of pictures, which I’ll put online later this week.

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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. • polite final message
+ closing remark
Regards
• note: complimentary
Carmen 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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 Writing Templates

 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

On behalf of our school Science Club, I would like to ask if it would be • reason for writing
opening
possible for the club members to visit your laboratory.

We are at present working on a project related to forensic science, and • reason for request +
supporting details
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

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as a result, learn more about its importance in criminal investigations.
(main) body*

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*details presented in We can arrange to come at any time that is convenient to you during

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cohesive, coherent October. In addition, we are happy to pay for any products you might
paragraphs

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need to use to demonstrate to the students how finger-printing works.

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I very much hope you will consider our request favourably. Please feel • final persuasive message
+ contact details
free to contact me on 2356 7789 or at [email protected].

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concluding/closing • polite final message +
Thank you for your consideration. I look forward to hearing from you
paragraph closing remark
in due course.

Yours sincerely
• note: complimentary
Gillian Wong close should match
Head of Science 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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 Writing Templates

 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 • informal language

How’re you doing? I was really sorry to hear that you’ve fallen out with
opening Harry. You two have been friends for years!

You said that Harry was angry because you got into the basketball team • deal with problems/
issues one at a time;
and he didn’t. This must be quite difficult for you, as Harry is probably
start a new paragraph
feeling quite bitter at the moment. for each main idea

I’d like to give you some suggestions that may help. I think you need to • give advice and
take the initiative here. I think it would be easier for Harry if you emailed encouragement

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him because then he can think about what you say. I suggest you tell
(main) body*
him that you were surprised he didn’t make the team, but you still think

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*details presented in
he is a good player. Then ask him to hang out with you at break time, for • suggestions +
cohesive, coherent

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reasons for them
paragraphs example. If he does, this would be a good way of trying to go back to

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being such good friends.

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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

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is to watch the team he feels has rejected him.
concluding/closing
Keep trying and don’t give up, even if Harry says no to hanging out with
paragraph
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. • polite final message
+ closing remark
Best wishes
Annie • 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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 Writing Templates

 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 I am writing to complain about the appalling service I experienced in • reason for writing
also use ‘Dear Sir or your Causeway Bay bookshop on Saturday 11 September 20_ _ .
Madam’
I was looking through your selection of books for learning Spanish. I • details of complaint
opening 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

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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

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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.

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Moreover, if I wanted to buy the book I had to order it, and it would

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(main) body*
*details presented in take six weeks to arrive!
cohesive, coherent

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paragraphs 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

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distinct impression that I was not welcome in your shop.

I think under the circumstances, it is reasonable for me to ask for a letter • what the writer would
of apology from the staff member concerned at your Causeway Bay like to happen as a
result of the complaint,
shop. I am not going to buy the book from your shop. In fact, I have e.g. receive an apology,
been to one of your competitors. Their shop staff were very friendly and a refund of costs/
helpful, and they could sell me an undamaged copy of the book I wanted. charges, etc.

concluding/closing
paragraph
I look forward to receiving a letter of apology from you in due course. • polite and direct
closing remark
Yours faithfully
• note: complimentary
Tom Chan 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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 Writing Templates

 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

Thank you for your letter of 12 September 20_ _ . I was very sorry to • reason for writing
opening 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 • explanation(s) +
apology
to offer a new copy of these books to our customers. However, if a
(if appropriate)
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

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that time unaware of these policies.

We try and ensure that our service is always the best we can offer. I • new paragraph

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therefore agree that staff rolling their eyes at you and making you feel to answer each
complaint item

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uncomfortable is quite unacceptable.

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Please do accept my sincerest apologies for the poor service you • what the writer
would like the

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(main) body* experienced. I would like to assure you that the staff member in
reader to do, i.e.
*details presented in question has been brought up-to-date on our service expectations. accept the apology

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cohesive, coherent In addition, he has been thoroughly briefed on the standards of
paragraphs service our customers expect to receive.

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 • closing remark +
If you have any further questions, please feel free to contact me
paragraph contact information
directly on 2234 6871.

Yours sincerely
• note: complimentary
D H Wong close should match
Head of Customer Service salutation

Useful expressions
I am sorry that … As a gesture of goodwill, …/As a goodwill gesture, …
Please be assured that … Thank you for your letter/email …
I am/was sorry to hear that … [Note: never ‘thank you for your complaint’]
I would like to assure you that …

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 Writing Templates

 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 As you are all aware, Sports Day will take place next Friday, 5 September. • reason for writing
I would like to inform you of arrangements for that day.
opening
Students need to wear their PE uniform to school on 5 September. • precise and concise
information
There are no changing facilities at the sports ground and there will be
insufficient time to change after morning registration.

