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Writing an Email 1: Who Are You Writing To?

Students choose the right style for the reader, answer every point in the task and write a B2 First Part 2 email with a matching opening and ending.

Writing · Email

B2 First preparationWriting: Email 1Writing: Email 2

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Plan at a glance

Aims

Understand what an email or letter in B2 First Writing Part 2 needs
Learn and use 23 words and phrases in 3 sets: Formal words for emails, Openings and closings, Useful phrases
Choose a formal or informal style to suit the reader and keep it
Check that a reply answers every point in the task
Plan and write a formal Part 2 email

Stages · 80 min

5 minLead-in: Ask: who have you written an email to this week? How did you start and finish it? Would you write the same way to a teacher or a manager?
5 minThe task: Go through the notes: who the reader is, formal and informal style, and the two plans.
10 minModel email: Ex. 1
15 minFormal and informal: Ex. 2–3
10 minFormal emails: Ex. 4–5
10 minImproving a reply: Ex. 6
5 minPlanning: Ex. 7
20 minWriting: Ex. 8

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Grammar notes

Writing Part 2: the email or letter

In Part 2 you choose one task from a choice of three; one of them is often an email or a letter.
You write 140–190 words, usually in reply to an email, a letter or an advert.
The task tells you what to write about. Answer every question and point in it: a missing point loses marks.

Who are you writing to?

Read the task first: who will read your email, and why are you writing? This decides your style.
A friend or someone your age: informal. Someone you don't know, such as an organiser, a manager or an editor: formal.
Keep the same style from the first line to the last.

Formal or informal

Informal: a short greeting, contractions (I'm, can't), phrasal verbs, a few exclamation marks, and a friendly ending (Take care, Love).
Formal: Dear + Sir or Madam or a name, full forms (I am, I would), more formal words instead of phrasal verbs and slang, and no exclamation marks.
Endings: Dear Sir or Madam goes with Yours faithfully; Dear + a name (Dear Ms Grant) goes with Yours sincerely.

Plans that work

There is more than one good plan: choose the one that suits the task.
Plan A (follow the task): one paragraph for each point, in the order the task gives them. Good when the points are separate, as in most formal emails.
Plan B (group by topic): put questions that belong together in one paragraph. Good when two questions overlap, for example where to stay and how much it costs.
Either way, start with a line that reacts or says why you are writing, and finish with a line that looks forward.

Study tips

Before you write, list every question and point in the task, and tick each one when your plan covers it.
Read your email again as the reader: does every line sound right for that person?

Glossary

Formal words for emails8 items
Openings and closings7 items
Useful phrases8 items

See every word and its meaning

Complete the exercises, then check your answers.

Read a task and a model email

Read Ella's email and Sam's reply. What does each part of Sam's reply do? There is one extra option.

Ella's email Hi! Great news: I've got a summer job at a café in your town, so I'll be there from the start of July! What's the weather usually like in July, and what clothes should I bring? Also, is there anything fun to do at the weekends? Can't wait to see you! Ella Sam's reply Hi Ella, It was great to hear from you, and congratulations on the job! I'm so pleased you'll be here for the whole summer. You asked about the weather and what to pack, so I'll answer both together. July here is usually warm, about 24 degrees, but it often rains in the afternoon, so bring a light waterproof jacket as well as T-shirts and shorts. The café will probably be busy, so comfortable shoes are a must. As for the weekends, there's loads to do. There's an open-air cinema in the park on Saturday evenings, and the lake is only twenty minutes away by bus. If I were you, I'd buy a weekly bus pass: it's much cheaper. Why don't we go to the lake on your first weekend? Let me know which day suits you. Write back soon! Best wishes, Sam

Tap an item…

…then its match

Formal or informal?

Would you find each line in a formal email to someone you don't know, or in an informal email to a friend? Put each line in the right group.

a
I would like to apply for the job.
b
Can't wait to see you!
c
Thank you for your letter of 3 June.
d
I am afraid I am unable to attend.
e
How about meeting on Saturday?
f
Yours sincerely,
g
Lots of love,
h
Hi Josh!
i
Dear Mr Patel,
j
Sorry I didn't write sooner!

Informal to formal

Match each informal word or phrase with a more formal one that means the same. There is one extra option.

Tap an item…

…then its match

A formal email

Complete the email to a language school with phrases from the box. Use each phrase once. There is one extra phrase.

Word boxI look forward to hearing from you · Guess what · Yours faithfully · I would be grateful if you could · Dear Sir or Madam · I was wondering if · Could you tell me · I am writing to

2 ask about the evening Spanish courses that I saw advertised on your website. 3 how many students there are in each class? 4 there is also a course on Saturday mornings. 5 send me the prices for the summer term.

