Formal Email Asking for Information PDF

Formal email asking for information Read the following informal email and check the different parts and the language used. Dear Sir/Madam, I am writing to you to enquire about the medical volunteering in Cambodia that has been advertised on your website. As a medical student, I would be very inter...

Formal email asking for information Read the following informal email and check the different parts and the language used. Dear Sir/Madam, I am writing to you to enquire about the medical volunteering in Cambodia that has been advertised on your website. As a medical student, I would be very interested in participating in this program, and I would be grateful if you could give me some further details. Firstly, according to your website, there is a minimum duration of four weeks; however, the maximum duration of the programme is not mentioned. I would appreciate it if you could tell me whether it is possible to have extended stays since I would like to work in one of your hospitals for a period of over six months. Secondly, you also inform that only students in their 4th year of medical school can be accepted as volunteers. In my case, I have just finished my 3rd year and I would like to know if I can already be considered a 4th-year student. Finally, I would appreciate some information about accommodation. Could you please tell me if volunteers are offered a room in a shared house? And if that is so, would you mind telling me if electricity, running water and WIFI are provided? I look forward to hearing from you. Yours faithfully, Derek Peters. Check the useful language. ➪ Greeting and signature or closing line. These are the first and last lines of an email or letter. ➪ Opening line in the first paragraph, where you state your reason for writing, and closing line in the last paragraph. ➪ Asking for information. ➪ In formal letters, use indirect questions instead of direct questions. ➪ Discourse markers used to order our points. Structure and useful language Greeting The greeting is used to address your reader. If you know the person you are writing to, use ‘Dear Mr’ for a man and ‘Dear Ms’ for a woman, followed by their surname (NOT their name). If you don’t know the name of the person you are writing to, you can use ‘Dear Sir/Madam’. Reason for writing (paragraph one) You should start the first paragraph by stating the purpose of your email or letter. You have some examples below: I am writing to enquire about… (the advertisement/the job offer/etc.) I am writing in reference to… I am writing in connection with… I am writing to… (complain/enquire/etc.) about… Body After the first paragraph, where we state the reason why we are writing, we can use one paragraph for each of the points we want to ask about. And at the beginning of each paragraph, we should use connectors to order our points. Firstly/First of all,… (paragraph 2) Secondly/In addition/I would also like to know,… (paragraph 3) Finally,… (paragraph 4) Asking for information Here is some useful language that you can use when the purpose of your email or letter is asking for information: I am writing to enquire about… I would be grateful if you could give me some information/further details about… I would appreciate some information about… I would be interested to receive further details about… Specific questions In formal letters or emails, direct questions are rarely used; you should use indirect questions. I would be grateful if you could tell me… (how much the course costs/when the course starts/etc.) I would appreciate it if you could tell me… I would like to know… I was wondering if you could tell me… Would you mind telling me…? Could you tell me…? I you have to ask several questions, you should avoid repeating the same type of indirect question all the time. Use some of the different forms above. Closing line Right before the signature, you should write some closing remarks. Here you have some useful language. I look forward to hearing from you. I look forward to receiving the requested information. I would appreciate it if you could answer my questions as soon as possible. Signature Yours sincerely, (use this if you began your email or letter with Dear + the name of the person). Yours faithfully, (use this if you began your email or letter with Dear Sir/Madam). Writing a formal letter of Complaint Example 123 Filmore Road Chadthorpe Lancs. 5th September 2022 Feel Free Travel 253B Delaware Buildings Portree Dear Sir / Madam, I’m writing to express my dissatisfaction at the service I received on my holiday with Feel Free Travel. My friend and I went on the 8-day tour of Greece, reference GR36A, from the 5th to the 13th of August and we were extremely disappointed with the accommodation and the food. First of all, your brochure said that we would stay in ‘clean, mid-range hotels’. However, my bedroom was dirty in the Olympia Hotel, and the Opera Hotel was in a noisy and unsafe part of town, which made me feel very anxious. Secondly, although the brochure stated that all meals were included, I was shocked by the food that we were served at the hotel restaurant. For lunch, we were given a small, squashed sandwich and a carton of juice. To make matters worse, when we complained to the tour guide, we were told to buy more food at the supermarket. I feel that I am entitled to a refund to compensate for this terrible service. I look forward to hearing from you soon. Yours faithfully, Julie Watkins ➪ Explain that you are making a complaint and state what you want to happen next. ➪ Use adjectives to show your feelings ➪ Use