A formal transactional letter

We usually write a formal transactional letter to respond to written information in the form of advertisements, letters, invitations, notes, etc

Introduction

First paragraph = we write our opening remarks and explain the reason for writing the letter.

Main body

Second and third paragraphs = we ask questions or give the information required. We always ask our questions in a formal indirect way.

Conclusion

Last paragraph = we write our closing remarks.

It is important to include all the facts provided in the rubric and the notes. However, we need to rewrite the information in our own words as much as possible. We do not use abbreviations, contracted types or colloquialisms for this type of transactional letter.

Example: You are an author and you have received the following invitation. Write a letter accepting the invitation and ask for details regarding the location, time and whether you can can bring any guests with you.

     Dear Mrs Stephens,

          We would be delighted if you would accept our invitation to present

     the awards at the Book Society's 5th annual awards dinner.

     Yours sincerely,

     Peter Van De Vere

Dear Mr Van De Vere,

Thank you for your kind invitation. I would be honoured to present the awards at the Book Society's 5th annual awards dinner. Unfortunately, you failed to mention a few important details.

Firstly, I would be grateful if you could let me know the exact date of the event, so that I can rearrange my schedule. I assume that you are holding the event at the Regency Hotel in London, as you did last year. However, I would be grateful if you could let me know if the location has changed. I also need to know what time the event starts.

In addition, I was wondering if it would be possible to bring my daughter as my guest. Finally, I would like to mention that I am a strict vegetarian, therefore I would be grateful if you could let me know whether there will be any vegetarian dishes on the menu.

Thank you again for choosing me to host such a worthwhile event. I am looking forward to it immensely.

Yours sincerely,

Jane Stephens