Informal Letter/Email- Writing Guide

1. Salutation

Start with Dear followed by the first name of the person to whom you are writing. In emails, you can also start with Hi (and the person’s name). Dear Ben, or Hi Ben, (Don’t forget to use only the first name of the person you are writing to and not Dear Mr John, which is never used, or Dear Mr John Brown, which sounds too formal.)

2. The first paragraph (opening)

When writing an informal letter, you are usually replying to another letter. You would normally start with a greeting, then acknowledge the letter to which you are replying. It is often a good idea to acknowledge some key information given in the original letter too.

Example opening phrases

• How are you? / How have the family been? / I hope you are well.
• Thank you / Many thanks for your (recent/last) letter/postcard.
• It was good /nice/great to hear from you again.

Other useful phrases

• I’m really sorry that I forgot to send you a birthday card but I was busy with my new job
• Thank you for asking/inviting me to …  but I’m afraid I won’t be able to…
• I’m writing to ask for your help / you (if you could do me) a favour.
• I hope you don’t mind me asking but could you (possibly)…

3. The next paragraphs (main content)

Say why you are writing. If you need to change agreements or turn someone down, give reasons. Give the information that you have been told to give. Add some more details of your own if you like.

4. Closing and signing off

The end of your letter is as important as the beginning. There are some standard ways of finishing an informal letter or email.

• Give a reason why you’re ending the letter: 
  Anyway, I must go and get on with my work. / I guess it’s time I got on with that studying I’ve been avoiding.
• Send greetings and/or make reference for future contact:
  Give my love /regards to…  / Say hello to… / Anyway, don’t forget to let me know the dates of the party. / I’ll try and phone you at the wee”end to check the times. / We must try and meet up soon.
• Closing statement
  such as Love, Lots of love, All the best, Take care, Bestwishes, should be written on a new line. If you used a comma after the opening greeting, use a comma here too.
• Signing off
  Your first name then follows on another new line.

Useful Phrases

Greetings

Dear Jim
Hello Jim
Hi Jim

Introductory paragraph

Sorry I haven’t written for ages.
Sorry it’s taken me so long to write.
How’s it going?
How are you?
How are things with you?
How are things?

Referring to good news:

Glad to hear about.
I’m really glad to hear about
I’m very happy to hear about
I was very happy to read about

Referring to bad news:

I’m extremely sorry to hear about.
I’m very sorry to hear about.
Sorry to read about.
Its very sad to hear about you.
I can’t tell you how sad I am that.

Introducing points:

By the way
Did you hear about
Did you see
Have you seen
Tell me about
Oh, another thing

Ending:

Well, time to go.
Well, it’s time to go.
Well, got to go.
Well, time to close.
I’ve got to leave off now.
Write soon.
Make sure you write soon.
Love

Informal Letter & Email: Model Answers

Sample 1

Topic

Your Italian pen friend, Antonia, wrote and asked about your lifestyle in England. Read part of Antonia‟s letter and reply:

I think I have a very healthy lifestyle. I eat a lot of fruit and I get a lot of fresh air. My family lives near the mountains, so we often go walking. Last weekend, we went rock climbing. I saw a lot of wildlife and I took a lot of photos. What kind of lifestyle do you have?

Model answer

Dear Antonia,

Thanks for your letter. Your lifestyle sounds really interesting! We don’t live near the mountains so I’ve never been rock climbing, but I’d love to try it.

You asked me about my lifestyle. I think I’m quite healthy too. I sleep for about eight hours every night and I eat a lot of fruit and vegetables. I like doing exercise. I’m quite good at tennis and I often go swimming with my friends. Last month, I decided to do something different. I did a snorkelling course at our local swimming pool. While I was doing the course, I met some really great people! The course was hard, but we were all in the same boat!

I’d love to visit you one day. I think we‟d get on really well!

Please write soon!

Love,

Kate

Sample 2

Topic:

You have received this email from an English speaking boy called Simon.

Hello, I would like to get to know someone from your country and a friend has told me that you would like to practise your English. Perhaps, we could email each other. Could you tell me a bit about yourself and your family? Could you suggest how we might meet sometime in the future?

Thanks, 
Simon

Model answer

Hello Simon,

I’m glad you’re interested in my country. As your friend said, I’d like us to email each other to help me improve my English.

Let me start by telling you a bit about myself. My name’s Ivo and I live in Kutna Hora, which is about 45 minutes from Prague by car. I used to work for a medical company but now I’m learning to be a salesperson. In the future, I want a job where I can travel for my work. I’ve already been to a few places in Europe but I’ve never been to an English-speaking country.

I live at home with my parents, which is convenient, as I don’t have to do much housework and my meals are cooked for me. My younger brother is studying at university. Although he is four years younger than me, we get on quite well. We both enjoy snowboarding and music.

What about you?  Have you ever been to the Czech Republic? It would be great if you could come over one day and we could fix up a meeting. Why don’t you let me know your plans?

Anyway, I must go and get on with my work! Looking forward to hearing from you soon.

Best wishes,
Ivo

Informal Letter & Email: Tips

• Begin your letter by saying why you are writing.
• Remember,  the letter uses informal language.
• Try to avoid using exactly the same words that appear in the notes.
• Make sure you have included all the points from the notes.
• Use an appropriate closing formula.
• Decide what each paragraph will say before you start writing; each paragraph should have a specific purpose.
• Imagine you are really writing the letter and put yourself into the writer’s position.
• Check your work for accuracy, punctuation and spelling.

Informal Letter & Email: Frequently Asked Questions

What is the purpose of the informal letter?

To respond to a request for action from somebody else, such as to give information or make suggestions. Alternatively, it could be to initiate action, for example, to request information or invite somebody to do something. The task will tell you exactly what you have to do.

Who will read it?

The person or people you have been asked to write to.

What style should I use?

An informal style. Slang and colloquial expressions are sometimes appropriate, for example, if you are writing to a friend, but not if you don‟t know the person. Contractions are always appropriate.