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English grammar

The grammar of a formal document

B2 · Upper intermediate Building the sentence Questions 10

The rule

Formal written English is not just longer words. It prefers the passive to an unnamed agent, nouns to verbs, should for a hypothetical condition, and a set of frames nobody uses in speech: Should you require further information…, Enclosed please find…, It is hereby agreed that…, The undersigned…. It avoids contractions, phrasal verbs and get. Recognising it matters more than producing it — a tenancy agreement, a decision letter and an insurance policy are all written this way, and the meaning is in the grammar.

Pattern

Should + subject + verb (= if) · passive with no agent · nominalisation · no contractions, no phrasal verbs, no get

Examples

  1. Should you wish to appeal, please write within 28 days.

  2. The applicant is required to provide two forms of identification.

  3. No liability is accepted for items left unattended.

  4. Notice of termination shall be given in writing.

Common mistakes

  • Wrong: If you should want to appeal, write to us.

    Right: Should you wish to appeal, please write to us.

    Formal English inverts should and drops if.

  • Wrong: We have not got your form yet.

    Right: Your form has not yet been received.

    Formal writing avoids get and prefers the passive.

  • Wrong: The company will not put up with late payment.

    Right: Late payment will not be tolerated.

    A phrasal verb is replaced by a single formal verb.

Practice questions

Try each one yourself first, then open “Show answer” for the solution and the reason.

  1. 1Choose the correct sentence.

    1. If should any difficulty arise, contact the office.
    2. Should arise any difficulty, contact the office.
    3. Should any difficulty arise, contact the office.
    4. Should any difficulty arises, contact the office.
    Show answer

    Answer: C Should any difficulty arise, contact the office.

    Inverted should replaces if.

  2. 2Choose the correct sentence.

    1. Applications what received after the closing date will not be considered.
    2. Applications receiving after the closing date will not be considered.
    3. Applications received after the closing date will not be considered.
    4. Applications are received after the closing date will not be considered.
    Show answer

    Answer: C Applications received after the closing date will not be considered.

    A reduced passive relative in formal writing.

  3. 3Choose the correct sentence.

    1. Payment shall made within thirty days.
    2. Payment shall to be made within thirty days.
    3. Payment shall be made within thirty days.
    4. Payment shall be make within thirty days.
    Show answer

    Answer: C Payment shall be made within thirty days.

    shall be plus the past participle.

  4. 4Fill in the gap.

    _____ the goods prove faulty, a full refund will be given.

    1. Will
    2. Should
    3. Would
    4. If should
    Show answer

    Answer: B Should the goods prove faulty, a full refund will be given.

    Inverted should for a hypothetical condition.

  5. 5Fill in the gap.

    The undersigned _____ that the information is correct.

    1. confirm
    2. is confirm
    3. confirms
    4. confirming
    Show answer

    Answer: C The undersigned confirms that the information is correct.

    The undersigned is singular here.

  6. 6Fill in the gap.

    Further information _____ on request.

    1. is available
    2. are available
    3. is availability
    4. available is
    Show answer

    Answer: A Further information is available on request.

    A formal passive-like frame.

  7. 7Fill in the gap.

    The tenant _____ not sublet without written consent.

    1. shall
    2. is not
    3. will not to
    4. does
    Show answer

    Answer: A The tenant shall not sublet without written consent.

    shall not in a contract means must not.

  8. 8Fill in the gap.

    Enclosed please _____ a copy of the invoice.

    1. find
    2. to find
    3. finding
    4. found
    Show answer

    Answer: A Enclosed please find a copy of the invoice.

    Enclosed please find is a fixed formula.

  9. 9This sentence is wrong. Choose the fix.

    Which sentence is wrong?

    1. The claim cannot be accepted at this time.
    2. We are unable to accept the claim.
    3. The claim is not accepted.
    4. We can’t accept the claim at this time.
    Show answer

    Answer: D We can’t accept the claim at this time.

    Formal writing avoids contractions.

  10. 10This sentence is wrong. Choose the fix.

    Which sentence is wrong?

    1. Your complaint will be investigated.
    2. An investigation will be carried out.
    3. The complaint will be investigated.
    4. The council will look into your complaint.
    Show answer

    Answer: D The council will look into your complaint.

    A phrasal verb is informal here.

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