Letters and emails

English · Upper Secondary · 5 min read · Updated: Sep 7, 2026

Introduction: The Art of Written Communication

In our digital world, writing letters and emails is one of the most important skills you can learn. Whether you are sending a quick message to a friend, asking a teacher for help, or applying for a part-time job, the way you write shows who you are. In this chapter, we will learn how to choose the right words and structure for your messages so that people understand you clearly and see you as a polite, capable communicator.

Pro-tip: In English, we change our "voice" depending on who we are writing to. This is called register. Think of it like clothes: you wear a uniform or formal clothes for school/ceremonies (Formal), but you wear a T-shirt and shorts at home (Informal).

1. Knowing Your Audience: Formal vs. Informal

Before you start typing, ask yourself: "Who is reading this?"

Informal Letters and Emails

Use these for friends, family, or classmates you know well.
- Tone: Relaxed, friendly, and conversational.
- Contractions: You can use them! (e.g., I'm, can't, don't).
- Topics: Sharing news about your leisure and recreation, pets, or travel plans.

Formal and Semi-Formal Letters and Emails

Use these for teachers, doctors, store managers, or future employers.
- Tone: Respectful and professional.
- Contractions: Avoid them. Write out I am, cannot, do not.
- Topics: Asking for information (services), applying for a course (education), or explaining a health issue.

Quick Review:
- Writing to a Best Friend \( \rightarrow \) Informal
- Writing to a University Dean \( \rightarrow \) Formal
- Writing to a Shop Manager about a broken item \( \rightarrow \) Formal/Semi-Formal

2. The Building Blocks: Structure

Most letters and emails follow a simple 5-step pattern. Even if the words change, the skeleton stays the same.

Step 1: The Greeting (Salutation)

- Informal: Hi [Name], Hello [Name], Dearest [Name],
- Formal: Dear Mr./Ms. [Last Name], Dear Sir or Madam, (use this if you don't know their name).

Step 2: The Purpose (The "Why")

Don't make the reader guess! State why you are writing in the first sentence or two.
- Informal: I’m writing to tell you about my holiday!
- Formal: I am writing to inquire about the English course starting in July.

Step 3: The Body (The Details)

Use paragraphs to separate different ideas. If you are describing an experience, use sequencing connectives to make it easy to follow:
- First, ...
- Then, / Next, ...
- Finally, ...

Step 4: The Closing Formula

Briefly mention what you want to happen next.
- Informal: Hope to hear from you soon! / Give my love to your family.
- Formal: I look forward to hearing from you. / Thank you for your time and assistance.

Step 5: The Sign-off and Signature

- Informal: Best, / Take care, / Love, followed by your nickname.
- Formal: Yours sincerely, / Yours faithfully, / Best regards, followed by your full name.

3. Essential Language Tools

To reach a B1 level (Independent User), you should use specific phrases to show politeness and organization.

Polite Requests and Offers

When you need help or want to offer it, use these "magic" structures:
- Requests: "Would you please...?" or "Could you possibly...?"
- Offers: "Would you like me to help you?" or "I would be happy to..."
- Refusals (Polite): "I’m afraid I cannot..." or "I’m sorry, but..."

Giving Opinions

If the letter asks for your thoughts on a topic (like the environment or school rules):
- "In my opinion, ..."
- "I believe that ..."
- "I agree with [Point A], but I disagree with [Point B]."

Connecting Your Thoughts

Use these words to make your writing flow better:
- Adding information: and, as well as, not only... but also.
- Showing contrast: but, however, although, in spite of.
- Showing cause and effect: because, so, due to, because of.

Did you know? In English, "Yours sincerely" is used when you know the person's name (e.g., Dear Mr. Smith), while "Yours faithfully" is used when you start with "Dear Sir/Madam."

4. Common Mistakes to Avoid

1. Mixing Registers: Don't start a formal email with "Dear Mr. Jones" and end it with "See ya later!" Keep the tone consistent.
2. Forgetting the "Subject Line" (in Emails): Always write a short, clear subject like "Question about Homework" or "Job Application - [Your Name]."
3. Spelling and Punctuation: Even in informal emails, using some capital letters and periods helps your friend understand you.
4. Too Much "Thai-English": Try not to translate directly from Thai. For example, instead of saying "I write this letter for ask you...", use the standard "I am writing this letter to ask you..."

5. Practice Example: Formal Email

Imagine you are writing to a language school to ask about a course.

Subject: Inquiry regarding English Summer Course

Dear Sir or Madam,

I am writing to ask for more information about the Summer English Program advertised on your website. I am very interested in improving my speaking skills during the upcoming holidays.

Could you please tell me the cost of the course and the start date? In addition, I would like to know if there is a placement test before the classes begin.

Thank you for your help. I look forward to hearing from you.

Yours faithfully,
Somsak Rakเรียน

Key Takeaway Checklist

Before you hit "send" or hand in your paper, check these three things:
- Target: Is my language appropriate for the person I am writing to?
- Structure: Do I have a greeting, a clear purpose, a body, and a closing?
- Connectors: Have I used words like "because," "however," or "firstly" to link my sentences?

Note: For more details on how to write longer essays or opinions, see the chapters on "Opinion Essays" and "Paragraph Writing."

Quick check

Can you answer these now?

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

What is "register" in written communication?

Register is the adjustment of your "voice" and tone based on the audience you are writing to, similar to choosing appropriate clothes for different occasions.

What are the key characteristics of an informal letter or email?

Informal writing uses a relaxed, conversational tone, allows for contractions (like "I'm" or "don't"), and is intended for friends or family.

How should you adjust your language for a formal letter or email?

Maintain a respectful, professional tone, avoid contractions by writing words out fully (e.g., "do not"), and use it for figures of authority or professional services.

What is the standard 5-step structure for letters and emails?

The structure consists of: 1. Greeting, 2. Purpose (The "Why"), 3. Body (Details), 4. Closing Formula, and 5. Sign-off and Signature.

What greeting should you use in a formal letter if you do not know the recipient's name?

You should use "Dear Sir or Madam,".

Why is it important to state the "Purpose" early in a letter?

Stating the purpose in the first sentence or two ensures the reader understands immediately why you are writing without having to guess.

How can you improve the organization of the "Body" paragraph?

Use paragraphs to separate ideas and use sequencing connectives like "First," "Then," and "Finally" to guide the reader.

What are the standard formal sign-offs and when do you use them?

Use "Yours sincerely" when you know the recipient's name, and "Yours faithfully" when you started with "Dear Sir/Madam."

How can you make a polite request in a formal email?

Use structures like "Would you please...?" or "Could you possibly...?" to sound respectful.

Which connectors can be used to show contrast and cause/effect?

For contrast, use "but," "however," or "although." For cause and effect, use "because," "so," or "due to."

Why is a subject line important in an email?

A short, clear subject line (e.g., "Question about Homework") tells the reader what the email is about before they open it.

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