Bahasa Inggeris notes, unit 10
Writing short messages: emails, notes and replies
Textbook English Form 1 KSSM (2016, older edition) — skills-based units for the UASA, pages Skills unit (UASA Paper format)
What this chapter covers
- I can describe Paper 2 Part 1 of the UASA - one short message, about 80 words, 20 marks, about 20 minutes (10.1)
- I can read a task and find who I am writing to, why, and every content point I must cover (10.2)
- I can lay out an informal email, a note and a reply with a greeting, an opening, a body, a closing and my name (10.3)
- I can use useful phrases to give advice, give reasons, accept or say no to an invitation, thank, say sorry and talk about plans (10.4)
- I can keep a friendly, informal tone and change it a little for an adult such as a neighbour or a teacher (10.5)
- I can plan my message in about 80 words and join my ideas with and, but, so, because, also and it, they or this (10.6)
- I can explain how the four parts of the rating scale - content, communicative achievement, organisation and language - give my 20 marks (10.7)
- I can follow a six-step method to write and check a full Part 1 answer in about 20 minutes (10.8)
In this unit you will learn to write the short message in Paper 2 Part 1: an informal email, a note or a reply to a friend or someone you know. You will learn to find every content point in the task, to use the right greeting, opening and closing, to keep a friendly tone, and to write about 80 words. You will also see exactly how the examiner gives you your 20 marks.
10.1Paper 2 Part 1 at a glance
Paper 2 (Writing) takes 1 hour and has two parts. Part 1 is a short message. Part 2 is a longer text from notes (Unit 11).
| What | Details |
|---|---|
| Task | 1 task: read a short message (usually an email from a friend), then write a reply |
| Marks | 20 marks (half of Paper 2) |
| Time | About 20 minutes, so you have 40 minutes left for Part 2 |
| Length | About 80 words (one real paper asked for about 60, so always read the number in the task) |
| Text types | An informal email, a note (for example to a family member or a neighbour), a text message, or a reply to an invitation |
| Level | CEFR A2 to low B1: simple, clear sentences that do the job |
| Skills | Describe plans or events (LS 4.1.2), and give advice or opinions; join sentences into two or more paragraphs with and, but, so and pronouns (LS 4.1.5); use capital letters, full stops, commas and question marks (LS 4.2.1); spell common words correctly (LS 4.2.2) |
Short communicative message: a short piece of writing with one clear job, such as giving advice, answering questions, inviting or saying thank you. The examiner reads it as the target reader, the person you are writing to.
In the real UASA papers, the task usually looks like this (this one is new, but it has the same shape):
What a Part 1 task looks like
Read the email from your friend, Haziq.
Hi,
I want to get fit during the school holidays. I am thinking of joining a futsal club, going swimming or maybe something else? Which one is best for me? Also, can you join me?
Write soon!
Haziq
In about 80 words, write an email to Haziq giving him some advice.I want to get fit during the school holidays. I am thinking of joining a futsal club, going swimming or maybe something else? Which one is best for me? Also, can you join me?
Write soon!
Haziq
From: ______ To: haziq@email.com
You do not have to write the email addresses. The task gives you the To line; you just start writing below it with your greeting.
10.2Reading the task: find every content point
Before you write one word, read the task and answer four questions. Underline as you read.
| Ask yourself | In Haziq's task |
|---|---|
| Who am I writing to? | Haziq, a friend, so the tone is informal and friendly |
| Why am I writing? | To give advice (the last line of the task tells you) |
| What must I answer? | Every question and every request in the message: these are your content points |
| How long? | About 80 words |
Content point: one thing the task asks you to write about. Each question mark in the friend's message is usually one content point. If the task gives a list ("In your email, you should ..."), each line in the list is one content point.
Haziq's email has three content points:
| Content point | Comes from | What you write |
|---|---|---|
| 1. Choose an activity | "Which one is best for me?" | Swimming, futsal or another idea, such as cycling |
| 2. Give a reason | "giving him some advice" (advice always needs a reason) | Why your choice is good for him |
| 3. Answer his request | "Also, can you join me?" | Yes or no, and a little more (when, where, why not) |
The most common way to lose Content marks is to miss a point, usually the small question at the end ("Also, can you ...?", "By the way, what time ...?"). Count the question marks in the message, and tick each one in your plan.
