How to write a thank-you letter?

Somebody has just offered you a good job or sent you a nice gift. Writing a ‘Thank you letter’ is the best way to show your appreciation. Here are a few tips to write a courteous thank-you letter.

Address your letter to a specific person

Whether you are writing a thank-you letter or some other letter, it is always a good idea to address your letter to a specific person.

Be sincere

Do not send a thank-you letter just for the sake of sending it. The tone of your letter must be sincere. Most people can easily sense it when are being dishonest.

The purpose of a thank-you letter is to express your gratitude. And hence stick to that point. Avoid the temptation to discuss other things in a thank-you letter.

Close the letter appropriately. For example, you may reaffirm the gratitude. Or you can indicate your intention to continue contact.

Send it as soon as possible

Write the letter as soon as possible. For example, somebody has sent you a gift. Ideally, you should write a thank-you letter within 24 hours of receiving the gift. A thank-you letter sent two or three weeks later doesn’t have much value.

Be concise

Keep it short and simple. A thank-you letter has to be short. You must still be able to convey the message clearly. Choose the right words that would remind the person of your appreciation.

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Changing rules of formal and informal writing

Writing has generally been more formal and speech more informal. However, these distinctions are beginning to change.

In fact, English used in business situations has started becoming less formal. Many forms (for example, the use of personal pronouns) that were once considered inappropriate in formal writing are now considered perfectly acceptable. Similar changes are being witnessed in the academic field too.

Here is a look at some features that are slowly but steadily making their presence felt in formal writing.

The use of personal letters

The personal pronouns I and we are now quite acceptable in business letters. In fact, businesses are actively promoting this trend because they believe that the use of personal letters will help them personalize the message. The use of I in personal letters is an indication that the writer is willing to take responsibility. We, on the other hand, is used to refer to the company.

Split infinitives

A split infinitive is an expression where an adverb is placed between ‘to’ and the ‘verb’. Some writers still avoid them, but they are also gaining acceptance.

Beginning a sentence with and or but

In the olden days beginning a sentence with the conjunction and orbut was considered a serious crime; now they have become acceptable too. However, you must not begin a sentence with a conjunction just for the sake of it. Avoid it if it is possible, but if the situation demands it, don’t hesitate to use it.

Contractions

Contractions should be avoided in academic writing. However they are perfectly acceptable in emails and personal business correspondence.

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Adverb clause of time

An adverb clause is a subordinate clause. It must be attached to a main clause. Adverb clauses of time are introduced by the subordinating conjunctions while, after, whenever, before, since, as, till, until etc.

While you were playing I was working.

Don’t use the cell phone while you are driving.

As I was walking down the street, I saw James driving a Porsche.

He went to work after he fed the cats.

He went abroad after he finished his studies.

After you have finished your work, you may go home.

Don’t talk while she is singing.

Do it before you forget.

Bring me some water before you go.

I have not been keeping well since I returned from Kerala.

Everyone rose to their feet when he walked into the room.

They were told to wait till the signal was given.

I will wait here until you arrive.

Whenever I go to London, I try to see Mathew.

Whenever I see him, I feel nervous.

As soon as he heard the news, he called me.

Just as he entered the room the clock struck.

No sooner did he see us than he disappeared.

An adverb clause can come before or after the main clause. When it comes at the beginning it is usually separated with a comma.

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Antonyms exercise

Against each key word are given five suggested meanings. Choose the word or phrase which is opposite in meaning to the key word.

1. Discrepancy

a) inconsistency
b) consistency
c) inappropriate
d) variance
e) vagary

2. Disdain

a) attitude
b) honesty
c) admiration
d) zeal
e) disgust

3. Disheveled

a) tidy
b) clumsy
c) unkempt
d) long
e) exasperated

4. Disingenuous

a) sincere
b) sophisticated
c) trained
d) experienced
e) uncomfortable

5. Dismal

a) remarkable
b) trivial
c) reserved
d) puzzled
e) dislocated

6. Dismay

a) intimidate
b) mitigate
c) soothe
d) hearten
e) mystify

7. Dispel

a) scatter
b) gather
c) dissipate
d) refract
e) agonize

8. Disposition

a) sparking
b) watchfulness
c) inclination
d) unwillingness
e) temperament

9. Dissipate

a) vanish
b) unite
c) dispel
d) disappear
e) contemplate

10. Disburse

a) collect
b) gather
c) pay out
d) discard
e) distinguish

11. Keen

a) dull
b) sharp
c) brilliant
d) focused
e) unnecessary

12. Keep

a) protect
b) discard
c) convert
d) celebrate
e) avert

13. Kemp

a) professional
b) successor
c) brave
d) loser
e) atheist

14. Kill

a) murder
b) execute
c) animate
d) slay
e) throw

15. Kindle

a) invoke
b) infuriate
c) put off
d) awaken
e) lavish

Answers

1. consistency

2. admiration

3. tidy

4. sincere

5. remarkable

6. hearten

7. gather

8. unwillingness

9. unite

10. pay out

11. dull

12. discard

13. loser

14. animate

15. put off

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How to make your writing more formal?

