How to write a transactional letter? A 'transactional letter' has specific purpose and a result. For example, a letter of invitation, a letter of complaint and others that require a reply or subsequent actions

09.02.2022

Put simply, a 'transactional' letter is one that is written for the purpose of getting something done, of making somebody do something (compare this with a 'non-transactional' letter, whose the purpose might be to share feelings, opinions or experiences with someone else). They can either be formal or informal, depending on whom you are writing to, and there are a lot of different types:

Letters giving information
Letters asking for information enquiries
For Job-application letters,
Invitations
Thank-you letters/notes
How to write a transactional letter?
A 'transactional letter' has specific purpose and a result. For example, a letter of invitation, a letter of complaint and others that require a reply or subsequent actions.
In the exam you will have a description of situation - you might need to reply to a letter or e-mail or write a letter based on some notes or other information. Things you should take into account before writing a transactional letter:

Viewpoint	Try to think yourself into the position of the writer and write from this point of view.
Paragraphing	Work out a paragraph plan before you start writing. Each paragraph should have a specific purpose.
Paragraphing	Each paragraph should have a clear topic and purpose. The first sentence should say why you are writing, the final sentence should make clear to the reader what you expect to happen next.
Key facts	Include all the factual information provided in the question. Use your own words.
Style	Choose an appropriate style, remembering what the purpose of the letter is. For a less formal letter, start with Dear + name and end with Yours sincerely. For a formal letter, start with Dear Sir or Madam and end with Yours faithfully (if you don't now the name).

When you are asked to write a transactional letter you may get some writing input (advertisements, other letters, notes, invitations, etc.) and / or visual prompts (maps, drawings, etc.). When you write a transactional letter you should include all the relevant factual information given, using your own words. You should also make sure that each paragraph deals with only one topic.

After reading these very notes from the Athens University of Economics and Business I have put together the following text, adding my own comments to adjust it all to your needs.

REFERENCE GUIDE TO WRITING LETTERS

Plan your letter well. You need some time to do this. The more you practice, the less time you'll need! Make sure your letter is well structured and organized.

Don't write the addressess unless you are required to do so.

It is very important to use the correct forms of salutation, and signature endings should always be appropriate.

The opening paragraph of a letter should state the purpose of the letter. The middle paragraph(s) should explain the details, beginning a new paragraph for each main point. The closing paragraph should state the course of action needed or repeat the purpose of the letter. Always use the appropriate phraseology for opening and closing.

Be clear about the point being made in each paragraph; topic sentences are very important.
Register is another important thing in letter writing; always bear in mind who you are talking to and how this should affect the ‘tone’ of your letter. Remember to use the appropriate vocabulary for both formal and informal letters.
Another very important point is the use of linking words and phrases. This doesn't mean that should use linking words without knowing what you're saying!
The style of the letter varies depending on who it is addressed to. For instance, a letter to someone you do not know requires a formal style, a letter to someone you know but are not intimate with requires a semi-formal style, whereas a letter to a friend requires an informal style.

Formal style

The greeting (Dear Sir/Madam, Dear Mr / Ms Lee,)
Frequent use of passive
Formal Language (complex sentences, non colloquial English)
No contracted forms (e.g. it's), nor clippings (e.g. info, ad), nor inappropriate abbreviations (e.g. CU, asap)
The ending (Yours sincerely, Yours faithfully)

Semi-formal style

Formal greetings (Dear Mr/Ms + surname,)
Informal endings (Best wishes, / Yours, + first name / full name)
Respectful tone, in any case
Pronouns should not be omitted and idioms should be carefully used.

Informal style

The greeting (Dear Alexa, Dear dad,)
Informal language and style (idioms, colloquial English)
Abbreviated forms, pronouns omitted
The ending (Yours / Love / Best Wishes / Regards / Cleo)

Ending a letter:

1) Yours faithfully
If you do not know the name of the person, end the letter this way.
2) Yours sincerely
If you know the name of the person, end the letter this way.
3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.