If the friend gives you choices ("TikTok, Instagram or Facebook or maybe something else?"), you may choose one of them or suggest something else. Either is fine, as long as you say clearly what you choose and why.
Read Mei Ling's message. How many content points are there? What are they?
Hi! My family is moving to Kuching next month, so I will go to a new school. I'm a bit scared. How can I make new friends there? And what should I do on my first day? Please write back. Mei Ling
Show answerHide answer
Two questions, so at least two content points: (1) how to make new friends (for example, join a club, say hello first, be kind) and (2) what to do on the first day (for example, arrive early, ask a teacher for help, smile). A good answer also replies to her feeling ("Don't worry, it is normal to feel scared."), which keeps the reader fully informed and shows you understood her.
10.3The shape of an email, a note and a reply
Every informal message has the same five parts. Learn them and you will never lose marks for the layout.
| Part | What it does | Example |
|---|---|---|
| 1. Greeting | Says hello to the reader by name | Hi Haziq, / Hello Haziq, / Dear Haziq, |
| 2. Opening | One or two friendly sentences that link to their message | Thanks for your email. It's great that you want to get fit! |
| 3. Body | Covers every content point, with reasons and details | I think you should go swimming because ... |
| 4. Closing | One sentence that ends the message kindly | Let me know what you decide. / See you soon! |
| 5. Sign-off and name | A friendly word, then your first name on a new line | Take care, Aina |
Greetings and sign-offs
| Reader | Greeting | Sign-off |
|---|---|---|
| A friend, a cousin | Hi Haziq, / Hello Haziq, / Hey Haziq! | Take care, / Best wishes, / See you soon, / Your friend, / Love, (close friends and family) |
| A family member | Hi Mak, / Dear Abah, / Hi Kak Long, | Love, / See you tonight, |
| An adult you know (neighbour, teacher, coach) | Dear Puan Lim, / Dear Cikgu Rosli, / Dear Mr Daniel, | Thank you, / Best wishes, / Regards, |
Common mistakes in greetings and endings:
Dear Sir,to a friend: much too formal. Use the friend's name.Hi haziq: names always start with a capital letter: Hi Haziq,Your truly friend: write Your friend, or Best wishes,- Forgetting your name at the end: the reader must know who wrote it.
- Putting the sign-off and the name on the same line as the last sentence: give each its own line.
A model email
To: haziq@email.com
Hi Haziq,
Thanks for your email. It's great that you want to get fit during the holidays!
I think you should go swimming. It is good for your whole body, and it is fun on a hot day. Besides, the public pool in Taman Melati is cheap. It costs only RM2.
Yes, I can join you! I am free every morning except Sunday. Shall we meet at the pool at 8 a.m. on Monday? I will bring my goggles.
Let me know soon.
Take care,
Aina
Hi Haziq,
Thanks for your email. It's great that you want to get fit during the holidays!
I think you should go swimming. It is good for your whole body, and it is fun on a hot day. Besides, the public pool in Taman Melati is cheap. It costs only RM2.
Yes, I can join you! I am free every morning except Sunday. Shall we meet at the pool at 8 a.m. on Monday? I will bring my goggles.
Let me know soon.
Take care,
Aina
This email has 86 words (greeting and name included). It answers all three points: the choice (swimming), the reasons (good for the whole body, fun, cheap) and the request (yes, Monday at 8 a.m.).
A note
A note is a short message you leave for someone, for example on the fridge, on a desk or on a door. It has no email lines. It often has the day or time at the top, and it is usually shorter and more direct.
Saturday, 3.30 p.m.
Dear Puan Lim,My family is going to Ipoh tomorrow and we will come back on Wednesday. Could you please water our plants on Monday and Tuesday? The key is with my grandmother at No. 12. Thank you very much!
Best wishes,
Kavitha (No. 14)
In a note to a neighbour or a teacher, say please and thank you, and give the practical details the reader needs: when, where, what to do.
