FORMAL LETTER

STRUCTURE

GREETING If you know the name of the person you are writing to use the title:
A few words  Dear Mr. Simpson,  Adult man (Señor)
1 line  Dear Mrs. Flanders,  Married woman (Señora)
 Dear Miss Skinner,  Unmarried woman (Señorita)
 Dear Ms. Van Houten,  Married and unmarried woman
If you do not know the name of the recipient of the letter begin with:
 Dear Sir Dear Madam  if you know you are writing to a man or a woman
 Dear Sir or Madam  if you do not know the sex of the person you are writing to
INTRODUCTION If the person you are writing to does not know you:
3-4 lines  Introduce yourself
If the person you are writing to know you:
 Write an introduction about the main topic you are going to deal with
PARAGRAPH 1: Develop the main issue of the letter.
4-5 lines Explain why you are writing the letter.
PARAGRAPH 2: Continue the previous explanations.
4-5 lines
CONCLUSION + Close the letter.
CLOSING If you need to ask for one last thing something do it in this paragraph.
3-4 lines Add the closing (* see useful expressions below)
FAREWELL Write a farewell to the person you are writing to
Name
Personal details
USEFUL EXPRESSIONS (GENERIC)

Introduction
 I am writing with regard to ...  Thank you for your letter of 9 May...
 I am writing with reference to...  Thank you for your letter regarding...
 I am writing in response to...  In reply to your letter of 8 May, ...

Paragraph 1 & 2
 Asking politely
o Could you tell me... ?
o I would be grateful if you could ...
o I would be interested in having more details about...
o I would like to know if/when/when/...
o I would like information on...
o Do you know if...?
Closing
 I look forward to hearing from you soon
 I look forward to receiving your reply
 I would like to thank you in advance for this information (in a enquiry letter -requesting information)
 If you require further information feel free to contact me.
 Should you need further information, please do not hesitate to contact me

Farewell
 Yours sincerely,
 Yours faithfully,

USEFUL EXPRESSIONS (COMPLAINT LETTER)

Introduction
 I am writing (in order) to complain about the advertisement for your new game. Having just played
the game, I realise that the advertisement is misleading.
 I am writing to express my concern about the fact that…
 I must complain in writing about…
 I feel I must complain to you about…
 I wish to complain in the strongest terms about…
 I must insist that you…
 I must urge you to…
 I am writing to inform you of an apparent error in your records…

Closing
 I look forward to receiving a full refund
 I would like to know what you are going to do about this situation
 I do not usually complain, but, as an old customer, I am sure you will be interested in my comments.
 We look forward to dealing with this matter without delay.
 I feel that your company should consider an appropriate refund.
 I would be grateful if you would send me a complete refund as soon as possible
 We feel there must be some explanation for (this delay) and expect your prompt reply.
 Will you please look into this matter and let us know the reason for …
  Thank you for your assistance.
 I look forward to hearing from you at your earliest convenience.
 I am returning the damaged goods/items… and shall be glad if you will replace them.
 Please look into this matter at once and let me know the delay.
 Please check your records again.
 Thank you for your cooperation in correcting this detail…

USEFUL EXPRESSIONS (LETTER OF APPLICATION)

Introduction
 I would like to apply for one of the scholarships I saw advertised in your prospectus. (Applying for a
scholarship)
 I am looking for an outdoor work during the summer holidays and I would like to apply for the
position of hotel lifeguard assistant which I say advertised in my university's student newspaper.
(Applying for a job)
 I have seen your advertisement for the post / vacancy / job of… advertised in the local newspaper on
16 June. I am writing because I would like to apply for the job. (Applying for a job)
EXAMPLE

EXAMPLE 1
EXAMPLE 2