Letter and email, formal and informal

Q: What are the two most important questions to ask before writing a letter or email?

You must ask: Who am I writing to? (Audience) and Why am I writing? (Purpose).

Q: What does the term "Register" mean in the context of MYP Language Acquisition?

Register refers to the level of formality in your language, chosen based on your relationship with the audience.

Q: Which MYP Criterion focuses on the organization and style of your writing?

Criterion D: Writing assesses how well you organize information and use language appropriate to the context.

Language Acquisition · IB Middle Years Programme (MYP) · 4 min read · Updated: Sep 7, 2026

Welcome to the World of Letters and Emails!

In our daily lives, we are constantly communicating. Whether you are sending a quick message to a friend about a weekend plan or writing a formal request to your teacher, you are using letters and emails. In the MYP Language Acquisition course, mastering these text types is essential for Criterion D: Writing. This chapter will help you understand how to choose the right words and style for the right person.

1. Understanding Your Audience and Purpose

Before you even start typing or writing, you must ask yourself two very important questions:

1. Who am I writing to? (This is your Audience.)
2. Why am I writing? (This is your Purpose.)

In the MYP, we focus on Register. Register refers to the level of formality in your language. If you are writing to a close friend, your register will be informal. If you are writing to a principal or a business, your register will be formal.

Quick Tip: The "Mirror" Rule

Think of your writing like a mirror. Your language should reflect the relationship you have with the person receiving the message. If you wouldn't wear a tuxedo to a pizza party, don't use formal "business" language in a text to your best friend!

2. Informal Letters and Emails

We use informal writing for people we know well, like friends and family. The goal is to be friendly, personal, and relaxed.

Key Features of Informal Writing:

Greetings: Start with "Hi," "Hello," or "Dear [Name]."
Tone: Use a conversational style. It’s okay to show your personality!
Contractions: You can use shortened words like "I'm" instead of "I am" or "don't" instead of "do not."
Vocabulary: You can use common idioms (expressions) and casual words.
Closing: End with phrases like "Best," "See you soon," or "Love."

Example of an Informal Opening:

"Hi Sarah! I hope you’re doing great. I’m writing because I wanted to tell you all about my summer trip..."

3. Formal Letters and Emails

Formal writing is used for "official" exchanges. This might include writing to a teacher, a school office, or a company. The goal is to be polite, clear, and professional.

Key Features of Formal Writing:

Greetings: Use "Dear Mr./Ms. [Surname]" or "Dear Sir/Madam" if you don't know their name.
Tone: Be respectful and get straight to the point. Avoid slang.
Structure: No contractions! Write out the full words (e.g., "I would like" instead of "I’d like").
Cohesive Devices: Use formal linking words like "Furthermore," "However," and "Consequently" to organize your ideas.
Closing: Use "Yours sincerely" (if you know their name) or "Yours faithfully" (if you started with Dear Sir/Madam). "Kind regards" is also a safe choice for emails.

Example of a Formal Opening:

"Dear Director, I am writing to express my interest in the volunteer program mentioned on your website..."

Key Takeaway: The main difference between formal and informal writing is the relationship between the writer and the reader.

4. Structuring Your Text (Criterion D)

Whether formal or informal, a good letter or email should be organized. In MYP Criterion D, you are assessed on how well you organize information.

The Header: For emails, this is the "Subject Line." Make it clear! (e.g., "Question about Homework").
The Salutation: The greeting (e.g., "Dear...").
The Introduction: State why you are writing.
The Body Paragraphs: Give details. Use one paragraph for each new idea.
The Conclusion: A final thought or a call to action (e.g., "I look forward to hearing from you.").
The Sign-off: Your closing and your name.

5. How Your Writing Grows (Phases 1–6)

Don't worry if your writing feels simple right now. In the MYP, we move through phases as we get better at the language:

Emergent Level (Phases 1-2): You use a basic range of vocabulary and simple phrases. You might use "and" or "but" to connect ideas.
Capable Level (Phases 3-4): You start to use a wider range of grammatical structures. You can write in both familiar and some unfamiliar situations.
Proficient Level (Phases 5-6): You can analyse the best register to use. Your style is polished, and you can handle complex topics with a global perspective.

6. Common Mistakes to Avoid

The "Mixed" Style: Don't start a formal email with "Dear Sir" and then use slang like "LOL" or "gonna" in the middle. Keep the style consistent!
Forgetting the Subject Line: In an email, an empty subject line can look like spam. Always include a short summary of the email.
No Paragraphs: A giant wall of text is hard to read. Use cohesive devices (linking words) and clear paragraphs to help your reader.

Quick Review Box:

Informal: Friends/Family, casual tone, contractions (I'm, can't), "Hi!"
Formal: Authorities/Professional, respectful tone, no contractions, "Dear Mr..."
Criterion D: Focuses on your vocabulary, grammar, organization, and suitability for the audience.

Note: If you want to learn about writing for the public (like a newspaper), check out the chapter on "Opinion piece and letter to the editor."

Quick check

Can you answer these now?

Open each question to check the key ideas from this chapter.

What are the two most important questions to ask before writing a letter or email?

You must ask: Who am I writing to? (Audience) and Why am I writing? (Purpose).

What does the term "Register" mean in the context of MYP Language Acquisition?

What are the key language features of an informal letter or email?

Informal writing uses a conversational tone, contractions (like "I'm"), casual vocabulary, and friendly greetings like "Hi."

What are the key language features of a formal letter or email?

Formal writing uses a respectful tone, full words (no contractions), cohesive devices, and professional greetings like "Dear Mr./Ms. [Surname]."

How do you choose the correct closing for a formal letter?

Use "Yours sincerely" if you know the recipient's name, and "Yours faithfully" if you do not.

Which MYP Criterion focuses on the organization and style of your writing?

Criterion D: Writing assesses how well you organize information and use language appropriate to the context.

What are the six standard components of a well-structured letter or email?

The structure includes a Header (Subject Line), Salutation, Introduction, Body Paragraphs, Conclusion, and Sign-off.

How does vocabulary use change between the Emergent and Proficient MYP phases?

Students move from using a basic range of simple phrases (Emergent) to a polished, analytical style that handles complex topics (Proficient).

Why is it important to avoid a "Mixed" style in writing?

Mixing formal and informal language (like using slang in a formal email) makes the writing inconsistent and unprofessional.

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