❖ Unit 8 ❖ International Organisations ❖ Writing ❖

Writing a Formal E-mail

A formal email follows a strict structure and uses polite, professional language. It is the opposite of the informal letter (Unit 6).

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Structure of a formal email

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Writing task

The situation

Millions of children are unable to go to school because it's miles away or their parents can't afford the expenses. When they grow up, they probably won't earn enough money to send their own children to school. The cycle of poverty will never stop unless we take serious actions.

Task: Send an email to the United Nations Secretary General urging the organisation to give a high priority to literacy.

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Sample email

Model formal email (about 200 words)

Subject: Urgent appeal β€” High priority for global literacy

Dear Mr. Secretary General,

I am pleased to write you this e-mail as a concerned student from Morocco who deeply believes in the noble mission of the United Nations.

As you know, the world is suffering from a serious illiteracy crisis. According to recent statistics, millions of children β€” especially in rural and impoverished areas β€” are unable to attend school because educational institutions are too far from their homes, or because their families cannot afford the basic costs of schooling. As a result, these children grow up unable to read, write, or access decent jobs. When they have their own families, the cycle of poverty repeats itself β€” and illiteracy is passed down from one generation to the next.

Today's children are tomorrow's generation, so taking immediate action is no longer an option but an absolute necessity. I therefore urge the United Nations to give the highest priority to literacy by funding new schools in remote regions, providing financial support to poor families, training more teachers, and launching massive awareness campaigns.

Education is the most powerful weapon against poverty. Investing in literacy today means building a better, more just and peaceful world tomorrow.

I look forward to hearing from you.

Yours sincerely,
(Your full name)

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Useful phrases for formal emails

Opening

Body β€” making points

Body β€” making requests

Closing

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Formal vs Informal β€” Compare

Formal (Unit 8)

Dear Mr. / Mrs. + surname
I am writing to inform you that …
I would be grateful if you could …
Yours sincerely,
Full name

Informal (Unit 6)

Hi (first name),
Just to let you know that …
Could you …?
Take care!
First name

Avoid in formal emails: contractions (don't, I'm), slang, exclamation marks, emoticons, "Hey", "Hi guys".

❖ Key Takeaways ❖

β‘  Structure matters

Subject β†’ Greeting β†’ Purpose β†’ Body β†’ Closing β†’ Sign-off. Each step earns marks.

β‘‘ Be polite but firm

You can express urgency without sounding rude. "I urge you to take immediate action" βœ“   "You MUST act NOW!" βœ—

β‘’ Give arguments

A request without justification is weak. Add statistics, examples, consequences.

❖ Exam tip

Memorise 5 formal email phrases for each section (opening, body, closing). These can be reused for any topic: literacy, environment, human rights, refugees, etc.