Writing/ B2 Writing lessons and / Formal email or letter asking for information
How to Ask for Information Politely and Professionally
In this lesson, you will learn how to write a clear, polite, and well-structured formal email to request information in English. You’ll discover how to:
Review the full example below to see these techniques in action!
Task: Write a formal email to ask for details about a medical volunteering programme in Cambodia.
To: [email protected]
Subject: Enquiry About Medical Volunteering Programme in Cambodia
Dear Sir/Madam,
I am writing to you to enquire about the medical volunteering programme in Cambodia that has been advertised on your website. As a medical student, I would be very interested in participating in this programme, and I would be grateful if you could give me some further details.
Firstly, according to your website, there is a minimum duration of four weeks; however, the maximum duration of the programme is not mentioned. I would appreciate it if you could tell me whether it is possible to have extended stays, as I would like to work in one of your hospitals for a period of over six months.
Secondly, you state that only students in their 4th year of medical school can be accepted as volunteers. In my case, I have just finished my 3rd year, and I would like to know if I can already be considered a 4th-year student.
Finally, I would appreciate some information about accommodation. Could you please tell me if volunteers are offered a room in a shared house? And if so, would you mind telling me if electricity, running water, and Wi-Fi are provided?
I look forward to hearing from you.
Yours faithfully,
Derek Peters
Use “Dear Sir/Madam” if you don’t know the recipient’s name. Close with “Yours faithfully”. If you do know their name (e.g., “Dear Ms Smith”), close with “Yours sincerely.”
Start by stating your purpose. End with a polite closing remark:
Use discourse markers to organize your points clearly:
Avoid direct questions (“How long is the programme?”). Instead: