Formal Email — Asking for Information
Read the following formal email and check the different parts and the language used.
To: enquiries@volunteeringnow.org
Subject: Enquiry About Medical Volunteering Programme in Cambodia
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
Greeting
Use Dear Mr for a man and Dear Ms for a woman, followed by their surname. If you don’t know the name, use Dear Sir/Madam.
Para 1
Reason for Writing
State the purpose of your email in the first paragraph:
- 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
One paragraph per point — use connectors to order them:
- Firstly / First of all,… (paragraph 2)
- Secondly / In addition / I would also like to know,… (paragraph 3)
- Finally,… (paragraph 4)
Info
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 — use indirect questions
In formal letters or emails, direct questions are rarely used. Use indirect questions instead:
- I would be grateful if you could tell me… (how much the course costs / when it starts…)
- 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…?
⚠ If you have to ask several questions, avoid repeating the same type of indirect question.
Close
Closing Line
- 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.
Sign
Signature
- Yours sincerely, — use this if you began with Dear + the person’s name.
- Yours faithfully, — use this if you began with Dear Sir/Madam.