EnglishFormal communication
Have you ever written a formal letter or email in English? What was it about?
What is the difference between formal and informal language?
Sort these features aloud:
More formal | More informal |
|---|---|
full forms: I am, I would | contractions: I’m, I’d |
Dear Sir/Madam | Hi |
polite, indirect request | direct request |
Key idea: Audience and purpose affect register. Formal writing is polite, clear, and less personal. ✉️
Formal phrase bank
Which phrases introduce a topic, add information, or make a request?
- regarding [/rɪˈɡɑːdɪŋ/]
- about; connected with
I am writing regarding your order. - with reference to [/wɪð ˈrefərəns tuː/]
- about; connected with an earlier message or document
With reference to your email, I have attached the receipt. - I am writing to [/aɪ æm ˈraɪtɪŋ tuː/]
- a formal way to state your purpose
I am writing to request further information. - I would be grateful if [/aɪ wʊd bi ˈɡreɪtfəl ɪf/]
- a polite formal request
I would be grateful if you could reply by Friday. - moreover [/mɔːrˈəʊvə/]
- in addition; also
Moreover, the document is missing a signature. - furthermore [/ˌfɜːðəˈmɔː/]
- in addition; also
Furthermore, the deadline is tomorrow. - Dear Sir/Madam [/dɪə səː ˈmædəm/]
- a greeting when you do not know the recipient’s name
Dear Sir/Madam, I am writing regarding my application. - Yours faithfully [/jɔːz ˈfeɪθfəli/]
- a closing after Dear Sir/Madam
Yours faithfully, Anna Petrova. - Yours sincerely [/jɔːz sɪnˈsɪəli/]
- a closing after Dear Mr/Ms plus a name
Yours sincerely, Anna Petrova. - Would you mind [/wʊd juː maɪnd/]
- a polite way to ask someone to do something
Would you mind sending the invoice again? - Could you possibly [/kʊd juː ˈpɒsəbli/]
- a very polite request opener
Could you possibly confirm the date? - I was wondering if [/aɪ wəz ˈwʌndərɪŋ ɪf/]
- a gentle way to ask for information
I was wondering if the meeting is online.
Polite requests and email conventions
Request structures
Purpose | Formal structure | Example |
|---|---|---|
Polite request | Would you mind + verb-ing ...? | Would you mind sending the invoice? |
Polite request | Could you possibly + base verb ...? | Could you possibly confirm the date? |
Gentle enquiry | I was wondering if + clause | I was wondering if the meeting is online. |
Indirect question | Could you tell me + question word + statement order? | Could you tell me what time the meeting starts? |
Rule: After Would you mind, use the -ing form.
Would you mind sending the invoice?
Would you mind checking the delivery date?
Rule: After Could you possibly, use the base verb.
Could you possibly send the invoice?
Could you possibly confirm the date?
Rule: Indirect questions use statement word order.
Direct question | Polite indirect question |
|---|---|
What time does the meeting start? | Could you tell me what time the meeting starts? |
Where is the office? | Could you tell me where the office is? |
When does the course start? | I was wondering when the course starts. |
A clear formal email frame
Part | Useful language |
|---|---|
Greeting | Dear Sir/Madam, / Dear Ms Brown, |
Purpose | I am writing to request information. |
Topic | I am writing regarding the delayed delivery. |
Extra detail | Furthermore, the tracking link has not been updated. |
Polite action request | I would be grateful if you could investigate this matter. |
Closing: unknown name | Yours faithfully, |
Closing: known name | Yours sincerely, |
Sign-off rule: Use Yours faithfully after Dear Sir/Madam. Use Yours sincerely after Dear Mr/Ms + name.
Russian also has a formal greeting such as Уважаемый/Уважаемая, but English greetings, openings, and sign-offs follow different conventions.
Common mistakes
Incorrect | Better form | Why |
|---|---|---|
Would you mind to send the file? | Would you mind sending the file? | Use -ing after Would you mind. |
Could you possibly sending the file? | Could you possibly send the file? | Use the base verb after Could you possibly. |
Could you tell me where is the office? | Could you tell me where the office is? | Use statement order in an indirect question. |
Dear Sir/Madam, ... Yours sincerely, | Dear Sir/Madam, ... Yours faithfully, | Match the sign-off to the greeting. |
I’m writing about... | I am writing regarding... | Avoid contractions in formal writing. |
Make the email more formal
Say each answer aloud first. Then complete the sentence.
Build a formal opening
Arrange the parts to make a formal email opening.
Arrange the parts to make one correct sentence
- I am
- writing
- regarding
- the delayed delivery
- .
Build a polite indirect question
Arrange the parts to make a polite question.
Arrange the parts to make one correct sentence
- Could
- you tell me
- where
- the office
- is?
Choose the correct verb form
Would you mind [___] the attached form?
Choose a polite request opener
[___] confirm the appointment?
Choose the correct closing
Dear Ms Brown,
Yours [___]
Rewrite the direct request
Source: Send me the price list.
Could you possibly [___] me the price list?
Make the question indirect
Source: When does the course start?
Could you tell me [___] ?
State the purpose formally
Source: I want information about your services.
I am writing to [___] information about your services.
Make the request more polite
Source: Please reply soon.
I would be grateful if you [___] .
The same complaint in two registers
Read the two messages. Underline the formal structures in Email A.
A. Formal complaint
Dear Sir/Madam,
I am writing regarding the delayed delivery of my printer, ordered on 3 May. According to your website, it should have arrived last Friday. Could you possibly tell me when I can expect delivery? Furthermore, the tracking link has not been updated for three days. Moreover, I paid for express delivery and am concerned about this delay. I would be grateful if you could investigate this matter and confirm the new delivery date.
Yours faithfully,
Anna Petrova
B. Message to a friend
Hi Max,
My printer still hasn’t arrived! I ordered it on 3 May, and the site said it would come last Friday. Do you know when it’s coming? The tracking page hasn’t changed for days, which is really annoying. I paid extra for fast delivery, so I’m worried. Can you ask them what’s happening?
Thanks,
Anna
- What item is delayed, and when did Anna order it?
- What information does Anna request in Email A?
- Give three differences between the two messages: greeting, request style, vocabulary, grammar, or closing.
- Why is Email A more suitable for a company?
Difficult words
- delayed delivery — delivery that arrives later than expected
- according to — based on information from
- tracking link — an online link used to follow a delivery
- express delivery — a faster delivery service
- concerned — worried about a situation
- investigate — examine a problem to find out what happened
- confirm — say officially that something is correct
Core conventions to remember
Email structure
Greeting → purpose → details → polite action request → sign-off
Function | Useful language |
|---|---|
Start with an unknown recipient | Dear Sir/Madam, |
State your purpose | I am writing to... |
Introduce the topic | regarding / with reference to |
Add a point | moreover / furthermore |
Make a formal request | I would be grateful if... |
Close with an unknown recipient | Yours faithfully, |
Close with a known recipient | Yours sincerely, |
Grammar reminders
- Would you mind + -ing
- Could you possibly + base verb
- I would be grateful if + clause
- Indirect questions use statement order
Phrase review
regarding · with reference to · I am writing to · I would be grateful if · moreover · furthermore · Dear Sir/Madam · Yours faithfully · Yours sincerely · Would you mind · Could you possibly · I was wondering if
Decide whether each statement is correct.
Exit prompt: Make one polite formal request for information about a course. 🎓
