English Letter Writing Practice: Your Ultimate Exam Prep Guide

1. Which of the following salutations is appropriate for a formal letter when the recipient’s name is unknown?

• Dear Sir/Madam
• Hi there,
• To Whom It May Concern,
• Hello,

Answer: Dear Sir/Madam

Explanation: While ‘To Whom It May Concern’ can be used, ‘Dear Sir/Madam’ is generally preferred for a more polite and slightly less generic formal salutation when the recipient’s name is not known. ‘Hi there,’ and ‘Hello,’ are informal.

2. What is the primary purpose of a cover letter?

• To complain about a product
• To introduce yourself and your resume for a job application
• To invite someone to an event
• To request information

Answer: To introduce yourself and your resume for a job application

Explanation: A cover letter accompanies a resume, introducing the applicant and highlighting key qualifications relevant to the job opening.

3. Which closing is most suitable for a formal business letter?

• Best regards,
• See you soon,
• Yours sincerely,
• Cheers,

Answer: Yours sincerely,

Explanation: ‘Yours sincerely’ is a standard formal closing when the recipient’s name is known. ‘Best regards’ is also formal but slightly less formal than ‘Yours sincerely’. ‘See you soon,’ and ‘Cheers,’ are informal.

4. In an informal letter to a friend, which element is usually omitted compared to a formal letter?

• Date
• Recipient’s address
• Salutation
• Writer’s signature

Answer: Recipient’s address

Explanation: Informal letters typically do not include the recipient’s full address, as the relationship is personal and less formal documentation is required.

5. Which of these phrases indicates the purpose of an inquiry letter?

• I am writing to express my disappointment…
• I would like to apologize for…
• I am writing to inquire about…
• Thank you for your prompt response…

Answer: I am writing to inquire about…

Explanation: ‘To inquire about’ directly means to ask for information, which is the core purpose of an inquiry letter.

6. What is the correct placement for the sender’s address in a formal letter?

• Bottom right
• Top left
• Top right
• Bottom left

Answer: Top right

Explanation: In standard British formal letter format, the sender’s address is placed at the top right. In American format, it’s often top left, but top right is a common and acceptable formal placement.

7. When writing a complaint letter, which tone is most effective?

• Angry and demanding
• Apologetic and humble
• Polite and firm
• Sarcastic and humorous

Answer: Polite and firm

Explanation: A polite yet firm tone is most effective for a complaint letter as it conveys seriousness without being aggressive, increasing the likelihood of a positive response.

8. Which part of a formal letter states the main topic clearly and concisely?

• Salutation
• Closing
• Subject line
• Body paragraph 1

Answer: Subject line

Explanation: The subject line (or ‘Re:’) provides a brief summary of the letter’s content, allowing the recipient to quickly understand its main topic.

9. Which word is typically used to end an informal letter, expressing affection?

• Sincerely
• Respectfully
• Love
• Yours faithfully

Answer: Love

Explanation: ‘Love’ (or ‘Lots of love’, ‘Warmly’) is a common and appropriate informal closing, especially for close friends and family, expressing affection.

10. If you are writing to a company and do not know the specific person’s name, which pronoun should you use when referring to the company?

• He
• She
• It
• They

Answer: It

Explanation: When referring to a company or organization as a single entity, the pronoun ‘it’ is used. For example, ‘The company announced its new policy.’

11. What is the purpose of a letter of apology?

• To request information
• To express regret for an action or mistake
• To apply for a job
• To make a complaint

Answer: To express regret for an action or mistake

Explanation: An apology letter is specifically written to convey remorse and seek forgiveness for an error or wrongdoing.

12. Which sentence is most appropriate to open an application letter?

• I saw your ad and want the job.
• I am writing to apply for the [Job Title] position advertised on [Platform].
• Hope you’re doing well!
• Can I get this job?

Answer: I am writing to apply for the [Job Title] position advertised on [Platform].

Explanation: This sentence is clear, formal, and directly states the purpose of the letter, which is essential for an application.

13. In a formal letter, when is ‘Yours faithfully’ used as a closing?

• When you know the recipient’s name
• When you are writing to a close friend
• When you don’t know the recipient’s name and used ‘Dear Sir/Madam’
• When ending a thank-you note

Answer: When you don’t know the recipient’s name and used ‘Dear Sir/Madam’

Explanation: ‘Yours faithfully’ is the appropriate formal closing when the recipient’s name is unknown and the salutation used was ‘Dear Sir/Madam’. If the recipient’s name is known, ‘Yours sincerely’ is used.

14. Which of the following is an example of an informal greeting?

• Dear Mr. Smith,
• Dear Hiring Manager,
• Hey John,
• To Whom It May Concern,

Answer: Hey John,

Explanation: ‘Hey John,’ is a casual greeting suitable for friends or close acquaintances. The other options are formal.

