Professional Letters & Emails (KS3–KS4)

Match your tone to the situation. Use a clear structure, polite phrasing, and a precise subject or purpose.

Purpose and audience

Inform

Share details or updates clearly; keep paragraphs short and skimmable.

Request

State the request early, include necessary context, propose a timeline.

Persuade/Complain

Be polite, factual, and solution‑focused; avoid emotional language.

Tone

Formal

Dear Ms Patel, I am writing to request... I would appreciate... Yours sincerely, [Name]

Neutral/Polite

Hi Mr Khan, Could you please... Many thanks, [Name]

Structure

Subject line (emails): precise and informative
Greeting (Dear/Hi + name or title)
Purpose in first sentence
Key details in short paragraphs or bullets
Polite close with a clear next step
Sign‑off (Yours sincerely / Kind regards + name)

Subject lines: do and don’t

Request for Library Volunteer Hours – Wednesdays 3:30–4:30

Year 10 Work Experience Placement – Availability in July

Help pls!!!

Important / URGENT (no details)

Language

Could you please..., I would appreciate..., I am writing to..., Thank you for your time.

Avoid slang, emojis, or ALL CAPS. Check spelling and names.

Improve the draft

Weak: Hey, can I do library stuff after school? thx

Better: I am writing to ask whether I could volunteer in the school library on Wednesdays from 3:30–4:30 pm to help with shelving and returns.

Sample email

Subject: Request for Library Volunteer Hours

Dear Mrs Evans,

I am writing to ask if I could volunteer in the school library on Wednesdays after school. I am available from 3:30–4:30 pm and would be happy to help with shelving and returns.

Please let me know if this would be possible. Thank you for your time.

Kind regards,

Samir Rahman (Year 9)

Model letter: work experience enquiry

[Your address]
[Date]

The Manager
GreenTech Solutions
[Company address]

Dear Sir or Madam,

I am a Year 10 student at Riverside School seeking a one‑week work experience placement from 8–12 July. I am particularly interested in sustainable design and would value the opportunity to observe your engineering team.

I can provide references from my teachers and am available to discuss any suitable tasks or requirements.

I would be grateful if you could let me know whether a placement would be possible.

Yours faithfully,

[Your name]

Etiquette and formatting

Use CC for stakeholders who should see the email; use BCC for privacy when emailing a group.

Name attachments clearly: Rahman_Samir_ConsentForm.pdf

Reply within 24–48 hours where possible; acknowledge if you need more time.

Proofreading checklist

Correct names, titles, and dates
One clear purpose in the opening
Short paragraphs; bullets for lists
Polite close with a next step
No slang, emojis, or typos

Practice

Draft a formal email to your head of year requesting permission to start a student chess club. Include purpose, details, and a polite close.

Challenge

Write a complaint email to a supplier about late delivery of textbooks. Include dates, order number, impact, and a reasonable request for resolution.