The key idea
The learner can choose friendly, neutral or formal language by looking at the reader and the situation.
What is it for?
Learn to choose language that fits your reader and the situation.
What you need to know
- Think about your reader before you write.
- Choose friendly, neutral or formal language.
- Match greetings, requests, thanks and closings.
- Keep the same level of language throughout your text.
- Use clear and polite words in formal messages.
1. Think about your reader
Register means how you sound when you write.
Your words can sound friendly, neutral or formal.
First, think about the person reading your text.
Is this person your friend, teacher or someone you do not know?
Also, think about the situation. A quick message can sound different from an email.
- Use friendly language with people you know well.
- Use neutral language for everyday messages.
- Use formal language for polite requests to teachers or strangers.
- Follow the situation, not only the person.
You write to your friend Sam.
Friendly words are usually a good choice.
You ask a teacher to change your class time.
Neutral or formal words can fit this request.
2. Choose one of three levels
Friendly language sounds warm and relaxed.
Neutral language sounds polite and simple.
Formal language sounds more careful and polite.
Formal writing does not need difficult words.
Use complete sentences and clear requests.
- Friendly: use simple greetings and short requests.
- Neutral: use polite words and clear sentences.
- Formal: use careful greetings and complete requests.
- Do not mix different levels in one text.
Hi Sam! Can you change my class time?
This sounds friendly.
Hello Ms Lee. Could you change my class time?
This sounds neutral and polite.
Dear Mr Brown, I would like to change my class time.
This sounds formal and polite.
3. Match the parts of your message
Your greeting, request, thanks and closing should match.
Choose each part before you write the full message.
Friendly words can sound strange in a formal email.
Formal words can sound distant in a message to a close friend.
- Friendly greetings include Hi and Hello.
- Neutral greetings include Hello Ms Lee.
- Formal greetings include Dear Mr Brown.
- Use Can you...? with friends.
- Use Could you...? for a polite request.
- Use I would like to... for a formal request.
Friendly: Hi Sam. Can you help me? See you!
The greeting, request and closing match.
Formal: Dear Mr Brown. Could you help me? Yours sincerely, Ana
The language stays polite and formal.
4. Match the text to the situation
A quick message is often short.
It may have a greeting and one or two sentences.
An email can have a greeting, a clear request and a closing.
An online post may need no greeting or closing.
Choose the form that fits your reader and purpose.
- A quick message to a friend can be very short.
- An email to a teacher usually needs a clear greeting.
- A formal email needs a suitable closing.
- A post for many readers should be clear and polite.
- Do not use friendly words in a formal message.
Hi Sam, can we start at three?
This short message suits a friend.
Dear Ms Lee, could we start at three? Kind regards, Ana
This email suits a teacher.
5. Keep your language consistent
Use the same level from beginning to end.
Do not start formally and finish with very friendly words.
Check every greeting, request, thank-you and closing.
Formal writing can still use easy words.
- Choose your level before you write.
- Use matching phrases throughout the text.
- Read your message again before sending it.
- Change any phrase that does not fit your reader.
Dear Ms Lee, could you help me? Yours sincerely, Ana
The language stays formal.
Hi Sam, can you help me? See you!
The language stays friendly.
How to do it, step by step
- Think about your reader and the situation.
- Choose friendly, neutral or formal language.
- Choose a greeting that fits your reader.
- Write your request clearly and politely.
- Add suitable thanks or a closing, then check the whole text.
Formulas and key language
| Use it for | Example | Another example |
|---|---|---|
| Hi + name | Hi Sam! | Hi Alex! |
| Hello + title and name | Hello Ms Lee. | Hello Mr Green. |
| Dear + title and name | Dear Mr Brown, | Dear Ms White, |
| Can you + verb...? | Can you change my class time? | Can you help me today? |
| Could you + verb...? | Could you change my class time? | Could you check my homework? |
| I would like to + verb... | I would like to change my class time. | I would like to ask a question. |
| Thanks + for + noun or verb-ing | Thanks for your help. | Thanks for checking my work. |
| Kind regards, + name | Kind regards, Ana | Kind regards, Omar |
| Yours sincerely, + name | Yours sincerely, Ana | Yours sincerely, Omar |
UK / US: Some greetings and closings differ between British and American English. Follow your school's or reader's usual style.
