Formal and Informal Letter Writing in English: The Format HK Primary Exams Expect

Letter writing is a classic English writing task that appears in primary school internal exams and in TSA. Yet it is also one of the tasks where I see the most consistent format errors — missing addresses, wrong sign-offs, inconsistent register — that cost marks entirely unnecessarily.

The good news is that letter format is completely learnable. Once your child has the correct layout and conventions memorised, they can focus their effort on content and language quality.

The Two Types of Letters in HK Primary English

Primary school English assessments typically require two types:

Formal letters: Written to someone you do not know personally, or in an official context — a school principal, a newspaper editor, a manager, a government official. Uses formal language, full names, specific conventions.

Informal (friendly) letters: Written to someone you know well — a friend, a cousin, a pen pal. Uses friendly, conversational language, first names, more relaxed conventions.

Understanding the difference in register — the level of formality of the language — is as important as knowing the format.

Formal Letter Layout

Here is the standard formal letter layout expected in HK primary English:

[Your address — top right or top left depending on school]
[City, date]

[Recipient's name and title]
[Recipient's address or position]

Dear [Title + Surname] / Dear Sir or Madam,

[Opening paragraph: state the purpose of the letter]

[Body paragraphs: details, arguments, requests]

[Closing paragraph: what you expect to happen next or a courteous closing statement]

Yours sincerely,       (if you used a name in the greeting)
OR
Yours faithfully,      (if you used "Dear Sir or Madam")

[Your full name — print it]

The sincerely/faithfully distinction is the rule that trips up the most P5 and P6 students:

• You know their name → "Dear Mr Lee" → "Yours sincerely"
• You do not know their name → "Dear Sir or Madam" → "Yours faithfully"

A memorable way to teach this: if you used a name, you are sincere. If you were too formal for a name, you were faithful (to the conventions of formal writing).

Formal Letter Language Register

In a formal letter, avoid:

• Contractions: write "I am" not "I'm"; "we do not" not "we don't"
• Slang or casual vocabulary
• Expressions like "Hi!", "Anyway," "a lot of"
• First names for the recipient

Use instead:

• Polite, professional language: "I am writing to inquire about...", "I would be grateful if you could..."
• Formal vocabulary: "sufficient" rather than "enough", "regarding" rather than "about", "I would like to draw your attention to" rather than "I want to tell you"
• Hedged requests: "Could you please..." rather than "Can you..."

Useful Formal Letter Phrases

Opening the letter:

• I am writing to express my concern about...
• I am writing with regard to...
• I would like to bring to your attention...
• I am writing in response to...

Making requests:

• I would be grateful if you could...
• Could you please consider...
• I would like to request...

Giving opinions / making suggestions:

• I believe that...
• In my opinion...
• I would suggest that...
• It would be beneficial to...

Closing:

• I look forward to hearing from you.
• I hope you will take my suggestions into consideration.
• Please do not hesitate to contact me if you require further information.

Informal Letter Layout

The informal letter is considerably more relaxed:

[Your address — top right]
[Date]

Dear [First name],

[Opening: friendly greeting and a reference to previous contact or the reason for writing]

[Body: casual, friendly sharing of news, opinions, questions]

[Closing: friendly sign-off, perhaps asking them to write back]

Love, / Best wishes, / Take care,
[Your first name]

No recipient address is written. The sign-off is warm and personal.

Informal Letter Language

Informal letters can include:

• Contractions: "I'm so excited!", "You won't believe what happened!"
• Casual vocabulary and conversational phrases
• Questions to engage the reader: "Have you ever been to a theme park?"
• Exclamation marks (used sparingly but appropriately)
• First names

Informal does NOT mean no punctuation or structure. Sentences still need capital letters and full stops. Paragraphs still organise the content. "Informal" refers to register, not to grammar abandonment.

The Most Common Format Mistakes in Exams

Mistake	How to Fix
Missing sender's address	Always include it, top right
Using "Yours sincerely" after "Dear Sir or Madam"	Remember: name = sincerely; no name = faithfully
Signing with just a first name in a formal letter	Always print your full name under the formal sign-off
Using contractions in a formal letter	Write it out: "I am", "I would", "I cannot"
No paragraphs	Even informal letters need paragraph breaks for different topics
Forgetting the date	It must always be there
Starting the body with "I am writing this letter to..."	Just write "I am writing to..." — of course it is a letter

A Sample Exam Scenario

Task: Write a formal letter to the principal of your school suggesting that the school should start an English book club.

The student should:

1. Include the proper formal layout
2. Open with a clear statement of purpose
3. Give 2–3 reasons for the suggestion with brief elaboration
4. Make a polite, specific request
5. Close with a forward-looking statement
6. Use the correct formal sign-off

The content of the suggestion matters, but so does every element of format. In a letter writing task, format errors cost marks before the examiner even reads a word of the student's argument.

Practise the layout until it is automatic. Then your child's mental energy in the exam goes to the content — which is where the real marks are.