Students will be taken by school bus to the sports ground in Wan Chai, • start a new paragraph
for each main idea

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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

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students.

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(main) body*
Competitive events will run from 9.30 am to midday. At midday, there

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*details presented in
cohesive, coherent will be a one hour break for lunch. Students should bring a packed lunch
paragraphs

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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

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bottles of water for everyone. These will be free of charge.

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 • f riendly final message
concluding/closing + closing remark +
paragraph events. If you have any questions about Sports Day, please feel free to contact details
email me at [email protected].

Yours sincerely
• if a letter/email is being
A Tam written to a large body
Head of PE Department 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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 Writing Templates

 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

I would like to invite you to be our guest of honour at a prize-giving • reason for writing +
ceremony for our Creative Fashion Design Competition. This will be held key information;
opening elaboration/details given
in the Hong Kong Hotel on 16 October 20_ _ from 6.00 pm to 9.15 pm. in paragraphs that follow

Your designs are world-famous and have inspired many designers. It • reason for invitation
would therefore be a great honour if you could attend our ceremony
and present the prizes to our student winners.

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The event will begin at 6.00 pm with light refreshments and dinner will • elaboration of
be served from 6.45 pm to 7.45 pm. This will then be followed by a brief information given

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(main) body* in opening
speech from our school principal. Prize-giving will begin at 8.00 pm and
*details presented in

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cohesive, coherent will be followed by a group photograph of all the winners.

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paragraphs
I hope you are able to attend our ceremony and we look forward to • what the writer would
receiving your favourable reply. If you have any questions about this like the reader to do,

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i.e. respond to the
event, please feel free to contact me directly on 2356 7789 or at invitation positively

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[email protected].
concluding/closing • f riendly final message
paragraph
Thank you for your consideration, and I look forward to hearing from
+ closing remark
you in due course.

Yours sincerely
• note: complimentary
Philip Au close should match
Fashion Design Department salutation

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

In response to your advertisement in the Hong Kong Evening News on • reason for writing
23 June 20_ _ , I would like to be considered for your trainee reporter
opening
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 • facts, brief summary of
play several sports, with my main sport being table tennis. I have relevant experience/
qualifications, etc.
participated in and won medals at several local tournaments and

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competitions. As a result, I am very familiar with the local sporting scene.

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I have been a sports reporter for my school newspaper for the last two
years. My duties included regularly submitting articles about events

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(main) body*
students were involved in.

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*details presented in
cohesive, coherent With my sporting background and experience, I believe that I have the

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paragraphs
interest, dedication and necessary experience for your trainee reporter
vacancy.

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I would welcome the opportunity to discuss my details further with • what the writer would like
the reader to do, i.e. invite
you in an interview. him/her for interview
concluding/closing Thank you for your consideration, and I look forward to hearing from • polite final message +
paragraph closing remark
you in due course.

Yours faithfully
• note: complimentary
Chris Wong 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’
I am writing in response to the letter entitled ‘Irresponsible Teens’ by • clear reference to letter/
opening article/community
Ms Ivy Hui, dated 8 September. I strongly disagree with Ms Hui’s
topic + clear statement
opinion of teens in Hong Kong. of opinion

In Ms Hui’s letter, she concluded that Hong Kong teenagers have low • reasons for writer’s
opinion – elaboration
standards of behaviour and poor manners.
+ 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

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opinion, any form of vandalism or graffiti shows a total lack of respect

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for a community. But I would suggest that the teenagers referred to by
Ms Hui are in the minority.

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(main) body*
The majority of teenagers in Hong Kong involve themselves in
*details presented in
community-based activities for the betterment of Hong Kong and its

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cohesive, coherent citizens. You will see these young people fund raising, selling flags,
paragraphs helping the elderly, helping at charity events and doing voluntary work.

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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.

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 No two people are the same. Let’s remember to judge each person on • a final persuasive
paragraph their own merit rather than by what others do. statement that is
a ‘call for action’
Florence Ip • name and district only
Chai Wan

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 • reason for writing
your brochure. As our school table tennis tables and paddles are now
opening
quite old, we are considering buying new table tennis equipment.

We are at present considering buying two new tables and twenty new
table tennis paddles. We may need more table tennis balls, and perhaps

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two new nets for our existing tables.
(main) body*
*details presented in I would appreciate it if you could send me further information about • what the writer

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cohesive, coherent would like the
paragraphs
your prices for table tennis equipment, as well as details of any discounts

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reader to do
that you offer to schools.

