Formal emails and letters use fixed expressions that students must memorise. The opening: 'Dear Sir/Madam' (when you do not know the name), 'Dear Mr Smith' (when you know the name). The first sentence: 'I am writing to apply for...', 'I am writing in reply to...'. Common phrases: 'please find attached', 'thank you for your email', 'I look forward to hearing from you'. The closing: 'Yours sincerely' (when you used the name), 'Yours faithfully' (when you used Sir/Madam), 'Best regards' (slightly less formal). Each expression has a fixed form that cannot be changed. Students who know these chunks can write professional emails and letters for jobs, school applications, official requests, and any formal communication. Students who do not know them often use casual phrases ('Hi there', 'Thanks!') in formal contexts where they sound out of place. This lesson covers the most useful expressions at B1 level.
Before you start — think honestly about your own teaching and experience.
Look at the examples. Answer each question before reading the explanation — this is how your students will learn too.
1. OPENING (greeting):
Dear Sir/Madam, (you do not know the name)
Dear Mr Smith, (you know the family name — male)
Dear Mrs Jones, (you know the family name — married woman)
Dear Ms Brown, (you know the family name — woman, marital status not specified)
2. FIRST SENTENCE (reason for writing):
I am writing to apply for the position of teacher.
I am writing to enquire about the timetable.
I am writing in reply to your letter of 15 March.
3. MIDDLE (the message)
[Body of the letter]
4. CLOSING (final greeting):
Yours sincerely, (when you used the person's name in the opening)
Yours faithfully, (when you used Sir/Madam in the opening)
Best regards, / Kind regards, (slightly less formal)
Why does formal English have such fixed structures? Why must students learn each part?
Formal letters and emails follow a fixed structure that has settled over centuries of business and official communication. Each part has a specific job. The opening greeting signals respect and tells the reader the level of formality. The first sentence states the purpose clearly so the reader knows immediately what the letter is about. The closing greeting must match the opening — 'Yours sincerely' if you named the person, 'Yours faithfully' if you used Sir/Madam. Mixing them up signals that the writer does not know the conventions. Students who understand the structure can write professional letters for any purpose. Students who do not produce letters that look unprofessional, even if the content is good. The teaching focus should be on the fixed expressions for each part — not on creative writing.
FORMAL FORMAT 1 — when you do NOT know the name:
Opening: Dear Sir/Madam,
Closing: Yours faithfully,
FORMAL FORMAT 2 — when you DO know the name:
Opening: Dear Mr Smith, / Dear Mrs Jones, / Dear Ms Brown,
Closing: Yours sincerely,
LESS FORMAL — for emails to known contacts:
Opening: Dear Mr Smith, / Hi Mr Smith, (very casual)
Closing: Best regards, / Kind regards,
Why is the matching of opening and closing important?
The match between opening and closing is one of the most important conventions in formal English writing. 'Dear Sir/Madam' goes with 'Yours faithfully'. 'Dear Mr Smith' (with the name) goes with 'Yours sincerely'. Native English readers expect this match — getting it wrong (using 'Yours sincerely' with 'Dear Sir/Madam', or 'Yours faithfully' with 'Dear Mr Smith') signals a writer who does not know the conventions. The rule is fixed and must be drilled. The reason behind the rule is historical — sincerely means 'truly yours' (when you know the person), faithfully means 'in faithful service' (when you do not). For B1 students, the practical rule is: name + sincerely, no-name + faithfully. Less formal contexts (Best regards, Kind regards) work in both cases.
I am writing to apply for the position of teacher.
I am writing to enquire about the new course.
I am writing in reply to your email of 5 May.
I am writing to complain about the service.
Thank you for your email of 3 June.
Thank you for your reply.
Thank you for taking the time to write.
Please find attached my CV.
Please find enclosed the documents you requested.
I look forward to hearing from you.
I look forward to receiving your reply.
I look forward to meeting you next week.
If you require any further information, please do not hesitate to contact me.
Why are these fixed phrases so useful? Why not just write the letter normally?
Formal English uses fixed phrases for common letter functions. Stating the purpose of writing ('I am writing to...'). Acknowledging a previous communication ('Thank you for your email of 3 June'). Pointing to attachments ('Please find attached'). Inviting a response ('I look forward to hearing from you'). Offering further help ('Please do not hesitate to contact me'). Each phrase is a fixed chunk that must be learned. Students who know these chunks can write formal letters quickly and accurately. Students who try to invent their own phrases often produce English that sounds wrong. 'I look forward to hearing from you' (right). 'I look forward to hear from you' (wrong — needs -ing because of 'to' before a noun-like phrase). The fixed chunks prevent these errors.
