Semi-Formal Letter

1. Housewarming Invitation 

Question:
You have recently moved to a new house and would like to invite your neighbor to a housewarming party.
Write a letter to your neighbor. In your letter:

• introduce yourself and your family

• explain the purpose of the party

• give details of the date, time, and place

 

Sample Letter:
 

Dear Mr. Collins,

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Opening Paragraph:
I hope you are well. I am writing to introduce myself and my family, as we have recently moved into the house next door at 45 Green Street. We are very excited about joining this friendly neighborhood and getting to know our neighbors better.

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Introduce Yourself and Family:
My name is James Whitehouse, and I live here with my wife, Laura, and our two children, Ethan and Sophie. We have moved from another city and are still settling into our new home. We enjoy gardening and hope to make new friends who share similar interests.

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Explain the Purpose of the Party:
To celebrate our move, we are hosting a small housewarming party. The main aim is to meet our neighbors in a relaxed atmosphere and to build friendly relationships within the community. It will also give the children a chance to play and interact with others in the area.

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Give Details of Date, Time, and Place:
The party will take place this Saturday evening, starting at 6 p.m. and finishing around 9 p.m. There will be light refreshments, snacks, and music. Children are welcome, and we hope everyone will enjoy themselves.

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Closing Paragraph:
We would be delighted if you and your family could attend. Please let us know if you are able to come, as it would be wonderful to meet you in person and begin building a positive relationship.

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Yours sincerely,

James Whitehouse

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Grammar Features:

• Present Perfect Continuous for recent change → “…have recently moved into the house next door…”

• Present Continuous for arrangements → “…we are hosting a small housewarming party…”

• Polite invitation with modal → “…we would be delighted if you… could join us.”

 

2. Thanking a Colleague ​

Question:
One of your colleagues helped you complete a project at work.
Write a letter to your colleague. In your letter:

• thank them for their support

• explain how their help made a difference

• suggest a way to show your appreciation

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Sample Letter:
 

Dear Maria,

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Opening Paragraph:
I hope this message finds you well. I am writing to sincerely thank you for the support you provided during our recent quarterly sales project, which was challenging due to tight deadlines and complex data analysis.

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Thank Them for Their Support:
Your willingness to stay late on multiple evenings and your careful attention to detail were extremely helpful. I greatly appreciated your positive attitude and the patience you showed while helping me navigate difficult tasks.

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Explain How Their Help Made a Difference:
Thanks to your contribution, we were able to submit the report on time, and I am confident that management will be very impressed with the quality of our work. Your teamwork made a noticeable difference and helped reduce stress for the whole team.

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Suggest a Way to Show Your Appreciation:
As a token of my gratitude, I would love to invite you for lunch at the café across the road later this week. Please let me know a day that suits you.

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Closing Paragraph:
Once again, thank you for your invaluable support. I look forward to collaborating with you on future projects.

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Yours sincerely,

James Whitehouse

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Grammar Features:

• Past Simple for specific actions → “…you provided during our recent project.”

• Present Perfect for results → “…we were able to submit the report on time.”

• Polite suggestion with “would love to” → “…I would love to invite you for lunch…”

 

3. Requesting Time Off from Manager 

Question:
You would like to take a few days off work to attend a family event.
Write a letter to your manager. In your letter:

• state the reason for your request

• explain how your work will be covered

• suggest the dates you would like to be absent

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Sample Letter:
Dear Mr. Bennett,

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Opening Paragraph:
I am writing to request a few days off from work to attend a family event, as my sister is getting married in Wellington. This is a very special occasion for my family, and I would like to be fully present to celebrate with them.

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State the Reason for Your Request:
The wedding ceremony is scheduled for Friday, 12th October, and attending this event is important to me, so I would also like to spend some time with my relatives before and after the ceremony.

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Explain How Your Work Will Be Covered:
To ensure a smooth workflow during my absence, I will complete all current tasks in advance and have asked my colleague Mike to handle any urgent matters that arise while I am away. I will also be available by email for emergencies.

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Suggest the Dates You Would Like to Be Absent:
I would like to take leave from Thursday, 11th October, until Monday, 15th October.

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Closing Paragraph:
I hope this arrangement is convenient, and I would greatly appreciate your approval. Please let me know if you require any additional information or adjustments.

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Yours sincerely,

James Whitehouse

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Grammar Features:

• Present Continuous for purpose → “I am writing to request a few days off…”

• Future Simple for fixed events → “…The wedding ceremony is scheduled for Friday…”

• Polite request with “would greatly appreciate” → “…I would greatly appreciate your approval.”

 

4. Asking a Neighbor for Help

Question:
You are going away for a short holiday and would like your neighbor to look after your house.
Write a letter to your neighbor. In your letter:

• explain why you will be away

• ask them to take care of your house or garden

• offer to do something in return

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Sample Letter:

Dear Mrs. Patel,

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Opening Paragraph:
I hope you are well. I am writing to ask for your assistance while I am away on a short business trip next week.

