Letters in the C2 Proficiency Writing paper will require a response which is

consistently appropriate for the specified target reader, and you can expect to be asked to
write formal letters to, for example, the editor of a newspaper or magazine, to the director of an
international company, or to a school or college principal.

Let’s explain how to write a letter/email and what actually is a formal style.

Formal style

It is used when writing for professional or academic purposes like university assignments.
Formal language does not use colloquialisms, contractions or first-person pronouns such
as ‘I’ or ‘We’. If you aim to write an official letter, you should:

 avoid everyday colloquial language or slang

 avoid contractions (I’m, it’s)
 avoid emotional, subjective language (terrible, rubbish, etc.)
 avoid general words such as nice, good, get, etc.

The CPE test does not require you to include dates or addresses in any of your letters,
whether formal or informal.

C2 Proficient (CPE) Formal Letter: Structure

1. Salutation
Dear Sir or Madam, Dear Mr Jenkins

2. The Introductory Paragraph

The reason why you’re writing this letter / the topic

3. The next paragraphs (the body)

Organise all the essential information in a clear and logical way. Use linking structures to make your
letter flow

4. Closing paragraph
– sign off with: Yours faithfully

C2 Proficient (CPE) Formal Letter: Writing Guide

1. Salutation

Dear Sir or Madam

If you do not know the name of the person you are writing to, use this. It is always advisable to
try to find out a name.

Dear Mr Jenkins
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If
you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is
for married and single women.

2. The Introductory Paragraph

The first paragraph will generally outline the purpose for the letter and the reason that the
letter is being sent. In this first paragraph, the summary of the letter can be found and the
intentions which will be displayed through the rest of the letter should be outlined.

Example:

 We are writing to inform you that …/ to confirm ../ to request …/ to enquire about …
 I recently read/heard about ….. and would like to know….
 I am writing to offer suggestions
 I am writing to receive further information about

3. The next paragraphs (the body)

The body of the letter will expand upon the introductory paragraph and you can extend your
thoughts and feelings further when it comes to the letter. Most letters in English are not very
long, so keep the information to the essentials and concentrate on organising it in a clear and
logical manner rather than expanding too much.

 You should always be polite and respectful, even if you complain. A useful way to
achieve it especially in formal letters is to use ‘modal verbs’, i.e., would, could or
should.
 It’s important to write simply and clearly. It’s worth noting that you have to avoid using
informal language, for instance, avoid contractions (i.e. I’m, it’s, etc.).

4. Closing paragraph

At the end, you will conclude the letter and finish any thoughts mentioned before, or specify the
action the recipient should take, return the money, send information, etc.

Ending examples:

 I look forward to receiving your reply. / I look forward to your reply.

 I look to hearing from you.
 If you require further information, please do not hesitate to ask

Yours faithfully, use it if you don’t know the name of the recipient.
Yours sincerely, use it if you know the name of the recipient.

Formal Letter subject:

An environmental organisation is inviting suggestions for new ways of raising people’s

awareness of the importance of protecting the countryside. You decide to write a letter in which
you briefly describe your idea for a publicity campaign. You should also analyse the reasons
why, in general, it is important to protect the countryside.
Student’s CPE Formal Letter Answer:

Dear Sir or Madam,

I am writing in response to your organisation’s invitation regarding proposals for a campaign to

promote countryside conservation. I strongly believe that we need to think globally while we act
locally, so it would be a great idea if we engaged the young – the future global citizens- in the
quest for a clean environment and unspoiled countryside.

To be more specific ‘A green concert with school bands’ would be an excellent idea to sensitize
people on the importance of preserving our local traditions that are inextricably linked with the
Mediterranean landscape of Attica. In fact all six high schools of our municipality could
participate with one school band each in a concert that may take place in the local stadium that
can accommodate six thousand people. The bands can play both folklore and more modern
songs while local delicacies and examples of craftwork could be exhibited at the entrance of the
concert hall.

Massive participation in any campaign is the key for its success; especially when such a noble
cause -like that of ‘conservation’- is served. Helping the new generation appreciate their natural
surroundings and traditions is the most precious legacy we can offer to our descendants. The
biosphere is literary our home so it is unquestionably important to keep it clean so that we can
have fresh air to breathe and pure water to drink.

Therefore, I urge your forward-looking organization, to seriously consider my recommendation

for ‘A green concert with school bands’ because it is a simple yet effective idea to develop more
respect for our countryside among all the people in our community.

Yours faithfully

Formal Letter subject:

You have recently read an article in a popular magazine describing the experiences of young
people who have participated in voluntary projects to help disadvantagedn communities. You
decide to write a letter to the magazine in which you briefly describe one or two ideas of your
own for voluntary projects. You should also assess the ways in which such experiences can
change attitudes and inspire young people in their future lives.

Write your letter.

Student’s CPE Formal Letter Answer:

Dear Editor,

I was interested to read your recent feature on young people’s participation in voluntary
projects. I was impressed by the way in which the volunteers had not only provided valuable
help for those less fortunate than themselves but had also gained a great deal themselves from
the experience. They had blossomed as people and had often clarified their own career
aspirations as a result of the work they had been involved in.
I should like to suggest a couple of other projects that I think it would be beneficial for
youngsters to volunteer on. The first is a programme for schoolchildren with learning
difficulties. Cuts in funding mean that this will have to close down unless volunteers can help to
run it. It has been an enormously successful programme, helping many youngsters to develop
skills that will stand in good stead throughout their lives, and it would be a great pity were it
forced to fold.

The second is an environmental project keeping the forests around our town in good order.
Work there involves clearing away dead wood, planting new trees when necessary and tidying
paths and picnic areas. The forest is a valuable resource for city dwellers and maintaining it in
good order is of great benefit to the public as well as to the flora and fauna of the forest.

Taking part in these projects would teach teenagers new skills – helping children with
disabilities to learn, for example, or caring for the environment. However, more importantly
perhaps, doing so would expand those young people’s horizons making them aware of aspects
of life which were previously almost certainly little known to them. Contributing to society
through such voluntary work will help youngsters to develop a sense of responsibility towards
the world they live in. All of this should prove of considerable value in future years both to them
as individuals and to society as a whole.

Yours faithfully,

C2 Proficient (CPE) Formal Letter: Writing Checklist

After writing your text, you can check it yourself using the writing checklist below.

How to do that? Simply check your text/email by answering the questions one by one:

Content

 Have I covered all the key information required by the task?

 Have I written only information which is relevant to the task?
 Have I developed the basic points in the task with my own ideas?
 Have I included references or examples where necessary to support any ideas or
information?

Communicative Achievement

 Have I achieved the main purpose(s) of the text (for example, explaining, persuading,
suggesting, apologising, comparing, etc.)?
 Have I used a suitable mix of fact and opinion according to the requirements of the task
and my communicative purpose(s)?
 Have I used a suitable style and register for the task and genre?
 Have I followed writing conventions which are particularly relevant to the task and
genre?

Organisation
  Have I organised my ideas clearly and coherently, using the most appropriate and
effective structure
for the task?
 Have I used other organisational features appropriately for the genre (for example, titles,
headings, openings, closings, etc.)?
 Is the connection between my ideas clear and easy for the reader to follow? (For example,
have I used appropriate linking words and other cohesive devices?)
 Are the ideas balanced appropriately, with suitable attention and space given to each one?

Language

 Have I used a wide range of vocabulary, appropriate to the topic and genre?
 Have I avoided repeating the same words and phrases?
 Have I used a range of simple and more complex grammatical structures appropriately?
 Have I correctly used any common phrases which are relevant to the specific task or
topic?
 Is my use of grammar accurate?
 Is my spelling accurate?

C2 Proficient (CPE) Formal Letter: Tips

 Always proofread your letter after writing it, check for sentence structure, grammar,
spelling mistakes…
 Proofread your letter again (and again) after you have revised it.
 Keep the recipient in mind, and write in a way that he/she can easily understand the letter.
 Be respectful when you write, even if you are writing a letter of complaint.

A good formal letter should be: Keep your readers in mind when writing:

 Clear – plain, simple language  Set the correct tone

 Concise – short, straight to the point  Use appropriate language
 Correct – error-free (grammar, spelling,  Give only relevant facts or information
punctuation, content) which is easy to understand, clear and
precise

C2 Proficient (CPE) Formal Letter: Useful Phrases & Expressions

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.

Beginning like to know….

I am writing to offer suggestions
We are writing to inform you that …/ to I am writing to receive further information
confirm ../ to request …/ to enquire about … about
I recently read/heard about ….. and would I am writing to enquire about
Referring to the previous contact Demanding action

Thank you for your letter of March 15. I therefore suggest that I be given a full
I am writing in response to…./ In reply to refund
your request….. I would be grateful if my money was
Thank you for your letter regarding … refunded
With reference to our conversation I would be grateful if you could give me a
yesterday… full refund

Making a request Making Suggestions

We would appreciate it if you would … My first suggestion is

I would be grateful if you could … First of all I suggest/ I would like to suggest
Could you please send me … Another possibility is/ A further possibility is
In addition, I would like to receive ../ It I further suggest/ I would further suggest/
would be helpful if you could send us … Secondly
I would appreciate your immediate attention
to this matter. Ending
Please let me know what action you propose
to take. I look forward to receiving your reply. / I
Could you …? Could you tell me something look forward to your reply.
about …? I look to hearing from you.
I would particularly like to know … If you require further information, please do
I would be interested in having more details not hesitate to ask
about … If I can be of further assistance, please do
not hesitate to ask
Offering help I will willingly provide further information
on request
Would you like me to …? I am at your disposal should you require
I would be happy to …/ I am quite willing to further information/ need assistance
… Please do not hesitate to ask should you
I would be pleased to … require further information

Giving good news

I am pleased to announce that …

I am delighted to inform you that ..
You will be pleased to learn that …

Giving bad news

I regret to inform you that …/ I’m afraid it

would not be possible to …
Unfortunately, iIam unable to/ After careful
consideration I have decided (not) to

Complaining

I am writing to express my dissatisfaction

with …
I am writing to complain about …