Too informal!

These sentences are from a formal letter of complaint to a hotel. Each one has a word or phrase that is too informal. Write a more formal word or phrase.

a
There were loads of problems with our room.
Correction:
b
The kids in the next room were shouting until two in the morning.
Correction:
c
When I complained, the receptionist said sorry but did nothing about it.
Correction:
d
We had to wait ages for a table at breakfast.
Correction:
e
Please get back to me by the end of the week.
Correction:
f
I hope that you can sort this out quickly.
Correction:

Improve an email

Read Max's email and Lena's reply. Lena's reply is too short and in the wrong style. Choose the best answer (A, B, C or D) to each question.

Max's email Hi! I'm doing a project on festivals for my college course. Could you tell me about a festival in your town? What happens there, and why do people enjoy it? Also, could you send me a couple of photos? Thanks! Max Lena's reply Dear Max, I am writing in response to your email of 12 May. The best festival in my town is the Kite Festival. It happens every spring on the hill above the old town. People make their own kites and fly them all afternoon, and there is music and food everywhere. I would be grateful if you could tell me when your project is due. Yours faithfully, Lena

a
Which of Max's questions does Lena not answer?
b
What else does Lena forget to do?
c
What is wrong with Lena's first sentence and her ending?
d
Which would be the best new first sentence for Lena's reply?

Plan your email

Marta is planning the email in exercise 8 with Plan A: one paragraph for each point in the advert, in the same order. Which paragraph does each of her notes belong in? Put each note in the right group.

a
the information tent
b
somewhere to camp?
c
good at teamwork
d
or the children's area
e
worked in a busy café
f
saw the advert online
g
hours a day?
h
want to volunteer

Write your email

Write your email in 140–190 words.

Exam task: Writing, Part 2

Tip: Before you write, underline everything the advert asks you to do and make sure your plan covers each point. Then decide who will read your email and keep the same style from the first line to the last.

You see this advert on a website. Volunteers wanted: Hollybrook Music Festival, 24–26 July We need friendly volunteers to help at our three-day festival. Jobs include working in the information tent, helping in the children's area and selling programmes. Email the organiser, Ms Clara Benn. Tell us why you would be a good volunteer and which job you would like to do, and ask any questions you have. Write your email.

Suggested minimum: 140 words

Before you hand it in

My opening and my ending suit the reader and match each other.
My first paragraph says why I am writing.
I say why I would be a good volunteer and which job I would like.
I ask at least one clear question.
My style is formal all the way through: no contractions, slang or exclamation marks.

0 words · aim for at least 140

Show a model answer

Dear Ms Benn, I am writing to apply to be a volunteer at the Hollybrook Music Festival, which I saw advertised on your website. I think I would be a good volunteer for several reasons. Last summer I worked in a busy café, so I am used to dealing with the public and staying calm when things get stressful. I also enjoy working in a team, and I speak English, Italian and some French. I would most like to work in the information tent. I know the town well, so I could give visitors directions and help them find their way around the festival. However, I would also be happy to help in the children's area if you need more people there. I have two questions. Could you tell me how many hours a day volunteers usually work? I was also wondering if there is anywhere for volunteers to camp during the festival. I look forward to hearing from you. Yours sincerely, Marta Rossi

Spotted a mistake in this lesson?· tell us the exercise and item

Revise with a game

This lesson's own words and questions. Play on your own, or in teams on the classroom screen.

Glossary

The 23 words and phrases this lesson teaches, in 3 sets.

Formal words for emails

contact: the formal verb for get in touch with someone
inform: the formal verb for tell someone or let them know
request: the formal verb for ask for something
slightly: a little; more formal than a bit
receive: the formal verb for get a letter, an email or a parcel
require: the formal verb for need
assist: the formal verb for help
Thank you very much: a formal way to say Thanks a lot

Openings and closings

Hi: an informal greeting to start an email to a friend: Hi Ella,
Dear Sir or Madam: a formal greeting when you don't know the reader's name
Yours faithfully: the formal ending after Dear Sir or Madam
Yours sincerely: the formal ending after Dear + a name (Dear Ms Grant)
I look forward to hearing from you: a formal last line before the ending: you hope the reader will reply
Write back soon: an informal last line asking a friend to reply
Best wishes: a friendly ending for an informal email

Useful phrases

It was great to hear from you: an informal first line: you are pleased to get the email
I am writing to: a formal first line that gives the reason for writing
Could you tell me: a polite way to ask for information
I was wondering if: a very polite way to ask a question or for something
I would be grateful if you could: a formal way to ask someone to do something
Why don't we: an informal way to suggest doing something together
How about: an informal way to make a suggestion: How about + -ing?
If I were you: used to give advice: If I were you, I'd…