15. What is the purpose of adding a P.S. (Postscript) to a letter?

• To add an important detail forgotten in the main body of an informal letter
• To formally acknowledge receipt of an email
• To provide contact information
• To sign off the letter

Answer: To add an important detail forgotten in the main body of an informal letter

Explanation: A P.S. is typically used in informal letters to add a brief thought or detail that was overlooked in the main body, often with a somewhat casual tone. It is not generally used in formal correspondence.

16. Which of these phrases would you typically find in a letter of recommendation?

• I am writing to complain about…
• I highly recommend [Name] for…
• I look forward to hearing from you soon.
• I am sending this to invite you to…

Answer: I highly recommend [Name] for…

Explanation: A letter of recommendation’s core purpose is to endorse someone, hence phrases like ‘I highly recommend’ are central to its content.

17. When addressing an envelope for a formal letter, what information should be included for the recipient?

• Recipient’s name, Street address, City, State, Zip Code
• Recipient’s nickname, First name, City
• Only the company name and city
• Just the street address and state

Answer: Recipient’s name, Street address, City, State, Zip Code

Explanation: For formal correspondence, the full and accurate address of the recipient, including their name, street address, city, state, and zip code, is crucial for proper delivery.

18. Which type of letter aims to persuade the reader to take a specific action or agree to a certain point of view?

• Informal letter
• Apology letter
• Persuasive letter
• Thank-you letter

Answer: Persuasive letter

Explanation: A persuasive letter is specifically designed to convince the recipient to do something or to adopt a particular viewpoint through argumentation and appeals.

19. What is the correct way to write the date in a formal British English letter?

• 2023 October 26
• October 26, 2023
• 26th October 2023
• 26/10/2023

Answer: 26th October 2023

Explanation: In formal British English, the day comes before the month, often with ‘th’ or ‘st’ (e.g., 26th), followed by the full month name and year. ‘October 26, 2023’ is typical American English.

20. If you want to maintain a professional tone, which contraction should you avoid in a formal letter?

• I’m
• You’re
• They’re
• All of the above

Answer: All of the above

Explanation: Contractions (like ‘I’m’, ‘you’re’, ‘they’re’, ‘don’t’) are generally considered informal and should be avoided in formal letter writing to maintain a professional tone.

21. What should always be included below your typed name in a formal letter?

• Your phone number
• Your email address
• Your title or position (if applicable)
• Your signature

Answer: Your signature

Explanation: Your handwritten signature should always appear above your typed name in a formal letter to authenticate the document.

22. Which phrase is common in an informal invitation letter?

• I cordially invite you to…
• Your presence is highly anticipated.
• Fancy coming to…
• We request the pleasure of your company…

Answer: Fancy coming to…

Explanation: ‘Fancy coming to…’ is a very casual and friendly way to invite someone, typical of informal communication.

23. When referring to a previous correspondence, which phrase is appropriate in a formal letter?

• Regarding your last email,
• About what you wrote before,
• Further to our discussion on…
• As per your previous communication,

Answer: As per your previous communication,

Explanation: ‘As per your previous communication’ is a formal and polite way to reference earlier correspondence. ‘Further to our discussion’ is also formal but refers specifically to a discussion, not necessarily a written communication.

24. What is the function of the closing paragraph in an application letter?

• To summarize your skills and reiterate interest
• To ask for salary expectations
• To criticize the company
• To share personal anecdotes

Answer: To summarize your skills and reiterate interest

Explanation: The closing paragraph of an application letter should concisely reiterate your suitability for the role, express enthusiasm, and include a call to action (e.g., looking forward to an interview).

25. Which of these is NOT typically part of an informal letter?

• Greeting
• Body paragraphs
• Formal subject line
• Closing

Answer: Formal subject line

Explanation: Informal letters rarely include a formal subject line; the topic is usually introduced naturally in the opening paragraph. Emails often have subject lines, but in a less rigid format for informal communication.

26. In a letter of resignation, what is the most important element to include?

• Details of your next job
• Criticism of your employer
• Your last day of employment
• A list of demands

Answer: Your last day of employment

Explanation: A letter of resignation must clearly state your last day of employment to avoid confusion and ensure a smooth transition, adhering to your notice period.

27. Which phrase is most suitable for expressing gratitude in a formal thank-you letter?

• Thanks a lot!
• I really appreciate your help.
• Much obliged for your assistance.
• Cheers for everything.

Answer: I really appreciate your help.

Explanation: ‘I really appreciate your help’ is a polite and widely accepted formal expression of gratitude. ‘Much obliged’ is also formal but can sound a bit archaic to some, and ‘Thanks a lot!’ and ‘Cheers for everything’ are informal.

