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<div id="main-column" class="span9"> <article id="e-mail-letter" style="margin-top: 16px;">
<h1 class="section-title">E-mail / letter</h1>
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<div><p><span style="color:#FF0000"><strong>NOTE:</strong> The <strong><em>e-mail</em></strong> and the <strong><em>informal letter</em></strong> have been grouped together - since the basic approach of both involves an informal, personal address to a known individual. The <strong><em>formal letter</em></strong> is dealt with separately because, in contrast, that text type usually involves objective impersonal communication about general issues, addressed to an organisation or an office rather than an individual known personally.</span></p><p><span style="color:#FF0000">See also the <span style="color:#FF0000"><em>specialised formal letters </em>included in the<em> </em></span>pages <a href="../31155/opinion-column-letter-to-the-editor.html" title="Writing » Text type expectations » Opinion column / letter to the editor">Opinion column / letter to the editor</a> and <a href="../31170/personal-statement-cover-letter.html" title="Writing » Text type expectations » Personal statement / cover letter">Personal statement / cover letter</a> </span></p></div><h3><span style="color:#0000CD"><span style="color:#0000CD">(informal) </span>E-mail & letter</span></h3><div><div class="blueBg"><h3>KEY FEATURES</h3><p><span style="color:#006400"><u><strong>context, audience, purpose</strong></u> - </span></p><p style="margin-left:40px">* the question will usually describe a background situation, which the writer wishes to communicate to...</p><p style="margin-left:40px">* ... a specified friend / acquaintance (note that e-mail tasks usually require individual communication with one person only, as opposed to some kind of general message to a collective audience)</p><p style="margin-left:40px">* the purpose will usually be to <u>express</u> and <u>explore</u> personal attitudes and experience: usually of the writer, but perhaps involving advice to the reader</p><p><span style="color:#006400"><u><strong>register and tone</strong></u> - </span></p><p style="margin-left:40px">* will adopt a consistently informal register</p><p style="margin-left:40px">* will adopt a lively, engaging tone and style, perhaps with some “youth-speak” eg “I’m good”, “Can’t wait” etc</p><p><span style="color:#006400"><u><strong>conventions</strong></u> - </span></p><p style="margin-left:40px">* will maintain clear sense of address to a specific person</p><p style="margin-left:40px">* will have an appropriate opening salutation</p><p style="margin-left:40px">* will have an appropriate closing salutation.</p><div class="yellowBg"><h4><span style="color:#FF0000;">Appropriate?</span></h4><p><span style="color:#FF0000;">An <strong>(informal) email / letter </strong> will be appropriate if the task requires you to communicate some personal experiences, thoughts and feelings to somebody you know. This sort of writing is public only in the sense that you are having a conversation limited to a friend - it is a private form of sharing. </span></p><p><span style="color:#FF0000;"><em>Not to be confused with...</em></span></p><p><span style="color:#FF0000;">... <strong><em>'</em></strong><em><strong>blog'</strong></em> or <strong><em>'social media posting / online forum</em>'</strong> ... </span><span style="color:#FF0000;">a <em>'blog' </em>is essentially a very public sort of online statement - you intend to present some of your personal ideas in a lively entertaining way to a general, undefined audience. You want to entertain, and hook your (unknown) audience by your interesting, even provocative, opinions and experiences. A <span style="color:#FF0000;"><em>'social media posting in an online forum'</em> <span style="color:#FF0000;"><span style="color:#FF0000;">may well express your personal thoughts and feelings, but it </span></span>is also a public statement, and it will probably be mainly in response to other statements that have been made in the forum - it can be seen as a conversation, but it is a conversation with people you don't know intimately. </span></span></p></div></div></div><h3>Format and Approach discussed</h3><p>The email is a relatively new form of text, and no generally-agreed codes of formal expectations have yet evolved – quite apart from the fact that there are vast variations in how the type is used in practice. That said, for marking purposes there are a few ground rules that can be advanced, based on a common-sense approach to the communicative function of the type.</p><p>The basis of the following suggested 'rules' is that any email produced in an English B exam will be produced in response to a question, and that question will always have a specific task – candidates will never be asked simply to produce idle chat.</p><p style="margin-left:40px"><u><em><strong>Basic Format</strong></em></u></p><p style="margin-left:80px"><em>- </em>standard heading of 'from / to / date ...etc'</p><p style="margin-left:80px">- informal opening and closing salutations (many and various)</p><p style="margin-left:40px"><em><strong>Approach</strong></em></p><p style="margin-left:80px"><span style="font-family:arial,helvetica,sans-serif"><em>> 'address':</em> To what extent is it clear that the email is addressed to a specific person? This may be extended to include a sense of 'dialogue' – direct questions, comments which require an answer – since it is inherent in the email form that replies can be received very rapidly.</span></p><p style="margin-left:80px"><em>> focus on task</em> – Since the question will always propose a task, does most of the message deal with the task? And if so, how effectively?</p><p style="margin-left:80px"><em>> control of digression</em> - One key could be to assess whether the 'digressions' are purposeful or accidental – for instance, chatty asides, jokes, personal references (see concept of 'dialogue' under 'address', above) may actually indicate good control of attention, if handled clearly and with discipline.</p><p style="margin-left:80px"><span style="font-family:arial,helvetica,sans-serif"><em>> register:</em> To what extent is there evidence that the candidate has command of a range of register - informal combined with formal … colloquial with sophisticated ? ('command' means 'moving deliberately from one register to another')</span></p><h4><span style="font-family:arial,helvetica,sans-serif">Relevant writing purposes</span></h4><p><span style="font-family:arial,helvetica,sans-serif">It is evident that e-mails may be written for many different purposes - and indeed that a single e-mail may contain several different purposes, as the writer jumps from one idea to another in a free, informal manner. So, really, all the communicative purposes may be relevant - with <a href="../1234/narration.html" title="Writing » Writing purposes » Narration">Narration</a> and <a href="../1233/description.html" title="Writing » Writing purposes » Description">Description</a> perhaps slightly more common than <a href="../1237/explanation.html" title="Writing » Writing purposes » Explanation">Explanation</a> and <a href="../1238/argument.html" title="Writing » Writing purposes » Argument">Argument</a> </span></p><div class="blueBg"><h3><strong>Materials & models</strong></h3><p><a href="../10091/help.html" title="Teaching Skills » Teaching Writing » Written Interaction » Informal » Help!">Help!</a> ... based on an actual scam e-mail, appealing for help in order to extract money under false pretences ... pretty accessible ... tasks suggested will lead to writing emails in reply</p><p><a href="../657/nigeria-419-scams.html" title="Literature » Texts for Literary Skills » Texts » Nigeria 419 Scams">Nigeria 419 Scams</a> ... more email scams, more complex, and illustrating mistakes in register, tone and approach ... should help to define what is an effective email, and what is not</p><p><a href="../1567/the-e-spot.html" title="Writing » Writing purposes » Written Interaction » The e-spot">The e-spot</a> ... short little piece suggesting how an informal letter written by Winston Churchill might be translated into 'emailspeak' ... lightweight, but makes a compare/contrast point...</p></div><div class="yellowBg"><h3>Suggested 'new style' exam tasks</h3><p><span style="color:#006400;"><em>The following are possible adaptations of some of the 'old style' tasks listed below. Each provides three optional text types, arranged in the order of (i) appropriate; (ii) generally appropriate; (iii) inappropriate - if you use them, clearly, you should randomise the choices.</em></span></p><p><span style="color:#006400;"><em>Two versions are presented: one for HL, with three required elements, and one for SL, with two required elements.</em></span></p><hr class="hidden"><p>(HL) You have recently downloaded a new application (or “app”) for your mobile phone that you enjoyed but it had some problems. You are concerned that the designer of the app should know about both the good elements of the app, but that changes should be made to make it better. Write a text in which you describe your experience of the app, both the good aspects and the unsatisfacory aspects, and then explain what improvements you would recommend.</p><p style="text-align: center;">(i) Email .... (ii) Review .... (iii) Speech</p><p>(SL) You have recently downloaded a new application (or “app”) for your mobile phone that you enjoyed but it had some problems. You are concerned that the designer of the app should know about both the good elements of the app, but that changes should be made to make it better. Write a text in which you describe your experience of the app, and then explain what improvements you would recommend.</p><p style="text-align: center;">(i) Email .... (ii) Review .... (iii) Speech</p><p>*******</p><p>(HL) Your friend is worried about receiving low grades at school so spends all of his/her spare time studying. You are concerned that the worry and stress of studying is making your friend ill, and want to help. Write a text describing what you have observed of his/her behaviour, what you think the underlying problems are, and suggesting other ways he/she could act in this situation. </p><p style="text-align: center;">(i) Email .... (ii) Set of guidelines .... (iii) Proposal</p><p>(SL) Your friend is worried about receiving low grades at school so spends all of his/her spare time studying. You are concerned that the worry and stress of studying is making your friend ill, and want to help. Write a text describing what you have observed of his/her behaviour, and suggesting other ways he/she could act in this situation. </p><p style="text-align: center;">(i) Email .... (ii) Set of guidelines .... (iii) Proposal</p></div><div><div class="greyBg"><h3>Recent exam tasks ('old' style)</h3><p>You have visited an information technology fair and you were impressed by the recent advances in this field. Write an email to a friend in which you describe what you saw and encourage him/her to attend the fair. (HL N13)</p><p>A friend of yours has emailed you a link to an interview with a sports figure who argued that sports should not be played for leisure. Write an email to your friend in which you express your views on the subject. (HL M14)</p><p>To celebrate different traditions, your town council is holding a costume party in which all those who attend must wear traditional costumes. Write an email to a friend describing what your chosen costume is and why you have chosen it. (HL M15)</p><p>You regularly read both electronic and hard-copy books. Your friend has never read books electronically. He/she has contacted you by email asking what the differences and similarities are of reading electronically and on paper, and which type of reading you would recommend. Write the email response to your friend. (SL M16)</p><p>Last week, you helped to organize a children’s party. Your responsibility was to invent a fun game in which children could compete for prizes. Write an e-mail to your friend, describing how the game went and reflecting on the experience. (SL N16)</p><p>To protect students from cyberbullying, your school introduced a surveillance system that allows it to monitor everything students do online during school hours. As the President of the Student Council, write an email to your school principal explaining why senior students at your school oppose the use of this surveillance system, and suggesting alternative ways in which the school can protect students from cyberbullying. (HL M17)</p><p>You downloaded a new application (or “app”) for your mobile phone that you enjoyed but it had some problems. Write an email to the app creator in which you describe your experience of the app and what improvements you would recommend. (SL M17)</p><p>You are currently on holiday in an English-speaking country, and you are impressed by the ways in which this country enables people with disabilities to participate fully in society. Write an email to an English-speaking friend explaining what you have observed and why you are so impressed. (HL N17)</p><p>You recently read a book that discussed how acceptance of different ethnicities in a community can strengthen that community. You want to recommend the book to a friend who you know is interested in this topic. Write an email to this friend telling him or her about the book and expressing your opinion about its main argument(s). (HL M18)</p><p>You recently attended a one-day workshop organized by your student council entitled: “Health and Wellness for Students.” Write an email to a friend in which you describe the activities you participated in and evaluate their benefits. (HL N18)</p><p>You are living in an English-speaking country and your school will be enrolling 25 refugee teenagers next month. Write an email to the principal of your school with your ideas about how the school community can help these new students integrate smoothly into school life. (SL N18)</p><p>On a holiday to an English-speaking country, you attended a traditional ceremony that has been modernized to suit the 21st century, and you found the modernized version fascinating. Write an email to a friend, describing the ceremony and how it was modernized, and explaining what you liked about the modernized version. (HL M19)</p><p>Your friend is worried about receiving low grades at school so spends all his/her spare time studying. You are concerned that the worry and stress of studying is making your friend ill. Write an e-mail to your friend explaining why you are concerned and suggesting other ways he/she could act in this situation. (SL N19)</p></div></div><div></div><p style="text-align:center"><strong>************* </strong></p><h3><span style="color:#0000CD">(formal) Letter</span></h3><div><div class="blueBg"><h3>KEY FEATURES</h3><p><span style="color:#006400"><u><strong>context, audience, purpose</strong></u> - </span></p><p style="margin-left:40px">* the question will usually provide the context - a background situation, which causes some kind of issue, about which the writer wishes to communicate some significant idea</p><p style="margin-left:40px">* the audience will be identified, but may well not be known personally (in contrast with the usual audience of an e-mail) - the letter is likely to be addressed to a post or administrative position, rather than a known individual (as exemplified by the use of 'Dear Sir/Madam')</p><p style="margin-left:40px">* the purpose will usually be to <u>present an argument</u> or <u>state a position</u>, most probably about some general social procedure or system - to illustrate, #1: complaining about poor service in a shop; or #2: suggesting how the Town Hall can serve the public better. The writer may have personal emotions to express, but these are subordinated to the impersonal technique of objective, convincing argument</p><p><span style="color:#006400"><u><strong>register and tone</strong></u> - </span></p><p style="margin-left:40px">* will adopt a consistently formal register</p><p style="margin-left:40px">* will adopt a suitably serious and respectful tone</p><p><span style="color:#006400"><u><strong>conventions</strong></u> - </span></p><p style="margin-left:40px">* will have a clear sense of address to a specific person</p><p style="margin-left:40px">* will have an appropriate opening salutation</p><p style="margin-left:40px">* will have an appropriate closing salutation</p><p style="margin-left:80px">* will clearly identify the recipient (by name, and/or address, and/or role/title etc.)