A reply to an invitation
When a friend invites you, the first content point is always yes or no. Then add what the invitation asks for, such as what you will bring, or why you cannot come.
| Accepting (yes) | Saying no politely |
|---|---|
| Thanks for inviting me! I'd love to come. Of course I'll come to your birthday party! I'll bring some kuih for everyone. | Thank you for inviting me, but I'm afraid I can't come. I'm really sorry, but I have to visit my grandparents that day. Can we meet next week instead? |
Put the parts of this email in the correct order: (a) Love, Siti (b) Hi Farah, (c) Can't wait to see you! (d) Thanks for your message. I'm so happy you are coming to Melaka! (e) You should visit Jonker Street at night because the food there is amazing.
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(b) greeting, (d) opening, (e) body, (c) closing, (a) sign-off and name.
10.4Useful language for each job
Most Part 1 tasks ask you to give advice or an opinion. Other tasks ask you to describe a plan, invite, thank or say sorry. Learn two or three phrases for each job.
| Job | Useful phrases |
|---|---|
| Give advice | I think you should + verb ... / You could + verb ... / Why don't you + verb ...? / It's a good idea to + verb ... / If I were you, I would + verb ... / I suggest (that) you + verb ... |
| Give a reason | ... because it is cheap. / The reason is that ... / This will help you to ... / It's also ... |
| Give an opinion | In my opinion, ... / I think ... is the best because ... / I prefer ... to ... |
| Talk about plans (LS 4.1.2) | I'm going to + verb ... / We will + verb ... / On Saturday, I'm visiting ... / I'm planning to ... |
| Thank | Thanks for your email. / Thank you for the lovely present. / It was so kind of you to ... |
| Say sorry | I'm really sorry that I ... / Sorry I couldn't ... / I promise I will ... |
| Ask or suggest | Shall we + verb ...? / How about + verb-ing ...? / Let's + verb ... |
Advice phrases in action
I think you should join the badminton club.Why don't you ask your teacher for help?
It's a good idea to sleep early before the test.
If I were you, I would choose Instagram, because most of our friends use it.
How about making a poster for the notice board?
Common mistakes: mistakes Malaysian learners often make in these messages:
| Wrong | Right | Why |
|---|---|---|
| I suggest you | I suggest you join the club. / I suggest joining the club. | suggest never takes "you to" |
| You should | You should join the club. | after should, could, can, will: the base verb |
| I | I agree with you. | agree is a verb; no am |
| We can | We can discuss it later. | discuss has no about |
| He | He goes to the pool every day. | he / she / it + verb-s |
| Yesterday I | Yesterday I bought a new racket. | irregular past form |
| The ticket is | The ticket is cheap. / The price is low. | a thing is cheap; a price is low |
| I hope you | I hope you are well. | short and natural |
| You can go to | You can go to the pool near my house. | do not drop a / an / the |
10.5Getting the tone right
Tone: how your writing "sounds" to the reader: friendly, polite, serious or rude. Part 1 is almost always informal: you are writing to a friend.
| Informal (friend): use this | Too formal: avoid with a friend |
|---|---|
| Hi Haziq, | Dear Sir, |
| Thanks for your email! | I refer to your email dated 5 May. |
| I think you should ... | It is recommended that you ... |
| Can't wait to see you! | I look forward to your kind reply. |
| Take care, Aina | Yours faithfully, Nur Aina binti Ahmad |
Informal writing may use contractions (I'm, it's, don't, can't, I'll), friendly questions ("How are you?") and an exclamation mark now and then. It is still correct English: full sentences, capital letters and full stops.
Informal does not mean "chat language". Do not write u, r, pls, btw, gd luck, hehe or !!!!!. Write you, are, please, by the way, good luck. Malay words such as lah or jom also lose marks for language, except names of food, places and festivals (nasi lemak, Jonker Street, Hari Raya).
When the reader is an adult you know (a neighbour, your coach, a teacher), stay friendly but be more polite: Dear Puan Lim, Could you please ..., Thank you very much. Do not use slang or "Hey!".
Which sentence has the right tone for an email to your best friend? (a) I am writing to inform you that I am unable to attend. (b) sorry cant come la, got tuition (c) I'm so sorry, but I can't come because I have tuition that day.
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(c). It is friendly and informal, but it is still correct English with a capital letter, an apostrophe and a full stop. (a) is too formal for a friend; (b) is chat language with no capital letters or punctuation.
