Introduction to Letters and Emails in Reading

In your HKDSE Paper 1 (Reading), you will encounter many different "text types." Among the most common are letters, emails, and letters to the editor. While we use these in daily life, the exam tests your ability to read "between the lines." You aren't just looking for facts; you are looking for the writer's purpose, tone, and attitude. Whether you choose Part B1 (the easier section) or Part B2 (the more difficult section), mastering these formats is essential for scoring well.

In this chapter, we will learn how to quickly identify who is writing, why they are writing, and how they feel about their subject.

1. Understanding the Three Main Types

Even though they look similar, these three text types have different goals. Identifying the type of text immediately helps you predict what the questions will ask.

A. Personal Emails and Informal Letters

Context: Writing to friends, family members, or close colleagues.
Language: Use of contractions (e.g., I'm, don't), slang, and exclamation marks.
Reading Strategy: Focus on the relationship between the sender and the receiver. Questions often ask about their feelings or shared experiences.

B. Formal Letters and Business Emails

Context: Writing to a teacher, a boss, or a company.
Language: Polite, professional, and no contractions. Often uses "Dear Sir/Madam" or "To whom it may concern."
Reading Strategy: Look for the main request or complaint. Formal texts are usually very structured, with one main point per paragraph.

C. Letters to the Editor

Context: A member of the public writing to a newspaper or magazine about a specific issue.
Language: Persuasive, often strong-minded, and sometimes critical.
Reading Strategy: This is a "public" text. The writer wants to convince the audience or respond to a previously published news article. Pay close attention to their opinion.

Key Takeaway: Before reading the full text, check the salutation (the "Dear...") and the sign-off (the "Yours...") to identify the level of formality and the relationship between the parties.

2. Key Reading Skills for Letters and Emails

Identifying Purpose

Every writer has a reason for picking up a pen or opening their laptop. In the HKDSE, you might be asked: "What is the main purpose of this letter?" Common purposes include:

  • To complain: Expressing dissatisfaction about a service or situation.
  • To persuade: Trying to get the reader to agree with a certain view.
  • To enquire: Asking for more information about something.
  • To apologize: Saying sorry and explaining a mistake.

Identifying Tone and Mood

The tone is the writer's "voice." Are they angry? Happy? Worried? Identifying tone is a high-level skill often required in Part B2. Look for "clue words" (adjectives and adverbs) that reveal how the writer feels.

Example: If a writer says, "I was deeply disappointed by the appalling service," the tone is critical or indignant.

The "Reference" Question

You will often see questions like: "What does the word 'it' in line 12 refer to?"
Quick Tip: Read the sentence before the word "it." The answer is almost always found in the 10-15 words immediately preceding the reference word.

Quick Review: Purpose = Why they wrote it.
Tone = How they sound (their emotion).
Reference = What a pronoun (it/they/this) points back to.

3. Special Focus: Letters to the Editor

Letters to the editor are a favorite in Part B2 because they involve complex arguments and attitudes. When reading these, keep an eye out for these elements:

The "Reaction" Element

Most letters to the editor start by referring to a previous article. They might say, "I am writing in response to your report on..." or "I refer to the article published on 5th May..."
Tip: If a question asks what prompted the writer to write, look at the very first paragraph.

Facts vs. Opinions

The HKDSE often asks you to distinguish between what is true (facts) and what the writer thinks (opinions). Letters to the editor are usually 90% opinion. Look for "opinion markers" like "In my view," "I believe," or "It is clear that..."

Identifying the Targeted Reader

Even though it is sent to a newspaper, the writer might be targeting a specific group, such as the government, teenagers, or parents. Look for who the writer mentions in their suggestions or calls to action.

4. Common Question Formats to Watch For

In Paper 1, the following question styles are frequently used for letters and emails:

  • Multiple Choice (MC): Choosing the best summary of the writer's attitude.
  • True / False / Not Given: Verifying details from the text. (Remember: If the text doesn't mention it, it's "Not Given"!)
  • Synonym Hunting: Finding a word in a specific paragraph that means the same as a given word.
  • Summary Gap-fill: Filling in a paragraph summary using words taken directly from the text.

Pro-tip for B1/B2: In gap-fill tasks, check the grammar! If the sentence requires a noun, don't write down a verb from the text. For example, if the blank is after "the," you need a noun: "The (dissatisfaction) of the writer was obvious."

5. Helpful Vocabulary for Tone and Attitude

Don't worry if these seem tricky at first! Try to memorize a few "feeling" words to help you describe a writer's tone:

Positive Tones: Appreciative (thankful), Enthusiastic (excited), Objective (fair/neutral), Optimistic (hopeful).

Negative Tones: Sarcastic (saying the opposite of what is meant to be mean), Cynical (distrustful), Skeptical (doubting), Regretful (sorry).

Key Takeaway: If a writer uses many "should" or "must" statements, their tone is often persuasive or urgent.

Chapter Summary

  • Identify the audience: Is it a friend (informal) or a professional body (formal)?
  • Locate the main point: Why is the person writing? (Look at the first and last paragraphs).
  • Watch for tone: Use the writer's choice of adjectives to figure out their mood.
  • Follow references: Always look one sentence back to find what "this" or "it" means.
  • Letters to the editor: These are usually opinions reacting to a news event.

Note: For more information on other text types, see the chapters on "News reports and feature articles" and "Blogs, forum posts and social media texts."