Study notes for BEGAE-182 Block 3 Unit 4. Covers formal vs informal register, three levels of formality, personal and friendly style, impersonal style for bad news, plain English guide, gender-neutral language, formal vs informal expression identification, and sample formal letter. Free PDF download.
Free study notes by IGNOUNotes.in for BEGAE-182 Block 3 Unit 4 — The Language of Formal Letters. This unit covers formal vs informal register, three levels of formality, how to tailor your style for different situations, the personal and friendly style, the impersonal and indirect style for bad news, avoiding overused phrases, gender-neutral language, and how to identify formal vs informal expressions. Full exam-ready notes with model answers.
In this age of WhatsApp, email, and social media, many students think that formal letter writing is outdated. This is wrong. We still depend on letters — paper or email — to communicate professional, business, and consumer interests. A well-written formal letter expresses a point of view, makes a case, registers an opinion, or professes a need.
Formal letters require language that is precise, formal, friendly, and polite. The basic framing phrases — Dear Sir, Sincerely, Thank you, Best wishes — give the letter a professional tone. Within this frame, the choice of words, the sentence structure, and the overall style all communicate the writer's attitude, purpose, and relationship with the reader. This applies equally to paper letters and professional emails.
The most important distinction in letter language is register — the level of formality appropriate to the situation. The same information can be expressed at different registers. Here is a complete side-by-side comparison:
| Informal Expression | Formal Equivalent | Note |
|---|---|---|
| Hi | Dear [Name] / Dear Sir / Dear Madam | Formal letters use "Dear" not "Hi" |
| putting me up | your hospitality during my visit to | Idiomatic — needs to be made precise and formal |
| Sorry | Please accept my apologies / I must apologize for | Casual apology → formal written apology |
| when I got back | on my return | Casual phrase → precise formal expression |
| workmates | colleagues | Slang → professional term |
| go on | proceed | Casual → single precise formal verb |
| straight away | immediately | Colloquial → formal adverb |
| great that you are able | very kind of you | Casual enthusiasm → polite formality |
| pass on | convey / communicate / transmit | Informal phrasal verb → formal single verb |
| thanks | gratitude / I would like to express my gratitude | Casual → formal acknowledgement |
Dictionaries clearly indicate whether a word is formal or informal. When in doubt, look up the word in a good dictionary like the Oxford Advanced Learner's Dictionary or the Cambridge International Dictionary. Both give clear labels such as "formal", "informal", "disapproval", "humorous". Always verify the register before using a new word in a formal letter.
The IGNOU textbook gives three texts that show three completely different levels of formality. Understanding these levels is essential for choosing the right style in every professional situation.
| Text | Type | Register | Key Features |
|---|---|---|---|
| Text A Payal's letter to Maya | Informal personal letter between friends | Casual, chatty, conversational | Contractions (I've, don't, it's), slang ("stuck in that old job"), questions directed at friend ("what about you these days?"), emotional language ("you have to stay positive") |
| Text B H.C. Chambers to Sales Team | Formal business email from Head of Department | Formal, professional, positive | No contractions, full sentences, precise figures (Rs. 5,58,466 / 10% increase), formal praise ("you are all to be highly commended"), active voice throughout |
| Text C Assignment of Copyright | Legal document / contract | Very formal, legal, impersonal | Archaic legal language ("the undersigned hereby sells, transfers and assigns unto"), third person throughout, no personal pronouns, dense formal vocabulary |
The language of formal official letters and emails sits between conversational informal style (Text A) and dense legal style (Text C). It must be businesslike without being stuffy. The tone should suggest you are: sensible, objective, interested in facts, and courteous.
| Style | When to Use It | Key Features | Avoid When |
|---|---|---|---|
| Personal and Friendly | Sales promotions, thank you letters, congratulations, welcoming new members, positive messages | Use I, we, you, your. Active voice. Short sentences. Direct questions. Warm tone. | Giving bad news — personal style makes a rejection more painful and intrusive |
| Impersonal and Indirect | Bad news letters: rejections, complaints, overdue payments, refusals | Use passive voice. Avoid personal pronouns. State facts without personal blame. | Positive messages — impersonal style sounds cold and unfriendly |
| Forceful | When you need to make an impact, insist on action, or register a strong complaint | Direct sentences. Short, powerful statements. Active voice. Strong verbs. | Routine communication — sounds aggressive for everyday correspondence |
| Passive / Diplomatic | When you want to soften a message, avoid confrontation, or seem more diplomatic | Passive constructions ("It has been noted...", "It is recommended...") | Informal or personal contexts — sounds bureaucratic and distant |
Test 1 — Relationship Test: "Who am I and who are they? Are we friends of longstanding or complete strangers? Is the reader my senior or my equal?"
