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How do you write a formal email for situational writing?



In this short blog, we will explore how to write a formal email for situational writing. For PSLE students, it is essential to know the format. We will cover the format, a sample email and main characteristics of this aspect of situational writing.


1. What is P.A.C

P.A.C is a popular format taught in primary schools.

Purpose - Why am I writing this email?

Audience - Who am I writing to?

Context - What is the situation? Should it be formal? Informal?


2. What are some characteristics of a formal email?


Audience

​Formal emails are usually written to someone of authority. Some examples would be writing to a manager, principal, head of an organisation or a person-in-charge.

​Tone

Formal tone should be used. Contractions such as 'shouldn't', 'wouldn't' or 'isn't' should be avoided.

Common purposes

​Inviting an important person to honour an event, putting forward suggestions, asking for information, making a complaint, giving feedback about someone or an experience, inform someone about something, seeking permission from a higher authority.


3. Format of a formal email


Unlike writing a formal letter, a formal email needs no address or title.


Salutations, (Dear Sir, Madam) (Dear Full Name,)

1st paragraph: In this paragraph state the purpose of your email. Brevity is key. There is no need to enquire about the person's well being. Go straight to the point. For example, I am writing this email to inform you about the dissatisfactory service I experienced at your restaurant located at 123 Moca Street.

2nd paragraph: In this paragraph, you will write the details. For example, On Nov 23, 2.30pm, I ordered chicken noodle soup. I discovered a dead lizard floating in the soup. I informed a waiter named Kevin Ng. Instead of apologising or replacing the soup, he was rude to me....

​3rd paragraph: In this paragraph, you will concentrate on CTA (CALL TO ACTION). What do you want the person-in-charge to do? Do you have suggestions? For example, I would like to request a refund. I would strongly suggest that your restaurant raises the standards of hygiene...

​4th paragraph: In the last paragraph, do not forget to thank the recipient.

​Yours (sincerely) (faithfully),

Agnes Tay

Please know the difference between using sincerely and faithfully. Sincerely is used when you know the person's name. Faithfully is used when you do not know the person.


4. Sample of an informal email



Did you like the technique above?

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We have come to the end of the blog. We hope these blog posts are useful. We cover plenty more during our classes. We offer both English Tuition and Creative Writing classes for both primary and secondary schools.



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Here is an interesting article on formal and informal words. Click on this link. https://7esl.com/formal-and-informal-words/



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