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Explain Why You Will Be Away:
I will be traveling to Sydney for five days for work. Since I will be away from home, I need someone to keep an eye on my house to ensure everything remains safe and secure.

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Ask Them to Take Care of Your House or Garden:
It would be very helpful if you could collect any mail from my letterbox and water the small plants in the front garden. I will make sure that all doors and windows are securely locked before I leave.

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Offer to Do Something in Return:
As a token of my thanks, I would be happy to look after your home whenever you are away in the future.

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Closing Paragraph:
Please let me know if you are able to help, as your support would be greatly appreciated. Thank you very much for considering my request.

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Yours sincerely,

James Whitehouse

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Grammar Features:

• Future Continuous for temporary situation → “I will be traveling to Sydney for five days…”

• Polite request with “would be very helpful if” → “…if you could collect any mail…”

• Offer with “would be happy to” → “…I would be happy to look after your home…”

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5. Writing to a Landlord about Repairs

Question:
You are renting an apartment, and there are some problems that need fixing.
Write a letter to your landlord. In your letter:

• describe the problems

• explain how these problems affect you

• suggest what you would like the landlord to do

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Sample Letter:

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Dear Mr. Lawson,

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Opening Paragraph:
I hope you are well. I am writing to bring to your attention a few issues in the apartment that require urgent repairs. I believe it is important to resolve them soon to maintain both safety and comfort.

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First Bullet – Describe the problems:
The main concern is the leaking pipe under the kitchen sink, which has been dripping continuously for the past week. In addition, the heating system does not function properly, and the living room window does not close tightly, allowing cold air to enter.

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Second Bullet – How problems affect you:
These issues are making daily life quite difficult. The leaking pipe has already caused water to collect on the kitchen floor, creating a slipping hazard. The faulty heater and drafty window make the apartment very uncomfortable, especially in the evenings when the temperature drops.

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Third Bullet – Suggest what landlord should do:
I would kindly request that a plumber and heating technician be sent as soon as possible to address these matters. If convenient, I am available this Friday or Saturday to allow them access to the apartment.

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Closing Paragraph:
Thank you for your attention to this matter. I would appreciate your quick response, as I am eager to ensure the apartment remains in good condition.

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Yours sincerely,

James Whitehouse

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Grammar Features:

• Present Continuous for ongoing problem → “…which has been dripping continuously…”

• Present Perfect for recent development → “…the heating system does not function properly…”

• Polite request with “would kindly request” → “I would kindly request that a plumber… be sent.”

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6. To show appreciation and thanks

Question:

You recently completed a project with a colleague and would like to thank them for their help.
Write a letter to your colleague. In your letter:

• thank them for their support

• explain how their help made a difference

• suggest a way to celebrate or show your appreciation

​

Sample Letter:

​

Dear Emily,

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Opening Paragraph:
I hope you are well. I am writing to thank you for the invaluable support you provided during the recent marketing project. Your assistance was greatly appreciated and made a real difference to our team’s success.

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Thank Them for Their Support:
I am especially grateful for the time you spent reviewing the campaign materials and helping to refine the social media strategy. Your attention to detail and creative ideas were essential to ensuring the project ran smoothly.

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Explain How Their Help Made a Difference:
Thanks to your contribution, we were able to meet the tight deadline and deliver high-quality results. Your guidance also helped me learn new approaches to managing digital marketing tasks more effectively.

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Suggest a Way to Celebrate or Show Appreciation:
As a token of my appreciation, I would like to take you out for lunch next week. It would be a good opportunity to celebrate our success and thank you in person. Please let me know which day suits you best.

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Closing Paragraph:
Once again, thank you for your hard work and support. I look forward to collaborating with you on future projects.

​

Yours sincerely,

James Whitehouse

​

Grammar Features:

• Past Simple for completed actions → “…you spent reviewing the campaign materials…”

• Present Perfect for recent impact → “…we were able to meet the tight deadline…”

• Polite offer with “would like to” → “…I would like to take you out for lunch next week.”

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7. To provide information 

Question:

You recently missed a class and would like to inform your teacher.
Write a letter to your teacher. In your letter:

• apologise for missing the class

• explain the reason for your absence

• ask for guidance on what you missed

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Sample Letter:

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Dear Mrs. Smith,

​

Opening Paragraph:
I hope you are well. I am writing to thank you for the invaluable support you provided during the recent marketing project. Your assistance was greatly appreciated and made a real difference to our team’s success.

​

Thank Them for Their Support:
I am especially grateful for the time you spent reviewing the campaign materials and helping to refine the social media strategy. Your attention to detail and creative ideas were essential to ensuring the project ran smoothly.

​

Explain How Their Help Made a Difference:
Thanks to your contribution, we were able to meet the tight deadline and deliver high-quality results. Your guidance also helped me learn new approaches to managing digital marketing tasks more effectively.