connectors to move from one problem to the next ➪ Use passive voice to explain what happened to you ➪ Use reported speech to describe information from a website, brochure, etc. Elements of a Formal Letter When you write a formal letter, you should include these elements: Write your own address in the top right-hand corner Write the date under your address Write the address of the recipient, i.e., the person you are writing to, on the left- hand side, below your address Start the letter with Dear… if you know the name of the recipient or Dear Sir / Madam if you don’t know the name of the recipient. Sign off your letter with Yours sincerely if you know the recipient, or with Yours faithfully if you don’t know the recipient. The structure of a letter of complaint Your letter should be divided into paragraphs. In the first paragraph you should: ➪ explain that you are making a complaint. I wish to complain about the service I received on my holiday. I am writing to complain about… I am writing to express my strong dissatisfaction at… ➪ give essential details such as the location, time and any reference numbers of the incident. My friend and I went on the 8-day tour of Greece, reference GR36A, from the 5th to the 13th of August. ➪ introduce what you are complaining about. …and we were extremely disappointed with the accommodation and the food. In the next paragraph(s) give further details of the problem. If there were several problems, use connectors like Firstly, Secondly, Additionally, Furthermore, To make matters worse, Finally, to move from one problem to the next. End your letter by stating what you want to happen next. Here are some useful phrases: I insist that you give me a refund to compensate for this terrible service.  I expect a full refund. I must insist on a refund of (the cost of)… I demand compensation for… I hope you will take the necessary steps to… I feel that you should… I feel that I am entitled to a refund. Describing what happened to you (Passive Voice) Usually, you have a bad experience because something happened to you – you didn’t do something yourself. For example, in the sentence: For lunch, we were given a small, squashed sandwich and a carton of juice. The writer did not do anything. Someone else gave the writer a small, squashed sandwich and a carton of juice. And in the sentence: We were told to buy more food at the supermarket. Someone else told the writer to buy more food. In this situation, it’s common to use the passive voice in formal writing. When complaining about a past situation, use the past simple passive: was/were + the past participle of the main verb. We were given… We were told… I was assured… I was ignored… I was charged… You may also need to use the past perfect passive: had been + the past participle of the main verb. I realised that we had been given… I noticed that I had been charged… If you want to include who did the action, use the preposition by. We were told by the tour leader to buy more food at the supermarket. Describing printed information (Reported speech) In your letter, you can refer to information printed in a brochure or advertisement. To do this, you should use reported speech. You can do this using phrases like:  The brochure stated that… The advert said that… Imagine what is written in the printed information. For example: “All meals are provided.” “You will stay in clean, mid-range hotels”. When you report this information in your letter, use reported speech and change the present tense to the past tense, and change will to would. “All meals are included”. ➪ The brochure stated that all meals were included. “You will stay in clean, mid-range hotels”. ➪ The brochure stated that we would stay in clean, mid-range hotels. Contrasting printed information with your experience In your letter, you can contrast the information in a brochure or advert with your own experience by using link words like although and however. Your brochure stated that we would stay in ‘clean hotels’. However, my bedroom was dirty in the Olympia Hotel. Although the brochure stated that all meals were included, we only received lunch twice during the holiday. Note that we use however and although in different ways. However is normally used at the beginning of a sentence, before a comma (,) and after a full stop (.) or a semicolon (;). Although can be used at the beginning or in the middle of a sentence. We do NOT use a comma after although; we use although + subject + verb. We had a good time. However, we didn’t like the hotel. Although we had a good time, we didn’t like the hotel. Describing feelings and situations You can use adjectives to show how you felt during a situation such as: surprised (at) shocked (by) disappointed (with) anxious (about) worried (about) confused (by) You can add adverbs like very or extremely to make the feelings stronger.  