IGCSE Directed Writing - Formal Letter Exemplar: Podcasts

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Video lesson for IGCSE Directed Writing: How to Write a Formal Letter

IGCSE Directed Writing: Exam Question

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IGCSE Directed Writing: Exemplar

Dear Ms Bexter,

I am writing to you to make some suggestions for ways our company could improve its productivity, boost morale, and move forward with our shared goal of capturing the local paper market: allowing employees to listen to podcasts. Indeed, I know your concerns regarding podcast listening, yet my recent research on this topic may be of interest to you.

Whilst I understand that you may reasonably believe that listening to podcasts during working hours could be seen as rude, discouraging the collaboration that our company is well-known for, podcasts can be a catalyst for further team bonding. Team members could listen to podcasts on a wide array of topics, from marketing to improving sales, which might then be discussed together during break times, building stronger relationships. Since there are many free educational podcasts, this can also be used as a method of completely free professional development, upskilling employees without costing the business any money.

Not only this, but podcasts can increase our productivity as they increase the speed of completing menial tasks. Whilst most of our work is incredibly interesting, there are some lesser favoured tasks like data entry that might be sped up with this method. This would also improve employee morale as these tedious tasks can be completed in record time while learning on the job. Furthermore, I know you are also very scientifically minded, so did you know that listening to podcasts can reduce stress and boost energy? This seems like a very efficient way for the company to improve the mental health of its workforce, potentially reducing the number of sick days employees take.

Of course, I know your worries that listening to podcasts could be distracting and impair communication between staff. However, this is a fantastic way for staff to improve their listening skills. This may have a knock-on benefit to the company, as listening skills are vital to effective meetings, staff interaction and collaboration. Moreover, podcasts can always be paused at any moment, so should an important discussion occur, staff would then make the professional decision to pause their podcast to engage with their co-workers.

I hope that my thoughts might prompt you to reconsider the company policy that presently bans podcasts during working hours. It would be wonderful to set up a meeting between us to discuss this matter in more depth.

I look forward to hearing from you at your convenience.

Best wishes,

Ms Sarah O’Rourke

Head of Marketing

Formal Letter Writing for IGCSE Directed Writing

1. Formal Letter – Podcasts Download

Features of Formal Letter Writing for IGCSE Directed Writing

Crafting a formal letter is a vital skill for academic and professional success, especially for students preparing for exams like the IGCSE. Below are key features and tips to enhance your formal letter writing:

1. Structure of a Formal Letter

Address: No need to write an address.
Salutation: Always use a formal greeting, such as “Dear Ms. Smith,”. Avoid using first names unless you know the recipient well.
Introduction: Start by introducing the purpose of your letter. For example, “I am writing to suggest ways our company can improve its productivity.”
Main body paragraphs: Organise your paragraphs by topic rather than copying the structure of the exam texts. E.g. topic of money, emotional wellbeing, and education.
Closing: End with a formal sign-off, e.g., “Yours sincerely, [Your Name].”

2. Creating a Sense of Audience

Know Your Reader: Tailor your language and content to suit the recipient. You need to make the relationship between you and your recipient feel realistic, especially if you’ve likely met them before in real life. For instance, when writing to your boss, express shared goals: “move forward with our shared goal of capturing the local paper market”.
Acknowledge Concerns: If you anticipate objections, address them upfront. You might say, “I know your concerns regarding podcast listening” to show you understand their perspective.

3. Language Features

Formal Vocabulary: Use proper terminology and avoid slang. Phrases like “boost morale” and “move forward” illustrate professionalism.
Modal Verbs: Incorporate verbs such as “could,” “should,” or “may” to express possibilities or suggestions. For example, “Our company could improve productivity by allowing employees to listen to podcasts”.
Avoid Contractions: Refrain from using contractions like “don’t” or “can’t” to maintain formality. Instead, write “do not” and “cannot”.

4. Transition Phrases and Reporting Verbs

Use Transition Words: Employ formal transition words such as “however,” “furthermore,” and “similarly” to connect ideas smoothly. For instance, “However, my recent research regarding this topic may be of interest to you”.
Generalizers and Reporting Verbs: Instead of stating facts outright, you can use phrases like “Some staff observed that…” This adds a layer of professionalism and credibility.

5. Politeness and Flattery

Occasional Flattery: Acknowledging the accomplishments of the recipient can enhance the tone. For example, compliment your boss’s leadership before making your suggestions.
Professional Tone: Maintain an objective and professional tone throughout the letter. Avoid emotional language or anything that could appear casual.

IGCSE Directed Writing – Formal Letter Exemplar: Podcasts