While communicating with business people, the language you use must be consistently appropriate in style and tone.

The following are the basic features of formal writing.

Write all verbs in full. Do not use contracted forms like don’t or can’t.

Do not use abbreviations such as info (for information) and asap(for as soon as possible).

Limit the use of passive voice. However, there are some situations where passive verb forms are preferred to active forms. For example, active verb forms used with the first person singular are not considered appropriate in formal or academic writing. Write ‘A copy of the document will be mailed to you as soon as possible’instead of ‘I will mail you a copy of the document asap’.

Watch your vocabulary. Certain words are considered informal. Examples are: fix, begin, start, OK, thanks etc. Avoid them in formal writing. Instead use words like repair (for fix), commence (for start / begin), in order / all right (for OK) and thank you (for thanks).

Avoid informal intensifiers like really and so. Instead use more sophisticated ones such as extremely, highly, entirely etc.

Limit the use of phrasal verbs. As far as possible avoid using them, but if that is not possible limit their use. It is usually possible to express the same idea using standard verb forms.

Certain discourse markers are considered informal. Avoid using them. For example, write incidentally instead of by the way.

Do not leave out words. Ellipsis is not acceptable in formal writing. Write ‘I hope to see you soon’ instead of ‘Hope to see you soon.’

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Uses of have

The auxiliary have has three forms – have, has and had.

Uses of have

In the simple present tense have indicates ideas such as possession, relationships etc.

I have a car.
She has a brother.

Have is used to form the perfect tenses.

We have received the parcel.
She has gone to the market.
We had forgotten to take our umbrellas.
He has left for his native place.

Have can be used to express ideas such as obligation and compulsion.

You have to be there before six.
She has to leave now.
You have to work hard.
He has to face the consequences of his action.

Have + had

This structure is often confused. In ‘have had’ have is the auxiliary verb whereas had is the past participle form of the verb have.

I have had my breakfast. (= I have eaten my breakfast.)
She has had a wash. (= She has taken a wash.)

Complete the following sentences using an appropriate form of have.

1. We …………………. not heard anything from them.

2. You …………………. not paid the fee.

3. She ………………….. not passed the test.

4. I ………………… to apply for that job.

5. He ………………. lost his memory.

6. She ………………. applied for that job.

Answers

1. We have not heard anything from them.

2. You have not paid the fee.

3. She has not passed the test.

4. I have to apply for that job.

5. He has lost his memory.

6. She has applied for that job.

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Vocabulary worksheet

Complete the following sentences using an appropriate form of the word given in the brackets.

1. The scientist …………………… his research for lack of funds. (abandon)

2. The gypsies danced with ………………… (abandoned)

3. He led an ……………………. life. (abandon)

4. Abraham Lincoln had an ………………. faith in the Union. (abide)

5. In a mood of ………………., he gave up sweets and midnight snacks. (abnegate)

6. A clubfoot is an …………………… that can often be corrected by surgery. (abnormal)

7. The senators fought for …………………. of the income tax. (abolish)

8. Murder is the most ………………… crime. (abomination)

9. The filthy streets of this city are an …………………….. (abominable)

10. The Red Indians were the …………………. people of America. (aborigine)

11. Years of …………………. had worn the stones smooth. (abrasive)

12. The speaker’s …………………. remarks insulted the audience. (abrasion)

Answers

1. The scientist abandoned his research for lack of funds.

2. The gypsies danced with abandon.

3. He led an abandoned life.

4. Abraham Lincoln had an abiding faith in the Union.

5. In a mood of abnegation, he gave up sweets and midnight snacks.

6. A clubfoot is an abnormality that can often be corrected by surgery.

7. The senators fought for abolition of the income tax.

8. Murder is the most abominable crime.

9. The filthy streets of this city are an abomination.

10. The Red Indians were the aboriginal people of America.

11. Years of abrasion had worn the stones smooth.

12. The speaker’s abrasive remarks insulted the audience.

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Commonly confused expressions

Accept and except

These words are often confused. Accept means ‘agree to receive or do something’.

She accepted the invitation.
She didn’t accept the job.

Except means ‘not including’.

Everyone except John attended the meeting.

I work every day except Saturday.

Adverse and averse

These words are often confused. Adverse means ‘harmful’ or ‘unfavorable’.

This drug may have adverse side effects.
The adverse effects of antibiotics are being discussed all over the world.