28. What is the correct structure for writing a formal date in American English?

• Day Month Year (e.g., 26 October 2023)
• Month Day, Year (e.g., October 26, 2023)
• Year Month Day (e.g., 2023 October 26)
• Day/Month/Year (e.g., 26/10/2023)

Answer: Month Day, Year (e.g., October 26, 2023)

Explanation: In American English, the standard format for dates in formal writing is Month Day, Year.

29. When writing an email, what is a crucial difference from a traditional letter regarding the sender’s address?

• It is always placed at the bottom.
• It is automatically included in the ‘From’ field and not written out.
• It is only needed for international emails.
• It is optional.

Answer: It is automatically included in the ‘From’ field and not written out.

Explanation: Unlike traditional letters where the sender’s address is manually written, email systems automatically handle the ‘From’ address, so it’s not explicitly typed into the email body itself.

30. What is the purpose of an ‘enclosure’ or ‘attachment’ notation in a formal letter?

• To highlight important text within the letter
• To indicate that other documents are included with the letter
• To signify a confidential message
• To request a reply

Answer: To indicate that other documents are included with the letter

Explanation: An ‘Enclosure’ (for physical mail) or ‘Attachment’ (for email) notation tells the recipient that additional documents are accompanying the main letter.

1. List three essential parts of a formal business letter.

Answer: Sender’s address, Date, Recipient’s address, Salutation, Body, Closing, Signature, Typed Name. (Any three are acceptable, e.g., Sender’s Address, Salutation, Closing)

Explanation: Key components like addresses, salutation, body, and closing are fundamental to the structure of a formal business letter, ensuring all necessary information is presented clearly.

2. What is the main difference in tone between a formal and an informal letter?

Answer: A formal letter uses a respectful, objective, and professional tone, avoiding slang or contractions, while an informal letter uses a personal, friendly, and conversational tone, often including colloquialisms and contractions.

Explanation: The tone dictates the formality and relationship between the sender and receiver. Formal letters maintain professionalism, whereas informal letters prioritize personal connection.

3. Explain why a clear and concise subject line is important for a formal email or letter.

Answer: A clear and concise subject line allows the recipient to immediately understand the letter’s purpose, prioritize it, and quickly locate it later. It improves efficiency and ensures the message is taken seriously.

Explanation: The subject line acts as a summary and filter, helping the recipient manage their correspondence effectively and immediately grasp the letter’s content.

4. Name two types of formal letters and briefly state their purpose.

Answer: 1. Application Letter: To introduce oneself and one’s qualifications when applying for a job or program. 2. Complaint Letter: To formally express dissatisfaction and seek resolution for a product, service, or issue. (Other valid answers: Inquiry Letter, Resignation Letter, Recommendation Letter, etc.)

Explanation: Formal letters serve specific functions in professional and official communication, requiring a structured approach to achieve their goals.

5. What is the typical format for signing off an informal letter to a close friend or family member?

Answer: Common informal sign-offs include ‘Love,’ ‘Best,’ ‘Warmly,’ ‘Regards,’ ‘Cheers,’ followed by the sender’s first name.

Explanation: Informal letters allow for more personal and affectionate closings that reflect the close relationship between the sender and recipient.

1. Imagine you are applying for a scholarship. Write a formal letter to the scholarship committee introducing yourself and explaining why you believe you are a suitable candidate. (Approx. 150-200 words)

Answer: Dear Scholarship Committee, I am writing to express my enthusiastic interest in the [Scholarship Name] as advertised on [Platform/Website]. I am a dedicated student pursuing a [Your Major] at [Your University/School] and maintain a strong academic record, evidenced by [mention GPA/achievements]. Throughout my academic journey, I have actively participated in [mention extracurriculars/volunteer work] which have honed my leadership and problem-solving skills. My passion for [specific field related to scholarship] stems from [briefly explain inspiration/experience]. I am confident that my commitment to academic excellence and community engagement aligns perfectly with the values promoted by the [Scholarship Name] program. Receiving this scholarship would significantly alleviate the financial burden of my studies, allowing me to fully dedicate myself to my academic pursuits and contribute more meaningfully to [your field/community]. I am eager to contribute my skills and dedication to your esteemed program. Thank you for considering my application. I have attached my resume and academic transcripts for your review and look forward to the opportunity to discuss my qualifications further. Yours sincerely, [Your Full Name]

Explanation: This essay requires writing a formal application letter, demonstrating the ability to structure a formal letter (salutation, clear purpose, body paragraphs highlighting qualifications, closing, formal sign-off) and use appropriate formal language and tone.