We were extremely disappointed with the accommodation and the food. I was shocked by the poor quality of the food. I felt very anxious about my safety. You should also use adjectives to describe the problems you experience. Choose adjectives that describe the situation clearly. The hotel was cheap and poorly maintained. It was in a noisy and unsafe part of town. The bedroom was dirty. The sheets were stained. The sandwich was small and squashed. It was not fresh. The tour leader was rude and unhelpful. The bus was uncomfortable. The brochure was inaccurate. You should describe your dissatisfaction and frustration about the events, but you should always keep a calm and polite tone if you want your letter to be effective. Writing a discussion essay: Discuss two views and give your opinion A discussion essay is an essay where you are presented with two opposing views on a topic, and you are asked to discuss both views and, often, to give your opinion. Make sure you understand the question The first thing you should do is analyse the question and make sure that you understand exactly what you are asked to do and all the points you need to include in your text. Here is an example question that we will use to guide you through the process of planning and writing a discussion essay: Some people believe that vaping is a safer alternative to smoking and helps people quit smoking, while others think that e-cigarettes are harmful and may lead to vapers becoming smokers in the future. Discuss both views and give your opinion. This is the information we have in the question: Topic: vaping/e-cigarettes ‘For‘ arguments: safer than smoking, quit smoking aid ‘Against‘ arguments: harmful, may lead to smoking We can see from the question that you have to discuss two opposing views about vaping. You must concentrate on discussing ideas relevant to the for and against arguments provided. Also, you have to give your opinion. Structure of a discussion essay The first thing you need to do is think about what is your opinion, and then you need to have a clear idea of the structure you want to use. This part of the process of writing the essay is essential. Here, we suggest a possible structure for your essay: 1) Introduction Introduce the topic and the two opposing views State your opinion 2) Body paragraph 1 Topic sentence: describe the view/s that you disagree with. Explanation: explain why some people support this view or provide evidence that supports it. (Optional: you can also add a counterargument to incorporate your opinion.)  Example: give an example. 3) Body paragraph 2 Topic sentence: describe the view that you agree with. Explanation: explain why some people support this view or provide evidence that supports it. Example: give an example. 4) Conclusion Summarise the key points and reaffirm your opinion Introduction ➪ The introduction should not be very long. You should start by paraphrasing the question, which means saying the same but using different words. Essay question: Some people believe that vaping is a safer alternative to smoking and helps people quit smoking, while others think that e-cigarettes are harmful and may lead to vapers becoming smokers in the future. Paraphrase: It is often said that vaping is healthier than smoking and helps smokers quit their habit. However, many are concerned about the potential harm of e-cigarettes and their role in leading people to become smokers. ➪ After the paraphrased version, you should add your opinion, always including the opposite view again. Opinion: While it might be true that vaping is less dangerous than smoking, I believe the substances in e-cigarettes are proven to be harmful and addictive and should be regulated more strictly. Here is the final version: Introduction It is often said that vaping is healthier than smoking and helps smokers quit their habit. However, many are concerned about the potential harm of e-cigarettes and their role in leading people to become smokers. While it might be true that vaping is less dangerous than smoking, I believe the substances in e-cigarettes are proven to be harmful and addictive and should be regulated more strictly. Useful expressions Introduce the first view Some people argue/claim/say/believe that… There are those who argue/claim/say/believe that…  It is often claimed that… Introduce the opposite view Nevertheless, other people claim/argue/believe that… However, there are those who claim/argue/believe that… However, opponents of… claim/argue/believe that… Introduce your opinion I hold the view that… In my view,… In my opinion,… Body paragraph 1 The three suggested parts of this paragraph are: Topic sentence 1 On the one hand, some people argue that vaping is a safer option than smoking traditional cigarettes. Explanation They emphasise that it eliminates all the harmful substances resulting from tobacco combustion. Topic sentence 2 In addition, supporters also say that e-cigarettes provide a means for smokers to stop smoking. Explanation They believe that since vaping offers the possibility to decrease the nicotine you consume gradually, it makes quitting easier. Example For instance, in some countries like the UK or New Zealand, e-cigarettes are promoted as an important treatment option for smokers who want to quit. This is the final result: Body paragraph 1 On the one hand, some people argue that vaping is a safer option than smoking traditional cigarettes. They emphasise that it eliminates all the harmful substances resulting from tobacco combustion. In addition, supporters also say that e-cigarettes provide a means for smokers to stop smoking. They believe that since vaping offers the possibility to decrease the nicotine you consume gradually, it makes quitting easier. For instance, in some countries like the UK or New Zealand, e-cigarettes are promoted as an important treatment option for smokers who want to quit. Useful expressions Introduce the paragraph with the first view On the one hand,… Introduce an argument that supports the first view Some people argue/claim/say/believe that… There are those who argue/claim/say/believe that… It is often claimed that… Supporters argue/suggest/claim/say that… Add a new argument, idea, example, etc In addition,… Moreover,… Furthermore,… Introduce a second argument that supports this view Some people also argue/claim/say/believe