Model text
One Request, Three Registers
Friendly message to a friend
Hi Sam! Can we change our English class to Thursday? I have a family visit on Wednesday. Let me know if Thursday works for you. Thanks! See you, Ana
This message uses a first name and relaxed words. It suits a friend.
Neutral email to a teacher
Hello Ms Lee, Could we change my English class to Thursday? I have a family visit on Wednesday. Please let me know if Thursday is possible. Thanks for your help. Best wishes, Ana
This email uses polite, simple words. It suits an everyday request to a teacher.
Formal email to a teacher
Dear Ms Lee, I would like to change my English class to Thursday. I have a family visit on Wednesday. Please let me know if this change is possible. Thank you for your time. Yours sincerely, Ana
This email uses a formal greeting and careful requests. The words are still easy to understand.
Common mistakes
✗ Dear Ms Lee, Can you change my class time? See you!
✓ Dear Ms Lee, Could you change my class time? Yours sincerely, Ana
The greeting is formal, so the request and closing should match.
✗ Hi Sam, I would like to request a change of class time.
✓ Hi Sam, can we change our class time?
A simple request sounds more natural with a friend.
✗ Hello Ms Lee, change my class time, please.
✓ Hello Ms Lee, could you change my class time, please?
A polite question is better than a direct order.
✗ Dear Mr Brown, I wanna change my class time.
✓ Dear Mr Brown, I would like to change my class time.
Use complete words in formal writing.
✗ Hi Sam, can we change our class time? Yours sincerely, Ana
✓ Hi Sam, can we change our class time? See you, Ana
Yours sincerely is too formal for this friendly message.
Plan it, then check it
Plan
- Write who will read your message.
- Choose friendly, neutral or formal language.
- Choose a greeting and a suitable request.
- Choose thanks or a closing if needed.
Check
- Does my language fit the reader?
- Does my greeting match my request?
- Does my closing match the rest of the text?
- Are my words clear and polite?
- Have I kept the same level throughout?
Practice
Choose the right register
Choose the best register for each situation.
1.You send a quick message to your close friend.
Friendly language usually fits a close friend.
2.You write to the manager of a company you do not know.
Formal language fits a careful request to a teacher.
3.You ask a shop worker a simple question.
Neutral language is polite and suitable for everyday questions.
4.You write to your cousin about meeting after school.
Friendly language suits someone you know well.
5.You write to the director of a school you do not know.
Formal language suits a careful request to an office.
6.You write to your teacher about your homework.
Neutral language is polite without sounding too formal.
Match the phrases
Match each friendly phrase with a suitable neutral or formal phrase.
1.Hi Sam!
2.Can you help me?
3.Thanks a lot!
4.See you!
5.Can we meet at three?
6.Tell me soon, please.
Choose a suitable greeting or closing
Complete each message with a greeting or closing that fits the reader.
1.You write to your friend Sam: Sam!
Hi is a friendly greeting for someone you know well.
2.You write a formal email to Mr Brown: Mr Brown,
Dear is a suitable greeting for a formal email.
3.You finish a friendly message: you soon!
See you soon is a friendly ending.
4.You finish a formal email: Yours , Ana
Yours sincerely is a formal ending.
5.You write to your teacher: Hello Lee,
Ms is a suitable title when writing to a woman.
6.You finish a polite email to a teacher: Kind , Ana
Kind regards is a polite closing for an email.
Keep one register
Rewrite each message. Change the part that does not fit.
1.Dear Ms Lee, can you help me? See you! Ana
The greeting is formal, so the request and closing should match.
2.Hi Sam, I would like to ask if we can meet.
A short, simple request suits a friendly message.
3.Dear Mr Brown, I wanna change my class time.
Use complete words in formal writing.
4.Hi Alex, can you help me? Yours sincerely, Ana
Yours sincerely is too formal for a message to a friend.
5.Hello Ms Lee, change my class time, please.
A polite request sounds better than a direct order.
Now write
Your task
Write two short messages asking to change a class time. Write one to a friend. Write one to your teacher. Use a different register for each reader.
Word bank
HiHelloDearcouldcanwould like tochangeclasstimeThursdaypleasethankshelpKind regardsSee you
Sentence starters
- Hi ___, can we...
- I would like to...
- Could we change...
- I have a...
- Thanks for...
- Please let me know...