Semi-formal letter
A semi-formal letter is when you
write to someone you know by name and with whom you have a business
or professional relationship. So someone you know, but they are not a
close friend with you. For example, a teacher, trainer, neighbor,
landlord, manager, work colleague etc.
The surname should be used when
addressing them. The topic of the letter will be more on the formal side as it
is usually focused on a problem to solve.
Common semi-formal letters are
invitations, explanations, and informative letters (all the letters can also be
personal).
Useful tips:
1 Semi-formal letter is sent
to people that we do not know well. They are more polite than an informal
letter and are written in a neutral style, not too formal nor
too informal.
Structure of Semi-formal letter
Greeting
Dear Mr./Miss/Mrs. (Last name)
Paragraph 1: Short sentence for
the purpose of the letter.
Paragraph 2: Discuss the first
bullet point
Paragraph 3: Discuss the second
bullet point
Paragraph 4: Discuss the third
bullet point
Paragraph 5: Final sentence
(closing statement)
Sign off
Yours sincerely/ sincerely
yours,
Your full name
Sample 1
You are working for a company. You need
to take some time off and want to ask your manager about his
Write a letter to your manager. In your letter
· Explain
why you want to take time off
· Give
details of the amount of time you need
· Suggest
how your work could be covered while you are away.
Dear Mr Jones,
I am writing to request a few
days of unpaid leave in March. It is my parents’ wedding anniversary on
22nd March and they are planning to celebrate their special day with their
children and grandchildren in a cottage, which they have rented to accommodate
all the family.
To participate in this special
occasion I would need to be away from work for four days, from Tuesday 19th to
Friday 22nd. My schedule for that week is relatively light apart from two
meetings with clients. Anna would be able to attend the meetings in my place,
as she has dealt with both of these clients in the past. I have no other
meetings or any other urgent work that needs to be completed at that time.
I would be very grateful if you
could allow me to take these four days off as it is very important to my
parents that I attend and I would appreciate it if you could let me know by the
end of the week.
Kind regards,
Tom Watson
(177 words)
Sample 2
You recently learned that the best
teacher you ever had will be retiring soon. Write a letter
to your former teacher. In your letter:
• Explain
how you heard about his/her retirement
• Describe what made
him/her such a great teacher
• Say how your
teacher affected your life
Dear Mr. Sharma,
I am writing to send you good
wishes for your upcoming retirement. Recently, I ran across my high school
friend, James Smith, He informed me that you are retiring on May after 40years
of teaching at our school.
I want you to know how much
your teaching impacted my life. As you may remember, I used to struggle a lot
in English before I took your class. To be honest, I still remember dreading in
your first class. However, Your excitement in the subject made me excited as
well. The way of your story telling has helped me a lot in understanding
pronunciation of words in English. I know you saw me struggling while reading
it, but you were always encouraging and you helped me learn from my mistakes.
By the end of that school year, I
felt confident about English and , to my own surprise, I enjoyed it! I ended up
studying engineering in college and got a good job as software engineer. I am
consistently required to have daily meeting with US clients. I believe without
your amazing classes, I would not have been able to successfully interact with
clients in English without any hesitation.
Thank you for all your support and
enduring impact you have had on my life.
Yours sincerely,
Suprav Bidari
Sample 3
You need to take some time off from work to go
on holiday. Write a letter to your direct manager.
In your letter:
· Ask
for time off and explain why
· Provide
the dates and times for which you will be unavailable to work.
· Describe
what you will do to prepare or make up for your absence.
Dear Mr. Henry,
I am writing this letter to inform
you that I need a holiday to attend the get-together party arranged by the
school that I have studied at.
This get-together party is an
important occasion for me since I am going to meet my old friends. The party
will be conducted on 18th July and we also planned a trip from 19th July to
21th July. This will be a beautiful opportunity for me to connect with and
enjoy good times with my old friends. In this get-together party and trip,
about 65 friends of mine including my teachers will be participating.
I need four days leave from work
to attend this function considering the preparation and travelling time. At
this time, I don’t have any important commitments and Fernandez agreed to look
after my tasks while I am away from the work. He knows how those tasks can be
done and after I return, I will work extra hours to cover up my pending tasks,
if there is any.
I want to make this time more
memorable and this allows me to spend some meaningful time. So, I would be
thankful if you let me take time off from work.
Yours sincerely,
Sabi Kuwar
Sample
4
You
should spend about 20 minutes on this task.
You have been living in a
rental apartment for the past year. Recently a new neighbour moved in and has
been making a lot of noise, which disturbs you.
Write
a letter to the landlord. In your letter:
· explain
the situation
· describe
why it bothers you
· suggest
a solution
Write at least 150 words.
You do NOT need to write any addresses.
Begin your letter as follows:
Dear Mr ...............,
Dear Mr William,
Hope this letter finds you in good health and
spirit. I am writing this letter to you in order to bring your attention to an
unpleasant issue that I have been facing lately.
I just wanted to let you know that one of your
tenants, who has recently moved into apartment 5-D, has been making a lot of
noise. Not to mention, the noise becomes louder during the nighttime,
especially, when I try to sleep. By the way, it is not only me but other
tenants on the same floor who are also complaining about it. And we tried to
talk to him politely about the noise issue but the loud music and loud
arguments over the phone only keep growing. Anyway, I am sorry to sound like
complaining too much, but the noise is bothering me severely since I cannot
sleep at night.
Therefore, I
would highly appreciate it if you could please ask our new neighbour not to
make any noise after 8.00 at night. But, if that does not work, please allow me
to move to another apartment which is on a different floor.
Yours sincerely,
Rick Tyson
Sample 5
You
should spend about 20 minutes on this task.
You have been living in a
rental apartment for the past year. Recently a new neighbour moved in and has
been making a lot of noise, which disturbs you.
Write
a letter to the landlord. In your letter:
· explain
the situation
· describe
why it bothers you
· suggest
a solution
Write at least 150 words.
You do NOT need to write any addresses.
Begin your letter as follows:
Dear Mr ...............
Dear Ms Shah,
Hope that you and your family are doing well by
the grace of Almighty. I am one of your good neighbours, and I am writing this
letter to inform you about a graduation party, which I am planning to hold, the
next Saturday night.
I fully
understand that the party might cause you some inconvenience since I have
invited about 50 people to enjoy an outdoor barbeque evening, which might
create some noise. Besides, the party may continue till late at night where a
few of my friends might even venture to sing along with their guitars while enjoying
the night. Of course, we will try to keep the noise and sound as low as we can,
but in case if it does trouble you, I would like to apologize to you in
advance.
But, on the other
hand, instead of just sitting at your home, you could also join our party
because if you do, I can certainly guarantee you that we will do everything to
make sure that you enjoy our party. In fact, we would feel honoured if you join
our party.
Yours sincerely,
Radha Baniya
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