that… There are those who also argue/claim/say/believe that… It has also been claimed/suggested that… Supporters also argue/suggest/claim/say that… Introduce an example For example,… For instance,… Body paragraph 2 The three suggested parts of this paragraph are: Topic sentence 1 However, critics claim that while vaping eliminates some harmful chemicals, e-cigarettes still contain addictive or dangerous substances such as nicotine or flavouring chemicals. Topic sentence 2 Moreover, e-cigarettes are known to cause nicotine addiction among non-smokers, which may lead them to take up smoking. Explanation Many people who have never smoked are attracted to vaping by the aggressive marketing campaigns and the existence of many different enticing flavours, and many of them progress from e-cigarettes to tobacco. Example For example, vaping has become very popular among British youngsters, and there is a lot of debate about the need to implement stricter regulations because many of these vapers end up becoming smokers. This is the final result: Body paragraph 2 However, critics claim that while vaping eliminates some harmful chemicals, e- cigarettes still contain addictive or dangerous substances such as nicotine or flavouring chemicals. Moreover, e-cigarettes are known to cause nicotine addiction among non-smokers, which may lead them to take up smoking. Many people who have never smoked are attracted to vaping by the aggressive marketing campaigns and the existence of many different enticing flavours, and many of them progress from e-cigarettes to tobacco. For example, vaping has become very popular among British youngsters, and there is a lot of debate about the need to implement stricter regulations because many of these vapers end up becoming smokers. Useful expressions Introduce the paragraph with the second view On the other hand,… However,… In contrast,… Introduce an argument that supports the second view Other people argue/claim/say/believe that… There are those who argue/claim/say/believe that… It is often claimed that… Critics/opponents argue/suggest/claim/say that… Add a new argument, idea, example, etc In addition,… Moreover,… Furthermore,… Use distancing expressions to introduce an argument It is known that (e-cigarretes/vaping/etc.)… (E-cigarretes/vaping/etc.) are/is known to…  It has also been claimed/suggested that… Introduce an example For example,… For instance,… Conclusion The conclusion shouldn’t be too long. It should consist of two parts: Summary of the main points of your essay Although it could be argued that e-cigarettes are less harmful than tobacco and offer a potential alternative for adult smokers trying to quit, the presence of unsafe chemicals and addictive substances in e-liquids is a health risk and leads many non-smokers to start smoking. Your opinion In my opinion, vaping has serious health effects, and we need stronger regulations to restrict the use of e-cigarettes and mitigate their potential risks. This is the final result: Conclusion In conclusion,although it could be argued that e-cigarettes are less harmful than tobacco and offer a potential alternative for adult smokers trying to quit, the presence of unsafe chemicals and addictive substances in e-liquids is a health risk and leads many non-smokers to start smoking. In my opinion, vaping has serious health effects, and we need stronger regulations to restrict the use of e-cigarettes and mitigate their potential risks. Useful expressions Introduce the conclusion In conclusion,… To conclude,… To sum up,… Introduce the argument you don’t support Although/While it could be argued that… Although/While some people argue that… Although/While it is often claimed that… Introduce your opinion  In my opinion,… I believe that… In my view,… Here’s the complete essay: It is often said that vaping is healthier than smoking and helps smokers quit their habit. However, many are concerned about the potential harm of e-cigarettes and their role in leading people to become smokers. While it might be true that vaping is less dangerous than smoking, I believe the substances in e-cigarettes are proven to be harmful and addictive and should be regulated more strictly. On the one hand, some people argue that vaping is a safer option than smoking traditional cigarettes. They emphasise that it eliminates all the harmful substances resulting from tobacco combustion. In addition, supporters also say that e-cigarettes provide a means for smokers to stop smoking. They believe that since vaping offers the possibility to decrease the nicotine you consume gradually, it makes quitting easier. For instance, in some countries like the UK or New Zealand, e-cigarettes are promoted as an important treatment option for smokers who want to quit. However, critics claim that while vaping eliminates some harmful chemicals, e- cigarettes still contain addictive or dangerous substances such as nicotine or flavouring chemicals. Moreover, e-cigarettes are known to cause nicotine addiction among non-smokers, which may lead them to take up smoking. Many people who have never smoked are attracted to vaping by the aggressive marketing campaigns and the existence of many different enticing flavours, and many of them progress from e-cigarettes to tobacco. For example, vaping has become very popular among British youngsters, and there is a lot of debate about the need to implement stricter regulations because many of these vapers end up becoming smokers. In conclusion, although it could be argued that e-cigarettes are less harmful than tobacco and offer a potential alternative for adult