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concluding/closing Please would you email the price details to [email protected]? • contact details +

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paragraph closing remark
I look forward to receiving this information.

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Yours sincerely
• note: complimentary
Ian Chan close should match
PE Department salutation

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 • address a recipient

directly OR a group
The Christmas break is fast approaching, and you may be of people, e.g. students
opening 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? • reason for writing
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

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Putonghua language skills at the same time!

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The fees for this programme are nominal. All you need to pay is
(main) body*

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HK$250! This will be used to cover the cost of your course materials.
*details presented in

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cohesive, coherent There are 20 places available for this programme and they’re open
paragraphs
to Senior Secondary 2 students only.

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• what the writer would like
If you’d like to take part in this fun Christmas programme, you’ll the reader to do when s/he

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need to sign up quickly! Simply write your name and class on the finishes reading the letter/
email, i.e. sign up for the
sign-up list on the Putonghua notice board outside of the staff room. programme
Don’t miss out on this fabulous, fun and educational opportunity! • final persuasive message
concluding/closing
paragraph
Yours sincerely • note: if written to a group
Sung A M that you know, e.g. students
or parents, ‘Yours sincerely’
Head of Chinese Department 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
recipient To: All prefects • common memo format
sender’s details From: Maureen Lee, Head Girl (similar to an email)
date Date: 21 November 20_ _
subject Subject: Conduct of prefects

Over the past two weeks, I have received several complaints from • background information
students and teachers about the poor conduct of prefects during
opening assembly.

I would like to remind all prefects of their duties. • reason for writing

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Prefects should always be alert and attentive when they are on duty.

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Students complained that it was unfair that they were told off for
talking, yet prefects were standing around chatting in small groups.

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Secondly, prefects should actively offer help to students and
teachers. Several teachers complained that prefects do not, for

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(main) body*
example, offer to help when there are tables or chairs to be set out,
*details presented in
posters to be put up, etc.

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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 • what the writer would
concluding/closing role model within our school. We should not disappoint our like the reader to do,
paragraph i.e. prefects to behave
teachers and fellow students again. 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 • can include a greeting
(not all notices do so)
greeting/salutation • reason for writing
Because of the hoisting of tropical cyclone signal No. 8 on 2
introduction March, our scheduled competition for that day was cancelled.
We have therefore rescheduled this competition.

The rescheduled Chinese Chess Competition will take place on

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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

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be told who you are going to play against and where you should

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sit. The boards will all have been set up for you.

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(main) body*
The competition will end at 11.30 am. You will then be able to enjoy
*details presented in

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cohesive, coherent some light refreshments and talk with other players in the club.
paragraphs • what the writer would like
Please let us know by 6 March if you want to compete in the

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the reader to do, i.e. email
competition so that we can finalize arrangements. You can email the club if want to compete
your application to [email protected]. in the competition

Should you have any questions about the competition, please • closing remark + contact
concluding/closing details
paragraph email [email protected] or call us at 2345 6789.
• 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

sender’s details From: Film Club
proposal heading Proposal: To suggest ways in which the DVD collection in the school
library can be extended

Introduction‡ ‡
c ommon proposal
The DVD collection in the school library is very popular. Many students format with headings
for each section
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 • background information
introduction* Thursday, and so many students miss out on the benefits of watching films
*background & in English.

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purpose
The purpose of this proposal is to suggest ways in which the DVD collection • clearly stated purpose

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of the proposal
in the school library can be extended at no additional cost to the library.

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Student donations‡

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Many students have DVDs that they no longer watch or want. They could • suggestions and details;
donate these to the school library. The Film Club would be happy to draft usually organized under

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headings
an email to all students informing them of this. Film Club members could

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then help collect, sort and catalogue any donated DVDs.

Teacher donations‡
(main) body* Teachers are also likely to have DVDs they no longer want. Again, the Film
*details presented in Club could email teachers and also help collect and sort any DVDs they
cohesive, coherent
donate.
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 • note: not all proposals
have recommendations,
collection at no additional cost by asking teachers and students to donate
but they should always
conclusion* their unwanted DVDs. The Film Club could be responsible for letting have a conclusion.
*the conclusion students and teachers know about how they can donate unwanted DVDs, Recommendations
summarizes the (main) suggest what should be
body and benefits and for collecting and cataloguing donated DVDs. 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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 Writing Templates

 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? • what the article is about

headline
– a traditional Chinese diet – can be a question or a
statement
With the excessive use of chemicals in processed foods, toxins • short summary of the
can build up in the body that can lead to health problems. For article – not all articles
have this
subhead 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.

