Writing Letters and E-mails

Welcome! In this chapter, we are going to learn how to write letters and e-mails in English. Even though we use social media a lot today, knowing how to write a proper letter or e-mail is a "superpower." It helps you make friends around the world, thank people for their kindness, and share your life with others in a clear and polite way.

Don't worry if you feel a bit nervous about writing in English. We will break it down into simple steps that anyone can follow!

1. The "Recipe" for a Great Message

Just like making a sandwich, a letter or an e-mail has specific layers. Whether you are writing on paper or typing on a screen, most messages follow this simple structure:

1. The Greeting (The "Hello")
2. The Opening (The "How are you?")
3. The Body (The "Main News")
4. The Closing (The "Goodbye")
5. The Signature (Your Name)

Note: For more tips on organizing your thoughts into a story, see our chapter on "A coherent account of events."

2. Step-by-Step: Writing Your Message

Step 1: The Greeting

In English, we usually start with Dear followed by the person's name. Use a comma (,) after the name.

  • To a friend: Dear Kenta, or Hi Sarah,
  • To a teacher or someone you don't know well: Dear Mr. Smith, or Dear Ms. Jones,

Step 2: The Opening

It is polite to ask how the person is doing or thank them for their last message before jumping into your news.

  • How are you? I hope you are doing well.
  • Thank you for your e-mail. I was very happy to hear from you!

Step 3: The Body (The Main News)

This is where you share your thoughts, feelings, or facts. Try to use the grammar you have learned in class to make your writing interesting!

  • Sharing News: Use the Present Perfect to talk about things that just happened.
    Example: "I have just finished my exams!"
  • Expressing Feelings: Use to-infinitives or gerunds.
    Example: "I am happy to see you soon." or "I enjoy playing soccer every day."
  • Giving Reasons: Explain "why" you feel a certain way.
    Example: "I like summer because I can go swimming in the sea."

Step 4: The Closing and Signature

Choose a closing based on who you are writing to, then sign your name below it.

  • To a friend: Your friend, or Best wishes,
  • Formal: Sincerely,

Example Signature:
Best wishes,
Hanako

3. Helpful Phrases for Letters and E-mails

You can use these "set phrases" like building blocks to create your message:

To say thank you:
"Thank you for your help."
"Thank you for inviting me to your party."

To ask for a favor:
"Could you please tell me more about your school?"
"I want to ask you a question."

To invite someone:
"Would you like to come to Japan someday?"
"I want to go to the park with you."

Quick Tip: Use exclamation marks (!) to show excitement, but don't use too many! One at the end of a happy sentence is perfect!

4. Common Mistakes to Avoid

Even advanced students sometimes make these small mistakes. Keep an eye out for them!

  • Forgetting the Comma: Always put a comma after the greeting (Dear Tom,) and after the closing (Your friend,).
  • Wrong Name Order: In English, we usually use the First Name for friends. For teachers, use Mr./Ms. + Family Name.
  • The "I" Rule: In English, the word I is always capitalized, even in the middle of a sentence.
  • Mixing Formal and Informal: If you start with "Dear Mr. Tanaka," don't end with "See ya!" Use "Sincerely" instead.

5. Summary Checklist

Before you send your letter or e-mail, do a quick check:

  • Does it have a Greeting and a Closing?
  • Did I use commas in the right places?
  • Is the main message easy to understand?
  • Did I check my spelling (especially names)?

Key Takeaway: The most important part of writing a letter or e-mail is thinking about the reader. If you write with a kind heart and use simple, clear English, your message will be great!

Did you know? In the past, letters could take months to travel across the ocean by ship. Today, an e-mail takes less than \(1\) second to reach the other side of the world! It is a wonderful way to keep in touch.