Text type · One of two tasks
The e-mail
Clear purpose, proper format
Word count
~250 words (225–275)
Register
Formal
Subject line
Required
Sign-off
Yours faithfully / sincerely
Layout
To:– [recipient's e-mail]
From:– [your e-mail]
Date:– [date]
Subject:– [clear and descriptive]
Dear Sir or Madam, / Dear Mr/Ms [Name],
Introduction– state why you are writing in the first sentence
Body paragraphs 1–3– one bullet point per paragraph
Conclusion– restate purpose, expected response
Yours faithfully, / Yours sincerely,– faithfully = name unknown; sincerely = name known
Do’s and don’ts
Do
- Include all header elements (To, From, Date, Subject)
- State your reason for writing in the first sentence
- Use formal language – no slang
- Use full forms (do not instead of don't)
- Leave a blank line between paragraphs
- Match greeting to closing (Dear Sir → Yours faithfully)
- Use "softer" verbs when criticising: I would like to point out, it seems to me
Don’t
- No contractions in formal e-mails
- No emojis or emoticons
- No casual greetings (Hey, Hi there)
- Don't use an unprofessional e-mail address
- Don't forget a subject line
- Don't mix up faithfully/sincerely
Weaker
“Hi! Your headphones broke after two days and I want my money back, thanks.”
Stronger
“Dear Sir or Madam, I am writing to request a refund for the headphones I bought on 3 May, which stopped working after two days.”
Why it matters: A formal e-mail names its purpose in the first line and keeps a polite, formal register throughout. The casual version would be marked down for register and tone.
Key tip · Faithfully vs. sincerely: "Dear Sir/Madam" (name unknown) → Yours faithfully. "Dear Mr/Ms Brown" (name known) → Yours sincerely. Getting this wrong is an instant flag for examiners.
Download this guide (PDF) ↓A clean, printable PDF of this whole guide, ready to revise from on paper.
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