​

Suggest a Way to Celebrate or Show Appreciation:
As a token of my appreciation, I would like to take you out for lunch next week. It would be a good opportunity to celebrate our success and thank you in person. Please let me know which day suits you best.

​

Closing Paragraph:
Once again, thank you for your hard work and support. I look forward to collaborating with you on future projects.

​

Yours sincerely,

James Whitehouse

​

Grammar Features:

• Past Simple for completed actions → “…you spent reviewing the campaign materials…”

• Present Perfect for recent impact → “…we were able to meet the tight deadline…”

• Polite offer with “would like to” → “…I would like to take you out for lunch next week.”

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8. Apologising to a colleague for Missing an Event

Question:
You recently missed a colleague's special event.
Write a letter to your colleague. In your letter:

• apologise for missing the event

• explain why you missed it

• suggest a way to make it up to them

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Sample Letter:

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Dear Sarah,

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Opening Paragraph:
I hope you are well. I am writing to say how sorry I am for not being able to attend your birthday celebration last weekend.

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First Bullet – Apologise:
Please accept my sincere apologies for missing such an important occasion. I know how much effort you put into organizing the party, and I truly regret not being there to celebrate with you.

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Second Bullet – Explain why:
Unfortunately, on the morning of the event I fell ill with a severe migraine, which left me unable to leave the house. I did not want to risk ruining the party atmosphere by arriving unwell.

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Third Bullet – Suggest making it up:
To make it up to you, I would love to take you out for dinner at your favorite restaurant next weekend. It would be a good chance to celebrate together, even if a little later than planned.

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Closing Paragraph:
Once again, I am very sorry for missing your special day. I hope you will forgive me, and I look forward to making it up to you soon.

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Yours sincerely,

James Whitehouse

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Grammar Features:

• Polite apology with “please accept” → “Please accept my sincere apologies…”

• Past Simple for event → “…I fell ill with a severe migraine…”

• Future Intent with “would love to” → “I would love to take you out for dinner…”

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9. Requesting a Reference Letter

Question:
You are applying for a new job and need a reference letter from your previous employer.
Write a letter to your former manager. In your letter:

• remind them who you are

• explain why you need the reference

• tell them how they can send it

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Sample Letter:

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Dear Mr. Reynolds,

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Opening Paragraph:
I hope you are doing well. I am writing to ask if you would be willing to provide me with a reference for a new job application.

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First Bullet – Remind them who you are:
You may remember that I worked in your department as a customer service officer from 2020 to 2023. During that time, I was responsible for handling client enquiries, managing accounts, and training new staff.

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Second Bullet – Explain why you need it:
I am now applying for a position as a customer relations manager at a large international company. The role requires strong communication skills and proven experience in client support, and I believe your reference would carry great weight.

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Third Bullet – How to send it:
If possible, could you kindly email the reference letter directly to the HR manager at recruitment@globalservices.com by the end of this month? Please let me know if you need any further details.

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Closing Paragraph:
Thank you very much for considering this request. I am grateful for your time and support, and I hope we can keep in touch.

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Yours sincerely,

James Whitehouse

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Grammar Features:

• Past Simple for work history → “I worked in your department as a customer service officer…”

• Present Continuous for application → “I am now applying for a position…”

• Polite request with “could you kindly” → “Could you kindly email the reference letter…”

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10. Complaining about minor problems in an apartment

Question:

You recently moved into a new apartment and have noticed some minor problems.
Write a letter to your housing manager. In your letter:

• describe the problems you have noticed

• explain how these problems affect you

• suggest what you would like the manager to do

​

Sample Letter:

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Dear Mr. Collins,

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Opening Paragraph:
I hope you are well. I recently moved into apartment 12C at Oakwood Residences, and I am writing to inform you of a few minor issues that need attention.

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Describe the Problems:
The main problems I have noticed are a dripping faucet in the kitchen, a small leak in the bathroom ceiling, and a faulty light in the living room. While none of these issues are severe, they require prompt attention to prevent further damage.

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Explain How These Problems Affect You:
These problems have caused some inconvenience. The dripping faucet makes it difficult to use the kitchen efficiently, the ceiling leak worries me about potential water damage, and the broken light affects my ability to work comfortably in the living room during the evenings.

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Suggest What the Manager Should Do:
I would greatly appreciate it if a maintenance team could visit the apartment at a convenient time to repair these issues. I am available on weekdays after 5 p.m. and on weekends.

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Closing Paragraph:
Thank you very much for your attention to this matter. I look forward to your prompt response and assistance.

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Yours sincerely,

James Whitehouse

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Grammar Features:

• Present Perfect for ongoing issues → “…I have noticed a few minor issues…”

• Polite request with “would greatly appreciate it if” → “…I would greatly appreciate it if a maintenance team could visit…”

• Present Simple for facts → “…the broken light affects my ability to work comfortably…”