smokers trying to quit, the presence of unsafe chemicals and addictive substances in e-liquids is a health risk and leads many non-smokers to start smoking. In my opinion, vaping has serious health effects, and we need stronger regulations to restrict the use of e-cigarettes and mitigate their potential risks. Opinion essay – agree or disagree with a statement An “agree or disagree” opinion essay is a type of essay where you are presented with a statement or an opinion and must express your agreement or disagreement with it. The key to writing an effective “agree or disagree” essay is to present a clear opinion and support it with well-developed arguments. It is important to provide evidence and examples to strengthen your position and counter any potential opposing viewpoints. Here is an example question that we will use to show you how to write this type of essay: Scientists and technology experts are more valuable to society than artists.To what extent do you agree with this view? Structure of an opinion essay This essay typically follows a four-paragraph structure consisting of an introduction, two body paragraphs, and a conclusion. In the introduction, you need to paraphrase the question, present your thesis statement, which states whether you agree or disagree with the given statement, and introduce two reasons that support your opinion. Each body paragraph focuses on one of your supporting arguments or reasons, providing evidence, examples, and logical explanations to support your viewpoint. Finally, the conclusion summarises your main points and restates your position. 1) Introduction Paraphrase the statement (say the same using different words) State your opinion Introduce two reasons that support your opinion 2) Body paragraph 1 Topic sentence: describe your first supporting argument Explanation: explain Example: give an example. 3) Body paragraph 2 Topic sentence: describe your second supporting argument Explanation: explain Example: give an example. 4) Conclusion Summarise the key points and reaffirm your opinion Example answer It is often suggested that scientists and technology experts contribute more to society than artists. I agree with this view. Although it isn’t easy to measure someone’s value to society, I personally feel that scientists and technology experts have a more significant impact not only on our society’s economy, but also on essential services that improve our quality of life. First of all, science, technology, and the arts are all very productive industries. However, while there is a shortage of scientists and technicians, there tend to be fewer jobs available for creative workers. As a result, creative people often spend more time unemployed, in temporary, low-skilled jobs, or working on eccentric projects that would need to generate more income. Consequently, they contribute less to society financially. An example of this is a study conducted in the United States which revealed that approximately 64% of individuals with a degree in the arts end up working in fields unrelated to their artistic expertise. Secondly, although art and music are often greatly respected and appreciated, it is possible to survive without them. On the other hand, science and technology are necessary to provide power, water, medicine, communications, food and much more. Therefore, we could argue that experts in these fields are far more valuable. For instance, in times of crisis or natural disasters, it is scientific advancements that prove critical in saving lives and rebuilding communities. In conclusion, I believe scientists and technology experts contribute significantly more to society than artists. They have more job opportunities and play a vital part in fields like healthcare, infrastructure, and innovation. While art and music hold great cultural value, the role of science and technology in providing essential services and improving lives makes them more valuable contributors to society overall. Writing a good introduction An introduction for an opinion essay should start by restating the question in your own words. Sometimes it is difficult to find synonyms for some keywords, and if you try, you might choose a term that is slightly different in meaning, and you risk losing marks for not answering the question. For example, in our essay question, it might be hard to paraphrase the key phrases “scientists and technology experts” and “artists” without risking changing their meaning. What we have done is change the rest of the sentence: Question statement: Scientists and technology experts are more valuable to society than artists. Paraphrased version: It is often argued that scientists and technology experts contribute more to society than artists. Then, clearly state your stance, saying if you agree or disagree, and introduce the reasons you’ll discuss in your essay’s body paragraphs. Our introduction, for instance, paraphrases the topic about scientists and technology experts, announces agreement, and presents two reasons: the impact on the economy and essential services. These are the reasons that we need to use in the body paragraphs. Describing effects The following link words can be used to describe the effect of one thing on something else: Consequently / Therefore / As a result Consequently, as a result and therefore often start a sentence and are followed by a comma. When sentences are short, they can link to the previous sentence by using and. There tend to be fewer jobs available for creative workers. As a result, creative people often spend more time unemployed. Science and technology are necessary