1 Transactional Letter Writing Eng

Writing tasks and text types of the B2
Transactional letter
and C1 exams
Practice and e
xam preparation tips
1
We do not really write letters 11 anymore. Emails, however, we write every day. We are
required to write transactional emails in both our private and professional life. In such
situations, it is in our own interest not to back out, but write a clear, to-the-point letter in
order to achieve our goals.
It is this everyday practical nature of this text type that makes it a regular feature of most
language exams, a prime example of a real life exam task.
What makes a letter transactional?

The key word here is ‘transaction’. The writer has a purpose with the text: enquiring, making a complaint,
providing information, recommending, recommending someone, applying for a job, introducing themselves etc.
From a communication point of view, the most important part of the text is the purpose itself, and the measure
of success is whether the purpose has been achieved. In the Euroexam, task fulfilment accounts for as high as
20% of the total marks. The length of the text is relatively strictly limited, just like in real life. A transactional letter/
email is not a descriptive or narrative test, but rather a goal-oriented one. Try to express the content, background
and reasons briefly, precisely and in a style that is in line with the position of the recipient of the letter if you would
like them to read and understand your letter and act accordingly, with their reply or measures taken.
The structure of transactional letters is more or less the same while the content may vary.
Opening paragraph when expressing yourself.

It is a typical approach of candidates to try and dedicate
Apart from clearly explaining the purpose of writing (e.g. an entire paragraph to each piece of information or
complaint, application, recommendation, enquiry), you content point resulting in content being diffused in an
also have to refer to an advertisement/source/call that odd-looking, spread-out text of 7-8 paragraphs.
will help the recipient identify the issue you are writing
Therefore make sure you express yourself in not more
about.
than 2-3 paragraphs in this section putting similar ideas
Candidates often ask whether they have to write a letter side by side, while at the same time bearing in mind the
heading with sender and recipient. When it comes to word count of the task as well. Well-chosen cohesive
the Euroexam, the answer is plain and simple: no. The devices can help you with that as well (e.g. ‘Equally
assessed part of the exam starts with ‘Dear…’. important is…’, ‘As an illustration of...’) by making the
connection between ideas clear both within or beyond
Main body (2-3 paragraphs) the paragraph.
Depending on the topic, issue and goal, you will There is another important formatting and language
reason, explain, or provide details, i.e. about the aspect that you need to bear in mind. Transactional
issue that the recipient must be familiar with in order letters often require the writer to ask the recipient
to react. It is important not to get lost in detail about questions. In such cases, try to avoid asking questions
personal account of events. For example, in a letter of randomly in a disorganised way as it may result in the
complaint, you do not have to refer back to every single reader feeling under attack by a rude letter. It is much
unfulfilled promise that you read in the advertisement. more effective to ask only the most important questions
The most important thing is to be brief and to the point and do so by using polite reported or indirect questions
(e.g. Instead of saying ‘Can I rent a room for 3 months
1 Although transactional letters mostly mean emails nowadays, for the sake of simplicity, we use the
word ‘letter’ throughout our materials. However, what we primarily refer to is emails.
only?’, you can write: ‘Furthermore, would it be possible compensation you expect;
for me to rent the room for 3 months only?’). • in a letter of inquiry, you specify by when and in
what form you expect the information requested;
Closing • in a letter of recommendation, you express your
This paragraph is not merely for saying goodbye, but hope that the reasons explained in your letter will
it gives you the opportunity to close the transaction by be sufficient for a positive response etc.
letting the reader know what you are expecting from It is only after all this that you can say goodbye in
them (see examples below): one sentence, which you can arrange in a separate
• in a letter of complaint, you tell them what kind of paragraph or at the end of the last paragraph.
The style and level of formality of a transactional letter

Every transactional letter – be it a general or business letter – must meet the style requirements of a formal,
polite and somewhat distant communication, irrespective of whether we know the recipient in person or not. You
need to follow the layout rules, use the correct salutation and complimentary closing and remember that you are
not allowed to use contractions ‘…I don’t…’. Another important feature of these letters is that they shouldn’t be
too personal or too emotional, therefore try to avoid expressions of outrage (e.g. in a letter of complaint). Such
letters usually end up in the bin, and thus they fail to achieve their purpose.
Transactional letter writing in the business exam

The main difference between general and business letters is the topic and the vocabulary. The formatting and
stylistic requirements are the same. Apart from the difference in vocabulary mentioned earlier, a business exam
letter differs from the general exam in functions used and its purpose (e.g. in a business environment, you are
more likely to be required to write a request for reference or a negative response to a job application).
Useful links
You can find further tips and sample language for both business and general letters on these websites:
English: English with a Twist
Format requirements in the Euroexam writing test

Recommended length: B2 − 100-120 words; C1 − approx. 200 words. This word count is a recommendation only
and normally we do not penalise deviation from it (being overlong is the most common occurence). However,
it is in your own interest to keep yourself to the instructions of the task. Incidentally, counting words is time-
consuming and it distracts you from the task. Anyway, before starting the letter, we suggest that you jot down a
few keywords and ideas to help yourself decide what to include in the letter and what to leave out.
Using a dictionary in the Euroexam writing test

Although using a dictionary is permitted throughout the entire writing test, we recommend that you primarily use
your active vocabulary and grammatical knowledge. Remember that looking up words in a dictionary is time-
consuming and therefore only resort to it if it is absolutely necessary in order to express yourself. The dictionary
will probably prove more useful when proofreading your finished letter.

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Writing tasks and text types of the B2

What makes a letter transactional?

Opening paragraph when expressing yourself.

The style and level of formality of a transactional letter

Transactional letter writing in the business exam

Format requirements in the Euroexam writing test

Using a dictionary in the Euroexam writing test

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