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byline by Chris Chan • writer’s name

As a result of advances in science, our food today is usually treated • catch interest of readers;

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brief introduction of who/
with chemicals to make it look more attractive or to preserve it. when/where, etc.

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However, ingesting so many artificial substances and additives can

I
result in illnesses. According to the principles of traditional Chinese
introduction medicine, such illnesses are an indication of an imbalance within the • encourage readers to

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keep reading
body. To restore balance and harmony in the body is thus the
underlying principle to aid recovery, and following a healthy diet is

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seen as the first step towards achieving this.

An ideal diet is based on a simple rule: avoid any processed food as our • develop ideas from the
bodies are not designed to digest these. ‘Processed’ includes additives, introduction
colouring and foods that contain little or no nutritional value.
(main) body* Organic foods are recommended as a healthy food choice, and foods
*details presented in
should be consumed according to the seasons. Furthermore, diets
cohesive, coherent
paragraphs should include seasonally grown fruits and vegetables, grain foods,
tofu and soya bean products.

These guidelines are simple and practical. Followers of such healthy • summarize/comment
on what has been said
diets do not need to worry about constant illnesses or digestive
in the article
conclusion 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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 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’! • 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
introduction 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.

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‘Action Smile’ will kick off with a charity pop concert on 4 September. • develop ideas from
The concert will feature pop idols David Ma and Edith Choi. These two the introduction

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superstars will perform with the Hong Kong Secondary School band for

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free – and all to raise money for charity!

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From 7 to 11 September, there will be cookie sales in Mong Kok, Tsim

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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

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each day.

(main) body* On Saturday 12 September, the final event of this charity drive will take
*details presented in place: the ‘Action Smile Walkathon’. This energetic event will take place
cohesive, coherent in Sai Kung Country Park. Mr Kevin Kwan, Principal of Hong Kong
paragraphs
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 For more information, contact Cathy Leung at Hong Kong Secondary • essential – the media
may wish to follow up
School on 2869 8741.
with an interview or
questions

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 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 To: Vice Principal
sender’s details From: Head of IT
date Date: 14 May 20_ _

title Cyber Week • the subject of the

report
heading Introduction
Cyber Week was organized to teach Hong Kong Secondary School • background
introduction students how to use the Internet effectively for school work. At the end of information +
purpose of the report
Cyber Week, students were asked to complete a survey. The purpose of
this report is to present the results of this survey.

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heading Background
The aim of Cyber Week was to teach students how to use the Internet • logically organized
under headings

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effectively to help with their school work. Cyber Week ran from 1 to 5 May
(main) body* 20_ _ , and included the following activities:

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*details presented in

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cohesive, coherent
1. talks on the use of the Internet
paragraphs 2. workshops to teach students how to search the Internet for

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information to help with homework and projects

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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.

In conclusion, Cyber Week achieved its aim, as shown by the survey results. • conclusion is based
These results show that students feel that they learned a great deal and on (main) body
would, as a result of Cyber Week, use the Internet to help with their school
conclusion and work. It is therefore recommended that Cyber Week is run again next year.
recommendations
A small number of students asked if they could be given a list of websites • recommendations are
to use when they were completing projects. It is recommended that based on the report’s
conclusion – not all
teachers discuss whether this would be useful or not. reports have
recommendations

Useful expressions
To conclude, … This report discusses … According to the findings, … This report presents
In conclusion, … It is recommended that … The purpose of this report is to … 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

Have you lost some of your belongings at school? Read on to find out • reason for writing
introduction
how you can keep your personal belongings safe when you are in school.

bullet point • Lockers

Use your locker to store your personal belongings. Take the time in the • details organized
morning to put things you do not need into your locker. Carrying under headings
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

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Many students do not lock their lockers. They simply shut the door. We
(main) body*

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would suggest you use a padlock to secure your locker. Give your spare
*details presented in
cohesive, coherent key to the school office for safe keeping. If you lose your key or forget to

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paragraphs bring it to school, you can simply sign out your spare one.

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bullet point • Valuables

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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

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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 • concluding statement/
school. 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 • introduce the person
introduction suit and was generally well-presented, except for his footwear. He was
wearing trainers.

Sammy appeared confident and keen. He had strong interpersonal skills

and was cheerful and polite.
(main) body*
*details presented in A cause for concern was Sammy’s inability to think of any innovative
cohesive, coherent ideas for future promotions of our products.