2. You recently purchased a faulty electronic device. Write a formal complaint letter to the retailer, detailing the issue and requesting a replacement or refund. (Approx. 150-200 words)

Answer: Your Address Your City, Postcode Your Email Your Phone Number Date Customer Service Department Retailer’s Name Retailer’s Address Retailer’s City, Postcode Dear Sir/Madam, Subject: Complaint Regarding Faulty [Product Name], Order No. [Order Number] I am writing to express my strong dissatisfaction with the [Product Name] (Model: [Model Number]), which I purchased from your [store name/website] on [Date of Purchase]. The order number for this transaction is [Order Number] and the receipt number is [Receipt Number]. Upon receiving and attempting to use the device, I discovered that [describe the fault in detail, e.g., ‘the screen flickers continuously and the device shuts down unexpectedly after 10 minutes of use.’]. I have followed all troubleshooting steps outlined in the user manual without success. As the product is clearly defective and well within its warranty period, I am requesting either a full refund or a replacement for the faulty item. I have attached a copy of my purchase receipt for your reference. I expect a prompt response and a resolution to this matter within [e.g., 7-10 working days]. You may contact me at the phone number or email provided above. Yours faithfully, [Your Full Name]

Explanation: This essay tests the ability to compose a formal complaint letter, requiring a clear statement of the problem, relevant details (purchase date, order number), a specific request for resolution, and a polite but firm tone.

3. Discuss the key elements and typical structure of an informal letter. How do these differ from a formal letter? (Approx. 150-200 words)

Answer: Informal letters are typically written to friends, family, or close acquaintances, characterized by a personal, conversational, and relaxed tone. Key elements include a casual greeting (e.g., ‘Hi [Name],’, ‘Dear [Name],’), an opening that often asks about the recipient’s well-being, a body covering personal news or topics of shared interest, and a friendly closing (e.g., ‘Best,’ ‘Love,’ ‘Talk soon,’) followed by the sender’s first name. These elements significantly differ from a formal letter, which adheres to a strict structure: sender’s and recipient’s addresses, date, a formal salutation (e.g., ‘Dear Sir/Madam,’ ‘Dear Mr./Ms. [Last Name],’), a clear subject line, objective body paragraphs, a formal closing (e.g., ‘Yours sincerely,’ ‘Yours faithfully,’), and a full typed name with signature. Formal letters avoid contractions, slang, and personal anecdotes, focusing instead on professionalism and a specific, often transactional, purpose. The primary difference lies in the level of formality, directness, and adherence to conventional business or official communication standards.

Explanation: This question requires an understanding of both formal and informal letter conventions, asking for a comparative analysis of their structure, tone, and typical content. The answer should highlight the distinguishing features of each type.

4. Write an informal letter to a friend, inviting them to your birthday party. Include details about the date, time, location, and any special theme. (Approx. 100-150 words)

Answer: Hi Sarah, Hope you’re doing great! I’m writing because I’m planning my birthday party, and I really want you to be there! It’s going to be on Saturday, November 18th, starting at 7 PM. We’re holding it at my place, so you know the drill. This year, I thought it would be fun to have a ’90s throwback theme, so start thinking about your outfit! There’ll be plenty of food, drinks, and hopefully some awesome music to dance to. It wouldn’t be the same without you, so please let me know if you can make it by November 10th so I can get a headcount. Can’t wait to celebrate with you! Best, [Your First Name]

Explanation: This essay assesses the ability to write an informal invitation, including all necessary details (who, what, when, where, why) in a friendly, casual, and engaging tone, appropriate for a friend.

5. Explain the importance of proofreading and revising a letter before sending it, especially in a professional context. (Approx. 100-150 words)

Answer: Proofreading and revising a letter before sending it, particularly in a professional context, is crucial for several reasons. Firstly, it ensures accuracy. Typos, grammatical errors, or factual inaccuracies can undermine the message’s credibility and the sender’s professionalism. A well-written letter reflects attention to detail and competence. Secondly, it clarifies communication. Ambiguous phrasing or poorly structured sentences can lead to misunderstandings or require further correspondence, wasting time. Revision allows for the refinement of arguments and ensures the message is conveyed clearly and concisely. Finally, it maintains a positive professional image. A flawless letter demonstrates respect for the recipient and the gravity of the communication. Errors can create a negative impression, suggesting carelessness or a lack of seriousness, which can be detrimental in job applications, business proposals, or official complaints. Therefore, careful proofreading is an essential final step to ensure effectiveness and impact.

Explanation: This essay question asks for a discussion on the importance of editing in letter writing, particularly in professional settings. The answer should cover aspects like credibility, clarity, and professional image.

1. Match the part of a formal letter with its description.

Answer: Match the left item to its correct description on the right.

Explanation: This exercise tests knowledge of the standard components and layout of a formal letter.

2. Match the type of letter with its primary purpose.

Answer: Match the left item to its correct description on the right.

Explanation: This exercise tests the understanding of different letter types and their specific functions.