Test 2 — Purpose Test: "What do I want to say? What action do I want the reader to take? How would I feel if I received this letter? Would I want to respond positively?"
Only after answering both tests should you decide which style is most appropriate for this particular letter.
| Technique Used in the ICICI Letter | How It Creates a Personal Tone |
|---|---|
| Uses I, we, you, your (personal pronouns) | Makes the reader feel they are being spoken to directly, not addressed as a faceless customer |
| Active voice throughout | "We have introduced" not "A service has been introduced" — sounds human, not bureaucratic |
| Short sentences and a direct question ("How does it work?") | Captures the rhythm of natural conversation — reader feels engaged, not talked at |
| Warm opening reference to "your time" | Shows the company is thinking about the customer's needs, not just selling a product |
| "Customers like you" — complimentary inclusion | Makes the reader feel valued, special, and respected |
"You have not paid your telephone bill." — This is accusatory and offensive.
Better: "The bill has not been paid." — Impersonal, states the fact without blaming.
When the message is negative, the impersonal style protects the relationship. Personal style in bad news letters makes a difficult message feel like a personal attack.
When the message is negative — a rejection, a refusal, a complaint about overdue payment — a direct personal style can feel offensive and even threatening. The impersonal and indirect style reduces the blow significantly.
| Offensive (Direct Personal) | Better (Impersonal Indirect) | What Changes |
|---|---|---|
| "I regret to inform you that WE MUST REJECT your application." | "Your application to our law school programme cannot be accepted." | "We must reject" → "cannot be accepted" (passive — no personal agent doing the rejecting) |
| "WE CANNOT accept your application because YOU WERE SUPPOSED to send it before July 9." | "The refusal is based on the fact that all applications must be received before July 9." | "You were supposed to" → "all applications must be received" (rule applies to everyone, not just this person) |
| "YOU HAVEN'T responded to our repeated letters and phone calls." | "Our attempts to contact you by phone and by letter have been unsuccessful." | "You haven't responded" → "our attempts were unsuccessful" (passive — no accusation directed at the reader) |
State the facts. Never state the blame.
"Your payment is more than 60 days overdue." (states fact) — correct.
"You have failed to pay your bill despite reminders." (blames directly) — wrong.
Even a letter that cuts off a customer's service can end positively: "We look forward to a continued association with you." This keeps the door open for a future relationship.
Many people write in an over-formal style full of tired, overused phrases. Writing in plain English saves everyone time and makes your letter clearer and more effective.
"I never write metropolis for seven cents, because I can get the same price for city."
Simple, familiar words put the writer and reader on the same level. Long, abstract words create distance and reduce clarity. Never use a long word when a short one does the same job.
| Overused / Wordy Phrase | Plain English Replacement |
|---|---|
| In the course of investigations | During investigations |
| It should also be mentioned that | (Just say it — don't announce it) |
| Allow a few days to elapse before | Please wait before |
| At an early date | Soon |
| Until such time that | Until |
| In spite of the fact that | Despite / Although |
| For a period of 14 days | For 14 days |
| Up to a maximum of four people | Up to four people |
| It would be appreciated if you would | Please |
| I am writing with reference to | I am writing about |
| At this moment in time | Now / At present |
| In accordance with your request | As requested |
| Obtain | Get |
| Assistance | Help |
| Commence | Begin / Start |
| Terminate | End |
| Endeavour | Try |
| Prior to | Before |
| We acknowledge receipt of | We have received |
| Enclosed herewith | I enclose / Please find enclosed |
| Wordy Sentence | Plain English Version |
|---|---|
| The duty of a clerk is to check all incoming mail and to record it. | The clerk must check and record all incoming mail. |
| She has the ability to influence the outcome. | She can influence the outcome. |
| It is necessary that we take a stand on this pressing issue. | We must take a stand on this pressing issue. |
| A shortage of tellers at our branch office on Friday and Saturday during rush hours has caused customers to become dissatisfied. | A teller shortage during rush hours on Friday and Saturday has caused customer dissatisfaction. |
A young man is rushed to hospital after a road accident. He is taken to the operating theatre for an emergency operation, but the surgeon says: "I cannot operate on this man — he is my son." The surgeon is not the patient's father. Who is the surgeon?
