Summary of Formal and Informal Writing Styles
Formal and Informal Writing Styles: A Student's SEO Guide
Introduction
Formal writing is a form of communication used in official situations, such as when drafting business letters, cover letters, academic papers, and applications. Its purpose is to clearly and professionally convey information, while adhering to an appropriate structure and maintaining a suitable tone.
Definition: Formal writing is a style that employs a standardized structure, formal language, complete sentences (avoiding contractions and abbreviations), and a neutral, polite tone.
Fundamental Principles of Formal Writing
Tone and Language
- Maintain a neutral to formal tone.
- Avoid contractions (e.g., do not use "don't", "I'm", "hasn't").
- Sentences tend to be longer and more complex, but always with clear meaning.
Definition: Contractions are shortened forms of verb phrases, such as "don't" instead of "do not"; they are to be avoided in formal writing.
Salutation and Closing
- Typical salutations include: "Dear Sir or Madam", "Dear Mr. Jones", "Dear Ms. Novak" (in Czech, most commonly "Vážený pane Nováku", "Vážená paní Nováková").
- Standard closing phrases are: "Yours sincerely", "Sincerely" (in Czech, "S pozdravem", "S úctou").
Structure of a Formal Letter
- Sender's address
- Date
- Recipient's address
- Salutation
- Main body (introduction, main content, conclusion)
- Complimentary close and signature
Definition: The structure of a formal letter is a defined sequence of parts that ensures clarity and a professional impression.
Detailed Components of a Formal Letter
Sender's Contact Information
- Include your name, street address, city, postal code, email, and phone number.
- Format the date as: 'January 10, 2023' or '10 January 2023', following standard practice.
Recipient's Address
- Recipient's name, company/organization (if applicable), street address, city, postal code.
Salutation
- Use a formal title and last name: 'Dear Mr. Smith'.
- If the name is unknown: 'Dear Sir or Madam'.
Body of the Letter
- Introduction: Briefly state the purpose of the letter.
- Main Body: Elaborate on reasons, skills, facts, and requests.
- Conclusion: Summarize and state the desired next step (e.g., request for an interview, a response).
Closing and Signature
- Use a formal closing ('Yours sincerely', 'Sincerely').
- Below it, include your full name and, if applicable, a handwritten signature.
Practical Examples
Example: Job Application (short sample)
January 10, 2023
Dear Mrs Jones,
My name is ***. I am 19 years old. I am from the Czech Republic. I am writing to apply for this job, which I saw advertised on jobsforall.com. I am interested in roles such as a coordinator. I am a communicative person and I love children. I am hardworking. I enjoy working with people. I am a quick learner and reliable.
I am interested in sports. I enjoy exercising at home or at the gym. Last summer, I worked at a children's camp and gained a lot of experience. I speak English, Czech, and a little Russian.
If you are interested, I would be pleased to attend an interview with your company. I am looking forward to hearing from you soon.
Yours sincerely,
[Your Full Name]
- Note: In a formal cover letter, the text should flow more smoothly, transitions should be better connected, and specific experiences and results should be highlighted.
Definition: A cover letter introduces the applicant, their key skills, and the reasons why they are suitable for the position.
Interesting Fact: In some cultural environments (e.g., Japan), the letter format and use of titles are even stricter than in the Anglo-Saxon world.
Table: Key Elements Compared (Quick Overview)
| Element | What to Include | Note |
|---|---|---|
| Sender's Address | Name, street, city, email, phone | For return contact |
| Date | Date written | Recommended format varies by country |
| Recipient's Address | Name, company, address | Important for official delivery |
| Salutation | Formal title + last name |
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Formal Writing – A Guide
Klíčové pojmy: Formal Tone: Neutral and Professional, Avoid contractions (e.g., "do not" instead of "don't"), Structure: Sender's Address, Date, Recipient's Address, Salutation, Body, Closing, Use a formal salutation: "Dear Mr./Ms. [Last Name]", Closing phrases: "Sincerely" or "Yours sincerely", Letter Body: Introduction, Main Points, Conclusion with a Call to Action, Proofread for grammar and tailor to the organization, In cover letters, highlight specific experiences and achievements, Use active voice for clarity; passive voice is acceptable in academic contexts, Clearly and accurately state the date and addresses, Signature includes your full name and, optionally, a handwritten signature