10.6About 80 words: planning and joining ideas
"About 80 words" means roughly 70 to 100 words. Far fewer, and you probably missed details; far more, and you waste time you need for Part 2 and make more mistakes. Use this plan:
| Part | Sentences | About |
|---|---|---|
| Greeting + opening | 1 to 2 | 10 to 15 words |
| Content point 1 + reason or detail | 2 | 20 words |
| Content point 2 + reason or detail | 2 | 20 words |
| Content point 3 + reason or detail | 1 to 2 | 15 words |
| Closing + sign-off + name | 1 | 10 words |
Count quickly: count the words in two of your lines, find the average, then multiply by the number of lines. If your handwriting gives about 10 words a line, 8 lines is about 80 words. Contractions such as I'm count as one word.
Paragraphs
Give your message at least two or three short paragraphs: the opening, the body (one paragraph per point is fine) and the closing. Leave a blank line or start a new line between paragraphs. This helps your mark for Organisation (LS 4.1.5).
Joining words and pointing words
Short sentences are fine at A2, but the examiner wants to see them connected.
| Job | Words | Example |
|---|---|---|
| Add an idea | and, also, besides, too | It's cheap. Besides, it's near your house. |
| Contrast | but, however | Futsal is fun, but it is only on Fridays. |
| Reason | because | Choose Telegram because it is free. |
| Result | so | It rains a lot in the evening, so go in the morning. |
| Order | first, then, after that, finally | First, make a group. Then, add all the members. |
| Point back (pronouns) | it, they, this, there, them | Try the pool in Taman Melati. It is very clean. I go there every week. |
Do not start every sentence with "And" or "So", and do not join everything into one long sentence with "and ... and ... and". Two connectors used well are better than ten used badly.
Join each pair with because, but or so. (1) I want to come. I have tuition on Saturday. (2) Use Instagram. Most of our friends use it. (3) The concert starts at 8 p.m. Let's meet at 7.30.
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(1) I want to come, but I have tuition on Saturday. (2) Use Instagram because most of our friends use it. (3) The concert starts at 8 p.m., so let's meet at 7.30.
10.7How you are marked: the rating scale
The examiner does not count mistakes. Instead, they read your whole message and give it a score from 0 to 5 in each of four areas. 4 × 5 = 20 marks. The same scale is used for Part 2.
| Area | The examiner asks | Score 5 looks like | Score 3 looks like | Score 1 looks like |
|---|---|---|---|---|
| Content | Did you answer the task? Is the reader informed? | Everything is relevant; all points covered; the reader is fully informed | A point is missing or off-topic; the reader is informed on the whole | Off-topic or task misunderstood; reader is minimally informed |
| Communicative achievement | Does it work as an email or note, with the right tone? | Clear ideas; follows the "rules" of an email (greeting, opening, closing, friendly tone) reasonably well | Simple ideas in simple ways | Only short, isolated bits; does not always get the message across |
| Organisation | Is it connected and in order? | Simple connectors and a few other linking devices (pronouns, also, then) used well | Connected with basic, common connectors (and, but, because) | Hardly connected; maybe a few ands |
| Language | Are the words and grammar correct? | Basic vocabulary used well; simple grammar with good control; errors may show but meaning is clear | Basic vocabulary used reasonably; some control; errors sometimes make meaning unclear | Only isolated words and phrases; very little control |
Scores 4 and 2 are in between: they share features of the scores above and below. A score of 0 means the content is totally irrelevant and the reader is not informed at all.
Based on the official UASA Form 1 Paper 2 marking guide (rating scale for Parts 1 and 2).
Look at what gets top marks: not long words, but all the content, the right format and tone, simple connectors and basic grammar used correctly. That is all A2 English you already know.
A beautifully written email that forgets one content point cannot get 5 for Content. A message that copies big parts of the task word for word also scores low, because the examiner can only mark your own words.