in order to provide power, water, medicine, communications, food and much more. Therefore, we could argue that experts in these fields are far more valuable. Creative people often spend more time unemployed or in temporary, low-skilled jobs, and consequently, they contribute less to society financially. Thus Thus is more often used after and to link two parts of a sentence. I believe that creative arts are a luxury not a necessity, and thus experts in these fields are less valuable to society. So So never starts a sentence when used to describe an effect. It links two sentences and is normally used after a comma. I believe that creative arts are a luxury not a necessity, so experts in these fields are less valuable to society. Making Generalisations When we write short opinion essays, we cannot include many details to prove that a statement is true. Therefore we make generalisations. It is important to use language carefully to show that you are making a generalisation, as it makes the information in your essay more accurate and respectable. Example:  Creative people spend more time unemployed. This statement is probably not accurate. Some people’s value is probably linked to their income, but we don’t have that information. As a result, we should change the language to make the sentence more accurate Creative people often spend more time unemployed. Rarely, often, generally and tend to can be used to make generalisations about frequency. Artists rarely receive the same level of consistent financial support Scientists and technicians generally find work easily. There tend to be fewer jobs available for creative workers. The modal verbs can and may are also useful for making generalisations. Creative people may spend a long time working on projects that are financially unviable. Creative jobs can be hard to find. Some, most or the majority of are useful for making generalisations about number. The majority of scientists and technology experts find work easily. Most people with a degree in the arts end up working in fields unrelated to their artistic expertise. Some of their work will go down in history. Acknowledging alternative opinions In your essay, you should focus on supporting the opinion that you stated in the title. However, it is a good idea to acknowledge that alternative opinions exist. To do this, use link words that show contrast: While there is a shortage of scientists and technicians, there tend to be fewer jobs available for creative workers. While art and music hold great cultural value, the role of science and technology in providing essential services and improving lives makes them more valuable contributors to society overall. It is possible to survive without art and music. On the other hand, science and technology are necessary. I admire a number of artists and musicians. However, I believe that creative arts are a luxury not a necessity. Although art and music are often greatly respected and appreciated, it is possible to survive without them. Note how while and although link a sentence with two parts, and on the other hand and however start a contrasting sentence and are followed by a comma. Useful language Introducing a statement or view: It is often suggested/argued/claimed that… Many people argue/claim that… It is often agreed that… It is widely believed/thought that… Agreeing and disagreeing: I agree/concur with this view/opinion/assertion. I totally/completely agree with this view/opinion/assertion. I share this view/opinion/assertion. I don’t agree with this view/opinion/assertion. I don’t share this view/opinion/assertion. Giving your opinion: In my opinion,… To my mind,… I personally think/feel that… I believe that… I hold the view that… We could argue that… Introducing and sequencing the supporting arguments: Firstly,… / First of all,… Secondly,… / Additionally / Another point to consider is that… Finally,… Giving examples: For example,… An example of this is… For instance,… Introducing the conclusion: In conclusion,… To sum up,… To conclude,… Formatting for different types of business letters There are different types of business letter formats, each with their own pros and cons. The appropriate business format for you largely depends on your preference. They include: Full block format The full block form is the default form for a formal business letter. When in doubt, you can use the full block format as a safe option. For this type of formatting, there are no indentations in the paragraphs. Every part of the business letter is left-aligned under the full block format, including the sender and receiver addresses. For readability, you identify a new paragraph by skipping a line. Modified block format The modified block form is the same as the full block form, except the sender's address is right-aligned. This format is slightly less formal than the full block format. This format is most appropriate when addressing the letter to someone with whom you have a working relationship. Semi block format The semi-block business letter format is the same as the full block format, except the paragraphs have indentations. If you don't like the look of the single line between your paragraphs, you can opt for this format. The semi-block format is also appropriate for formal letters. Simplified form The simplified business letter format uses a subject line instead of a salutation. Beyond that exception, it follows the same format as the full block business letter format. The simplified format is best for letters that have multiple recipients. You can use the simplified form for circulars or memos.