| Expression | Function | When to use | Notes |
|---|---|---|---|
| Dear Sir/Madam, | Opening — you do not know the name | Job applications, official enquiries, complaints | Always followed by 'Yours faithfully' at the end. |
| Dear Mr/Mrs/Ms [Surname], | Opening — you know the name | All formal letters where you have the name | Followed by 'Yours sincerely' at the end. Use Ms if marital status is not specified. |
| Yours faithfully, | Closing — match for Dear Sir/Madam | After Dear Sir/Madam openings | NEVER pair with Dear Mr Smith — that takes Yours sincerely. |
| Yours sincerely, | Closing — match for Dear [Name] | After Dear Mr/Mrs/Ms openings | NEVER pair with Dear Sir/Madam — that takes Yours faithfully. |
| Best regards, / Kind regards, | Closing — slightly less formal | For semi-formal emails, regular business contacts | Works after either kind of opening. Less formal than 'Yours sincerely/faithfully'. |
| I am writing to + verb | Opening sentence — state purpose | Always at the start of the letter | Followed by an infinitive: I am writing to apply, to enquire, to complain. |
| Thank you for + noun/-ing | Acknowledging something received | In reply to a previous letter or action | Thank you for your email, for your help, for taking the time to write. |
| Please find attached / enclosed | Pointing to documents sent with the letter | When sending documents, files, photos | 'Attached' for emails (digital files). 'Enclosed' for paper letters. |
| I look forward to + -ing | Inviting a response or future event | Towards the end of the letter | Note: -ing (not 'to + verb'). 'Look forward to hearing' — not 'to hear'. |
| Please do not hesitate to contact me | Offering further help | Towards the end, before the closing | Formal way to invite questions. Used when the writer wants to be helpful. |
| With reference to / Further to | Connecting to previous communication | Opening or in body of reply letters | With reference to your letter of 15 March. Further to our conversation yesterday. |
NOTE 1 — Match opening and closing: This is the most important rule. Dear Sir/Madam → Yours faithfully. Dear [Name] → Yours sincerely. Mismatching these signals a writer who does not know formal conventions. For semi-formal emails, 'Best regards' or 'Kind regards' works after either opening.
NOTE 2 — 'I look forward to' takes -ing: This is a common grammar error in fixed phrases. The pattern is 'I look forward to + -ing'. 'I look forward to hearing from you' (right). 'I look forward to hear from you' (wrong). The 'to' here is a preposition, not part of the infinitive. Drill this pattern as a fixed chunk.
NOTE 3 — Use Ms for women if uncertain: 'Mrs' implies the woman is married. 'Miss' implies unmarried. 'Ms' (pronounced 'miz') is neutral and works regardless of marital status. For modern formal English, Ms is often the safer choice when marital status is not known or relevant.
NOTE 4 — Casual phrases sound wrong in formal letters: 'Hi there', 'Hey', 'Thanks!', 'Cheers', 'Bye' all sound out of place in formal communication. For job applications, school requests, official enquiries — always use the formal expressions. Save casual phrases for emails to friends.
NOTE 5 — Formal letters and emails differ slightly: Email is generally less formal than paper letters. 'Best regards' is fine in emails to business contacts you know. 'Yours sincerely' is more formal and suits paper letters. For very formal emails (job applications, official complaints), use the same conventions as paper letters.
Email and letter expressions are immediately practical for any student who will write formal communication — for jobs, school, university applications, complaints, official requests. The expressions in this lesson are fixed chunks that must be memorised. Students who know them can write professional letters quickly. Students who do not often produce letters that sound wrong, even when the grammar is correct. Cultural context matters: the conventions of English formal letters may differ from those in the student's first language. Greetings, closings, and the level of formality vary across cultures. Teachers should explicitly teach the English conventions and explain that direct translation from the first language often produces wrong English.
Show real examples of formal letters and emails — printed-out job applications, school requests, official complaints (with personal details removed). Students see the conventions in real use. Then have them write their own examples for practice — a job application, a request to a head teacher, an enquiry to a college. Real-life writing makes the chunks memorable.
Choose the best email or letter expression for each context. Think about the formality and the matching of opening and closing.
Each sentence has a problem with a formal email or letter expression. Find the error, write the correct version, and explain.
Use this sequence directly in class — guided discovery, no textbook needed. Tap each step to mark it done.
STEP 1 — The structure of a formal letter (5 min): Show the four parts of a formal letter. OPENING (Dear Sir/Madam, or Dear Mr/Mrs [Name]). FIRST SENTENCE (I am writing to...). BODY (the message). CLOSING (Yours faithfully, or Yours sincerely,). Establish that each part has fixed conventions.
STEP 2 — Match opening and closing (6 min): Drill the matching rule. Dear Sir/Madam pairs with Yours faithfully. Dear Mr Smith pairs with Yours sincerely. Best regards works for less formal emails. Practise five examples — students must produce both the right opening and the matching closing.
STEP 3 — Useful body phrases (8 min): Drill the most useful fixed phrases. 'I am writing to apply / to enquire / to complain.' 'Thank you for your email / your help.' 'Please find attached / enclosed.' 'I look forward to hearing from you.' 'Please do not hesitate to contact me.' Practise each in context.
STEP 4 — The look forward to grammar (5 min): Spend focused time on the most error-heavy phrase. 'I look forward to + -ING' (not to + verb). Drill: 'I look forward to hearing from you.' 'I look forward to seeing you.' 'I look forward to receiving your reply.' This pattern is fixed and must be memorised.
STEP 5 — Write a real letter (6 min): Each student writes a short formal email or letter — a job application, a school request, an official enquiry. They must use the right opening, at least three body phrases, and the matching closing. Share in pairs. Partner checks for correctness.
Use directly in class — copy, adapt, or read aloud. No printing needed.
For each strategy, choose the option that best describes where you are now.
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