Averse means ‘opposed’ or ‘strongly disliking’.

Which cat is averse to fish?
I am not averse to cooking.

Advice and advise

Advice is a noun. Advise is a verb.

I am tired of listening to advice.
I would like some advice.

Note that advice does not have a plural form.

He gave me advice on diet. (NOT He gave me advices on diet.)

To advise is to recommend that someone should do something.

The doctor advised him to quit smoking.
The teacher advised them to work hard.

Aloud and allowed

Aloud means ‘out loud’.

I read the letter aloud.
They were singing aloud.

Allowed means permitted.

Smoking is not allowed in the kitchen.

Altogether and all together

Altogether means ‘in total’ or ‘completely’.

There are four bedrooms altogether.
She stopped seeing him altogether. (= She stopped seeing him completely.)

All together means ‘all in one place’ or ‘all at once’.

They came in all together.

Appraise and apprise

Appraise means ‘assess’.

She appraised the situation quickly.

Apprise means ‘inform’.

He has been apprised of the situation.

Bacteria and bacterium

Bacteria is the plural form of bacterium. The word bacteria should be used with plural verbs.

Bacteria multiply fast.

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List of interjections

An interjection is a word or phrase that expresses a sudden emotion. Interjections are used to exclaim, protest or react. They can stand by themselves. They may also appear within larger structures.

Hurrah! We’ve won!

Alas, she’s dead now.

Mild interjections are usually set off from the rest of the sentence with a comma. More powerful interjections are followed by an exclamation mark.

Here is a list of common interjections in English.

Ah

This expression can express ideas such as pleasure and surprise.

Ah! It feels good.
Ah! I’ve passed.

Alas

This word expresses pity or grief.

Alas, we’ve lost.

Eh

The word eh has several meanings. It can be used to ask for repetition or to make an enquiry.

‘I’m going.’ ‘Eh?’ ‘I said I’m going.’
‘What do you think of my new hairstyle, eh?’

‘Eh’ can also express surprise.

‘I’ve won.’ ‘Eh! Really?’

Hey

This word is mainly used to call attention.

‘Hey! Where are you going?’

Hi

This is a word used to greet people.

‘Hi John. How’re you?’

Hmm

This word expresses doubt or hesitation.

‘Hmm. Let’s me see.’

Oh

This word expresses surprise.

‘Oh! You both know each other.’

‘Oh’ can also express pain.

‘Oh! I’ve got a bad headache.’

Ouch

This word mainly expresses pain.

‘Ouch! That hurts really badly!’

Well

This word is commonly used to introduce a remark.

‘Well, how did he react?’
‘Well, we are not exactly interested in this.’

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Expressions with set

Here is a list of phrasal verbs with set. Each expression is followed by its meaning. Example sentences are also given.

Set about

To set about something is to start doing something with determination.

He immediately set about organizing the program.

Set someone apart

If a particular quality sets you apart, it makes you seem superior.

Quality is what sets our products apart.

Set something aside

To set something aside is to annul a legal decision.

The high court set aside the ruling of the lower court.

Set in

If something sets in, it begins and seems likely to continue.

Monsoon has set in.
Cold weather has set in.

Set off / set out

To set off or set out is to begin a journey.

We set off in the morning.

Set something off

To set something off is to cause an alarm or a bomb to go off.

Set something forth

To set something forth is to describe it in writing or speech.

In his speech on terrorism, he set forth his views at length.

Set on

To set on is to attack violently.

The robbers set on the helpless travelers.

Set up

To set up is to establish a business or other organization.

I am raising money to set up a business.

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Expressions with once

Here is a list of expressions with once.

Break the fourth wall

To break the fourth wall is to speak directly to your audience during a stage performance.

Cheap at twice the price

If something is cheap at twice the price, it is quite expensive.

This shop only sells items that are cheap at twice the price.

Don’t think twice

If you don’t think twice about something, you are not concerned about it.

Eleventh hour

If something happens at the eleventh hour, it happens at the last minute.

Even a stopped clock is right twice a day

This expression is used to suggest that a person who don’t usually get things right can be correct on some rare occasions.

Fifth column

This expression is used to refer to people or institutions that support potential invaders while remaining within the country.

Fool me once, shame on you; fool me twice, shame on me

This proverb suggests that if someone cheats you once, the shame is on them, but if you allow them to cheat you twice, the shame is on you. That means you should not trust someone who has cheated you before.

For once

On this particular occasion

We will forgive him for once.

Fourth estate

An expression used to refer to the press or media. The other three are the clergy, the nobility and the common people.

Lightning never strikes the same place twice

This expression is used to suggest that if something unusual happens in a place, it is unlikely to happen there again.

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Grammar

How to write a thank-you letter?

How to write a thank-you letter?