</p><p style="margin-left:80px">* will have a date (and sender’s address)</p></div></div><h3>Format and Approach discussed</h3><p>Note that the fundamental distinction between 'formal and 'informal' letters is that in the<strong> formal</strong> type, the <u>purpose</u> of the letter is more important than the relationship with the reader - whereas in the<em> informal</em> type, the relationship between writer and reader is at least as important as the purpose.</p><p style="margin-left:80px"><u><em><strong>Basic Format</strong></em></u></p><p style="margin-left:120px"><em>- sender's address</em></p><p style="margin-left:120px"><em>- date</em></p><p style="margin-left:120px"><em>- opening/closing salutations</em> ('Dear Mr/Ms ...' / 'Yours sincerely...' etc)</p><p style="margin-left:120px"><span style="font-family:arial,helvetica,sans-serif"><em>> register : </em>nature of 'formal' tone - what address + attitude to the recipient is expressed ?</span></p><p style="margin-left:120px"><em>- recipient's address</em> (very optional)</p><p style="margin-left:80px"><u><em><strong>Approach</strong></em></u></p><p style="margin-left:120px"><em>> relevance:</em> The text should be focused throughout on the set task / purpose, with no irrelevance or digression</p><p style="margin-left:120px"><em>> development of explanation: </em>The ideas should be carefully selected to be directly related to the purpose ... clearly explained in detail ... and methodically organised to make a convincing argument</p><p style="margin-left:120px">><em> efficiency of expression:</em> How succinct + clear/forceful is the presentation of the ideas?</p><h4>Relevant writing purposes</h4><p>Students should be taught the skills of effective <a href="../1237/explanation.html" title="Teaching Skills » Teaching Writing » Writing purposes » Explanation">Explanation</a> (which may also involve sound basic factual <a href="../1233/description.html" title="Teaching Skills » Teaching Writing » Writing purposes » Description">Description</a>) ... combined with <a href="../1238/argument.html" title="Teaching Skills » Teaching Writing » Writing purposes » Argument">Argument</a> in order to present a case forcefully.</p><div class="blueBg"><h3>Materials & models</h3><p><span style="font-size:14px"><strong>><a href="../../formal/basic-formal-letter.htm"> Basic formal letter</a></strong></span> ... includes writing frame + imaginative example</p><p><strong>></strong> <a href="../1774/senior-citizen.html" title="Teaching Skills » Teaching Writing » Written Interaction » Formal » Senior citizen">Senior citizen</a> ... a somewhat ironic formal letter, involving a complaint - provides a model of structure + examples of formal phrasing + practice in understanding ironic phrasing</p><p><strong>></strong> <a href="../12303/the-ib-threat.html" title="Language System » Language & Thought » Language & TOK » The IB Threat">The IB Threat</a> ... the third handout 'Beard reply' contains an actual 'letter to the editor' responding to an attack against the teaching of the IB in the US</p><p><span style="font-size:14px"><strong>> <a href="../7066/dam-beavers.html">Dam Beavers</a></strong></span> ... pretty challenging and sophisticated, but plays humourously with 'formal tone'</p></div><div><div class="greyBg"><h3>Recent exam tasks ('old' style)</h3><p>The local government in your town has decided to give free medical care to people who do not smoke; however, people who do smoke will be required to pay for all their medical care. Write a letter to your local government representative expressing your viewpoint on this matter. (SL M13)</p><p>Your local council recently received some money to improve the health services. You feel strongly about a certain teen health problem. Write a letter to the chairperson of your local council describing the problem and suggesting ways in which the money could be spent to address it. (SL N13)</p><p>An international health charity is looking for teenagers willing to be interviewed in a documentary about teenage health issues. You want to take part in this project. Write a letter to the documentary makers describing the ideas or experiences you would like to share, and explaining why you would be a suitable candidate for the interview. (HL N19)</p><p style="margin-left:40px"><span style="color:#006400"><span style="font-family:comic sans ms,cursive"><em>** These are the only recent 'formal letter' tasks - all other tasks which specify a letter in an obviously formal context are 'letter to the editor' tasks. See the page </em> <a href="../31155/opinion-column-letter-to-the-editor.html" title="Writing » Text type expectations » Opinion column / letter to the editor">Opinion column / letter to the editor</a> </span></span></p></div></div><div></div><p style="text-align:center">*************</p><script>document.querySelectorAll('.tib-teacher-only').forEach(e => e.remove());</script>
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