How to write a transactional letter

or email.
Informal letters are sent to people you know well
(for example, friends, relatives, etc.) about your recent
news, personal problems, the information you need, etc.
They are written in an informal style with a personal
tone.

Informal style

When writing friendly letters, you

normally use an informal style. Informal writing is
characterized by the use of:

 Direct and personal tone ‘I think’, ‘You should’ and

direct sentences ‘I think it’s a good idea’ instead
of ‘It would be a good idea’
 Informal vocabulary, ‘totally, lots of
stuff’ including phrasal verbs (‘go on’ instead
of ‘continue)
 Contractions/short forms I’ve just
heard you’ve been to…
 Informal linking words ‘Plus, Also, Well, Anyway,
To sum up, In a nutshell’
 Idioms ‘Call it a day’, ‘break the leg’, ‘It’s not
rocket science’
  Colloquial expressions ‘I’m most
interested’ instead of ‘I am really interested’

 Slang ‘loaded, lit, gutted, cheeky, dude, go

bananas’
 Abbreviations ‘ASAP, TV, photo, cell, net’
 Punctuation using exclamation marks (don’t
overuse it)
Structure

1. Salutation
Dear…

2. The first paragraph (opening)

Begin by asking some personal questions or making
some personal comments

3. The next paragraphs (main content)

Say why you are writing. If you need to change
agreements or turn someone down, give reasons. Give
the information that you have been told to give. Add
some more details of your own if you like.

4. Closing and signing off

Give a reason why you’re ending the letter.
Send greetings and/or make references for future
contact. Sign off with your name.

Writing Guide
1. Salutation
Start with Dear followed by the first name of the person
to whom you are writing. In emails, you can also start
with Hi (and the person’s name). Dear Ben, or Hi Ben,
(Don’t forget to use only the first name of the person you
are writing to and not Dear Mr John, which is never used,
or Dear Mr John Brown, which sounds too formal.)
2. The first paragraph (opening)

When writing an informal letter, you are usually replying

to another letter. You would normally start with a
greeting, then acknowledge the letter to which you
are replying. It is often a good idea to acknowledge
some key information given in the original letter too.

Example opening phrases

 How are you? / How have the family been? / I hope

you are well.
 Thank you / Many thanks for your (recent/last)
letter/postcard.
 It was good /nice/great to hear from you again.

Other useful phrases

 I’m really sorry that I forgot to send you a birthday

card but I was busy with my new job
 Thank you for asking/inviting me to … but I’m afraid
I won’t be able to…
  I’m writing to ask for your help / you (if you could do
me) a favour.
 I hope you don’t mind me asking but could you
(possibly)…
3. The next paragraphs (main content)
Say why you are writing. If you need to change
agreements or turn someone down, give reasons. Give
the information that you have been told to give. Add
some more details of your own if you like.

4. Closing and signing off

The end of your letter is as important as the beginning.
There are some standard ways of finishing an informal
letter or email.

 Give a reason why you’re ending the letter:

Anyway, I must go and get on with my work. / I guess
it’s time I got on with that studying I’ve been
avoiding.
 Send greetings and/or make reference for
future contact:
Give my love /regards to… / Say hello to… / Anyway,
don’t forget to let me know the dates of the party. /
I’ll try and phone you at the wee”end to check the
times. / We must try and meet up soon.
 Closing statement
such as Love, Lots of love, All the best, Take
care, Bestwishes, should be written on a new
 line. If you used a comma after the opening
greeting, use a comma here too.
 Signing off
Your first name then follows on another new line

TIP: Remember about “linking” in the letter!

Between paragraphs:

Let me start by telling you a […]

By the way, do you have a […]
Anyway, I must go and get on, […]

Within a paragraph:

It was nominated to become […] Also, don’t forget to […]

Tips

 Begin your letter by saying why you are writing.

 Say where you saw the advertisement (if there is
any)
 Remember, the letter uses informal language.
 Try to avoid using exactly the same words that
appear in the notes.
 Make sure you have included all the points from the
notes.
 Use an appropriate closing formula.
  Decide what each paragraph will say before you start
writing; each paragraph should have a specific
purpose.
 Imagine you are really writing the letter and put
yourself into the writer’s position.
 Check your work for accuracy, punctuation and
spelling.

Useful phrases

We will finish it with some useful vocabulary mostly used

to organize information. Although it is taking a
shortcut, if you learn several expressions for each
paragraph in each type of text that could be on your
exam, you will certainly be able to create a very
consistent and well-organized text.
Greetings
Dear Jim
Hello Jim
Hi Jim
Introductory paragraph
Sorry I haven’t written for ages.
Sorry it’s taken me so long to write.
How’s it going?
How are you?
How are things with you?
How are things?
Referring to good news:
Glad to hear about.
I’m really glad to hear about
I’m very happy to hear about
I was very happy to read about
Referring to bad news:
I’m extremely sorry to hear about.
I’m very sorry to hear about.
Sorry to read about.
Its very sad to hear about you.
I can’t tell you how sad I am that.
Introducing points:
By the way
Did you hear about
Did you see
Have you seen
Tell me about
Oh, another thing
Ending:
Well, time to go.
Well, it’s time to go.
Well, got to go.
Well, time to close.
I’ve got to leave off now.
Write soon.
Make sure you write soon.
Love