Two answers to Haziq compared
Answer X
hi haziq. I think you should go swimming. Swimming is very fun and very good. And you can go to pool. And futsal also good but I like swimming more. swimming is good for health. ok bye.(37 words)
| Area | Score | Why |
|---|---|---|
| Content | 2 | Gives a choice and a weak reason, but forgets "can you join me?"; reader is not fully informed |
| Communicative achievement | 2 | No real opening or closing, "ok bye", no name; very short |
| Organisation | 2 | One block; "And ... And ..." at the start of sentences |
| Language | 2 | Missing capitals, "go to pool", "futsal also good" (no verb); meaning is still clear |
| Total | 8 / 20 | |
Answer Y is Aina's model email in 10.3. It covers all three points with reasons, has a greeting, opening, closing and name, uses clear paragraphs and joins ideas with and, besides, it, and its grammar is correct. It would score 5 in every area: 20 / 20.
10.8Six steps to a top Part 1 answer
| Step | What to do | Time |
|---|---|---|
| 1. Read | Read the task. Who, why, how many words? Underline every question and request. | 2 min |
| 2. List the points | Number the content points in the margin: 1, 2, 3. | 1 min |
| 3. Plan | Next to each point, write your answer and one reason or detail in a few words. | 3 min |
| 4. Write | Greeting, opening, one short paragraph per point, closing, sign-off, name. | 10 min |
| 5. Check content | Tick each point in your plan. Is the reader fully informed? About 80 words? | 2 min |
| 6. Check language | Capitals, full stops, question marks; he/she + verb-s; past forms; spelling of common words. | 2 min |
Worked example: an email to Priya
The taskRead the email from your friend, Priya.
Hi,
Our class wants to do something special for Teachers' Day. Should we make a video, put on a short show or maybe do something else? What do you think? And how can we keep it a surprise?
Write soon!
Priya
In about 80 words, write an email to Priya giving her some advice.Our class wants to do something special for Teachers' Day. Should we make a video, put on a short show or maybe do something else? What do you think? And how can we keep it a surprise?
Write soon!
Priya
Steps 1 and 2: the points
Who: Priya, a friend (informal). Why: advice. Points: (1) which idea, (2) why, (3) how to keep it a surprise.
Step 3: the plan
| Point | My notes |
|---|---|
| 1. Idea | make a video |
| 2. Reason | everyone can take part; teachers can watch it again |
| 3. Surprise | film at recess / at home; WhatsApp group with no teachers |
Hi Priya,
What a great idea! I'm sure our teachers will love it.
I think we should make a video. Everyone in the class can take part, even shy students. Also, the teachers can watch it again and again.
To keep it a surprise, we can film it at recess or at home. Then let's make a WhatsApp group for the class, but don't add any teachers!
Tell me what the others think.
Best wishes,
Daniel
Steps 5 and 6: the checkWhat a great idea! I'm sure our teachers will love it.
I think we should make a video. Everyone in the class can take part, even shy students. Also, the teachers can watch it again and again.
To keep it a surprise, we can film it at recess or at home. Then let's make a WhatsApp group for the class, but don't add any teachers!
Tell me what the others think.
Best wishes,
Daniel
Point 1 (video) ✓, point 2 (two reasons) ✓, point 3 (film at recess or at home, a group with no teachers) ✓. 76 words ✓. Connectors: also, then, but, to keep it ... ✓. Capitals for Priya, WhatsApp, I'm ✓.
Daniel's email has 76 words, so it is already long enough. Add one more sentence to point 2 to make Priya even better informed. Where does it go?
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Any useful detail after "again and again", for example: "We can add a short message from every student at the end." The email is now 88 words, still "about 80".
Summary
- Paper 2 Part 1: one short message (usually an email reply to a friend), about 80 words, 20 marks, about 20 minutes.
- Find every content point: each question or request in the friend's message, or each line in a list. Advice always needs a reason.
- Use the five parts: greeting (Hi Haziq,), opening (Thanks for your email!), body (all the points), closing (Let me know soon.), sign-off and name (Take care, Aina).
- Tone: informal and friendly for a friend, a little more polite for a neighbour or teacher. No chat language (u, pls, lah).
- Useful phrases: I think you should + verb, Why don't you ...?, It's a good idea to ..., because, so, but, also, besides. Watch "suggest you to", "am agree", "discuss about".
- The rating scale gives 0 to 5 for Content, Communicative achievement, Organisation and Language: 20 marks.
- Six steps: read, list the points, plan, write, check content, check language.