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paragraphs
To conclude, Sammy is a strong candidate. However, he would need a • concluding statement

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conclusion considerable amount of support if he was offered the position of

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Advertising Assistant.

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<Profile of an athlete authored by a fan>

title (optional) The Leaping Tigress: Candice Kim

Tipped as the world’s most promising young golfer, Candice Kim, who is • ability
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,
introduction
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.

Born of Korean parents, Kim’s hard work and achievements have done us • details of her
Korean girls proud. She has changed the way Korean males look at their achievements
(main) body*
*details presented in a female counterparts, teaching them that, regardless of sex, one always
cohesive, coherent has the chance to be competitive, and that males and females are equal.
manner
Tall, dark and beautiful, I love Kim for her stunning talents, good looks • concluding statement
conclusion
and her determination to win. She is my inspiration and role model.

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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. • greet the audience

• ‘talk’ to the audience
I’d like to share with you my experiences as director of a play the Drama directly
introduction
Club entered in the Inter-School Drama Competition last week. • the speech’s topic; if
appropriate, state your
Our play was called ‘Harmony’ and it was about a family. The family point of view
was initially argumentative, but worked towards becoming happier
by being more supportive of each other.

Interestingly, the plot of the play reflected what happened to all of us

involved in this production. Initially, we were not supportive enough

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of each other and as a result of poor communication, we quarrelled
and bickered frequently.

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As director, I needed to deal with this quickly. Therefore, I suggested

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(main) body*
that we all sat down together and went through ideas and issues,

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*details presented in
cohesive, coherent before these turned into problems. By discussing things calmly and
paragraphs

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agreeing upon solutions together, our group became positive, creative
and happy.

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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.

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.
concluding/closing
paragraph • a concluding/
I would recommend taking on roles such as director of a play. I learned
summarizing statement
a great deal from this experience and I also made many good friends. based on the (main)
body
Thank you.
• note: you can say ‘thank
you’ at the end of a speech

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* Formats of informal letters/emails – full blocked & indented (1 of 2)

Example 1 – personal letter Example 2 – personal letter

(full blocked) (indented)

• all text begins at the left-hand margin • text is indented
• open punctuation • full punctuation

| all text begins at the left-hand margin full punctuation, date on right-hand side
1 March 20_ _ no punctuation 1st March, 20_ _

Peter Jones Peter Jones,

The Street no punctuation The Street, full punctuation
London London,
United Kingdom United Kingdom.

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(salutation/
greeting) Dear Peter no punctuation Dear Peter, full punctuation
paragraphs are indented

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(opening) How are you doing? It seems like such a How are you doing? It seems like such

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long time since your visit! a long time since your visit!

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I’ve been very busy at school as we have I’ve been very busy at school as we

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exams coming up soon. I’ve still got quite a have exams coming up soon. I’ve still got
lot to do! quite a lot to do!

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(main body)
In a month’s time it’s the summer holidays. In a month’s time it’s the summer
We might all be coming to visit you in holidays. We might all be coming to visit you
London – that would be such fun! in London – that would be such fun!

(closing remark) Write soon and tell me all about school. Write soon and tell me all about school.

(complimentary Best wishes no punctuation Best wishes,

close)
complimentary close on
George
right-hand side of text,
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) (indented)

• all text begins at the left-hand margin • text is indented
• open punctuation • full punctuation

| all text begins at the left-hand margin

Hi Peter no punctuation Hi Peter, full punctuation

paragraphs are indented
How’s it going? I haven’t heard from you for a How’s it going? I haven’t heard from you
while – I guess you’re very busy studying. for a while – I guess you’re very busy studying.

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I’ve finished my exams! They seemed to go I’ve finished my exams! They seemed to
on forever, but yesterday was the last one. go on forever, but yesterday was the last one.

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My entire class had a pizza party after school My entire class had a pizza party after school
yesterday. It was great! yesterday. It was great!

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We’re having a school disco in a week’s time We’re having a school disco in a week’s time
for my year group. We’ve got lots to organize for my year group. We’ve got lots to organize

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and I’m in charge of the snacks. They’re going and I’m in charge of the snacks. They’re going
to be tasty! to be tasty!

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Write soon when you’ve got time. Write soon when you’ve got time.

Regards no punctuation
complimentary close on Regards,
George
right-hand side of text, full George
punctuation

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)

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(6) Subject heading of the letter • You may underline the
subject heading.

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(7) Introduction

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(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 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.
or
Yours sincerely 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) e.g. Chairperson, Treasurer,

Secretary …

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