We usually write a formal transactional letter to respond to written information in the form of
advertisements, letters, invitations, notes etc.
Introduction
In the first paragraph, we write our opening remarks and explain the reason for writing the letter.
Main Body
In the second and third paragraphs we ask questions or give the information required. We always ask our questions in a formal indirect way.
Conclusion
In the last paragraph we write our closing remarks.
It is important to include all the facts provided in the rubric and the notes. However, we need to rewrite the information in our own words as much as possible. We do not use abbreviations, contracted types or colloquialisms for this type of transactional letter.
Analysing the Rubric
46 Read the rubric and underline the key words. Then, answer the questions.
You are an author and you have received the following invitation. Write a letter accepting the invitation and ask for details regarding the location, time and whether you can bring any guests with you.
Dear Mrs Stephens, We would be delighted if you would accept our invitation to present the awards at the Book Society’s 5th annual awards dinner.
............................................................................. ............................................................................. Yours sincerely, Peter Van De Vere
1What is the written information given? a a note
b an invitation
c an advertisement
2What will the letter be about? a asking for more information b refusing invitation
c accepting an invitation and asking for more information
3Who are you writing to?
a someone you know well
b someone you’ve never met c a friend
4 Will your letter be formal/informal? Why?
5What questions do you need to ask?
160
Analysing a Model Text
47 a. Read the letter and underline the questions Mrs Stephens asks. Has she included all the points?
Dear Mr Van De Vere,
Thank you for your kind invitation. I would be honoured to present the awards at the Book Society’s 5th annual awards dinner. Unfortunately, you failed to mention a few important details.
Firstly, I would be grateful if you could let me know the exact date of the event, so that I can rearrange my schedule. I assume that you are holding the event at the Regency Hotel in London, as you did last year. However, I would be grateful if you could let me know if the location has changed. I also need to know what time the event starts.
In addition, I was wondering if it would be possible to bring my daughter as my guest. Finally, I would like to mention that I am a strict vegetarian, therefore I would be grateful if you could let me know whether there will be any vegetarian dishes on the menu.
Thank you again for choosing me to host such a worthwhile event. I am looking forward to it immensely.
Yours sincerely,
Jane Stephens
Jane Stephens
b. Answer the questions.
1What is each paragraph about?
2 Find examples to suggest that the letter is formal.
3Have any extra questions been asked?
Indirect Questions
48 a. Use the phrases to form indirect questions.
ñI would be grateful/appreciate it if ...
ñI was wondering if it would be possible (to/for) ...
ñCould you please let me know/tell me (if/whether) ...
ñI would like to know (if/whether) ...
1Where is the awards ceremony?
Couldyoupleaseletmeknowwheretheawards ceremonywillbeheld?
2Where is my seat?
3What time is the last train?
4 Should I bring my own supplies?
5Can I park my car nearby?
b.Rewrite the formal indirect questions in other words, as in the example.
1Couldyoupleaseletmeknowthelocationofthe awardsceremony?