Answer: The surgeon is the patient's mother. Most people hesitate because they automatically assume surgeons are male. This is exactly the kind of gender bias that language both reflects and reinforces in society.
| Rule | Incorrect (Gendered) | Correct (Gender-Neutral) |
|---|---|---|
| Use plural pronouns for generic references | A doctor must inform his patient. | Doctors must inform their patients. |
| Use he/she or his/her when singular is needed | The researcher should place an asterisk after his name. | The researcher should place an asterisk after his/her name. |
| Avoid gendered job titles | chairman, stewardess, fireman, policeman, mailman | chairperson/chair, flight attendant, firefighter, police officer, mail carrier |
| Avoid gendered qualifiers | "a lady doctor", "an authoress", "a male nurse" | "a doctor", "an author", "a nurse" — the gender qualifier is unnecessary |
| Avoid stereotyping in letters | "Both the applicant and his wife should sign." | "Both the applicant and spouse should sign." |
| Avoid "Dear Sir" to unknown recipients | "Dear Sir" (assumes reader is male) | "Dear Sir/Madam" or "To Whom It May Concern" |
One of the most commonly tested skills in IGNOU exams is identifying whether an expression belongs to formal or informal letter writing. Here is the complete list from the IGNOU textbook with answers and explanations:
| Expression | F or I? | Why |
|---|---|---|
| "I'll finish now as I'm running out of space." | Informal | Contractions (I'll, I'm), casual reason ("running out of space") |
| "Thank you for sending me your brochure." | Formal | Polite, complete sentence, no contractions |
| "Sorry for not writing for so long." | Informal | "Sorry" is casual; no formal apology structure |
| "If you have any further questions, please contact me again." | Formal | Polite offer to help, formal vocabulary |
| "I must apologize for not contacting you sooner." | Formal | Formal verb "apologize", complete and polite sentence |
| "I look forward to hearing from you." | Formal | Standard formal closing phrase in letters |
| "I'd better finish." | Informal | Contraction (I'd), casual expression |
| "Write again soon!" | Informal | Exclamation, imperative, very casual |
| "I wish to apply for the post of Call Auditor at ACER Industries..." | Formal | "I wish to apply" is formal; precise job title and company name given |
| "It was lovely to hear from you." | Informal | "Lovely" is casual and warm; personal expression |
| "Best wishes." | Either | Used in both formal and personal letters — context determines register |
| "It was great to get your letter." | Informal | "Great" is casual; conversational word choice |
| "Good luck!" | Informal | Casual expression with exclamation mark |
| "I wish to complain about the terrible service at your restaurant." | Formal | "I wish to complain" is formal; direct statement of purpose and intent |
| "I am writing with reference to your letter..." | Formal | Standard formal opener; full sentences; no contractions at all |
Here is the model formal letter from the IGNOU textbook — Mr. Hussain accepting a job offer. It demonstrates the personal and friendly formal style with correct structure and appropriate professional tone.
| Feature of This Letter | Why It Works |
|---|---|
| Opens with thanks for the offer | Positive, warm opener — establishes goodwill and gratitude immediately |
| States acceptance clearly in one sentence | Direct, unambiguous — the reader knows immediately that the offer is accepted |
| "I look forward to working to the best of my ability" | Shows enthusiasm and commitment — builds a strong positive first impression |
| States joining date ("two weeks' time") | Practical and specific — gives the employer the information they need |
| "Yours faithfully" (not "Yours sincerely") | "Yours faithfully" when you don't know the person's name (Dear Sir). "Yours sincerely" when you address them by name (Dear Mr. Smith). |
Yours faithfully — when the letter begins with "Dear Sir" or "Dear Madam" (you don't know the reader's name)
Yours sincerely — when the letter begins with the reader's name (e.g., "Dear Mr. Sharma", "Dear Ms. Kapoor")
The rule is simple: no name in salutation → faithfully; name in salutation → sincerely. This is one of the most commonly asked and most commonly confused points in IGNOU English exams.
2-mark → 40–60 words | 4-mark → 100–150 words | 6-mark → 200–280 words
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