The writing section of the YKI test (kirjoittaminen) requires you to produce different types of texts. One task that appears on almost every single exam is the formal message. This is usually an email addressed to an authority figure—such as a landlord, a property manager, a teacher, or a company's customer service department.
The examiners are evaluating your ability to adjust your tone. They want to see that you can complain or ask for information politely and clearly. Here is a step-by-step template you can memorize and adapt for any formal writing task.
Step 1: The Formal Greeting (Tervehdys)
Never start a formal email with just "Hei". You must address the recipient properly.
- If you know their title: Hyvä isännöitsijä, (Dear Property Manager,)
- If it is a company/customer service: Hyvä asiakaspalvelu, (Dear Customer Service,)
- If you know their name: Hyvä Matti Virtanen, (Dear Matti Virtanen,)
Step 2: State the Reason for Writing (Asian esittely)
Get straight to the point in your first sentence. Why are you sending this message?
- For a complaint: Kirjoitan teille, koska asunnossani on ongelma. (I am writing to you because there is a problem in my apartment.)
- For an inquiry: Haluaisin kysyä lisätietoja kurssista. (I would like to ask for more information about the course.)
Step 3: Detail the Problem or Request (Tarkemmat tiedot)
Keep your sentences short, simple, and grammatically correct. Do not attempt complex grammar if you are unsure.
- Example (Complaint): Jääkaappi on rikki. Se ei ole toiminut kahteen päivään. Kaikki ruoat ovat pilalla. (The fridge is broken. It has not worked for two days. All the food is spoiled.)
Step 4: Suggest a Solution or Ask for Action (Toimenpide-ehdotus)
Tell the recipient exactly what you want them to do.
- Requesting a fix: Voisitteko lähettää korjaajan mahdollisimman pian? (Could you send a repairman as soon as possible?)
- Requesting a response: Odotan vastaustanne. (I look forward to your reply.)
Step 5: The Polite Sign-off (Lopetus)
Always close a formal email with a standard polite phrase, followed by your full name.
- The standard closing: Ystävällisin terveisin, (Kind regards,)
- Followed by: [Etunimi Sukunimi] (First Name Last Name)
Full Example Template Put Together
Hyvä isännöitsijä,
Kirjoitan teille, koska asunnossani on ongelma. Kylpyhuoneen hana vuotaa. Se on vuotanut jo viikon ajan.
Voisitteko lähettää korjaajan mahdollisimman pian? Olen kotona joka päivä kello 16 jälkeen.
Ystävällisin terveisin,
Matti Meikäläinen
Ready to practice for your YKI exam?