FORMAL

LETTERS
Applying, Complaint and
Enquiry letters
Formal letters (or emails) may be
written to an individual or to an
organisation. The purpose may be,
for example:
• To apply for a job, a course or
scholarship (covering/
application letter)
• To complain about something
(complaint letter)
• To request information
(enquiry letter)
How to write formal letters
• SALUTATION OR GREETING
• BODY:
- OPENING
- MAIN CONTENT
• CLOSING
• FINAL SALUTATION
 GREETING
• If you know the name of the person you
are writing to, use the title (Mr, Mrs, Miss,
Ms) and the surname only:
Dear Mr Simpson,
Dear Mrs Flanders,
• On the contrary, if you don’t know the
name of the recipient of the letter, begin
like this:
Dear Sir or Madam,
Dear Sir/ Madam,
To whom it may concern,
 BODY
• OPENING
The first paragraph states the reason(s) for writing and, if
needed, what you are responding to (an advert, a
prospectus...).
Reference to previous correspondence may be included here:

I would like to apply for one of the scholarships I saw advertised in your
prospectus...

I am writing on behalf of ...who suggested I contact you as I am very keen on

doing a 6-week internship with your team.

I am writing to express my interest and enthusiasm for the opportunity to .....

I am writing to complain about the advertisement for your new gave. Having
just played the game, I realise that the advertisement is misleading.

I am writing with regard to / with reference to / in response to ....

In replay to your letter of 8 May, ...

I am writing to receive more detailed information about .....

 BODY
• MAIN CONTENT
The rest of the body will be organised in
paragraphs, which will make reading it
easier and the effect on the target reader will
be better:
Application letter:
- About you (age, where you live, education-
training and/or relevant work experience for the
vacancy /scholarship/ course, languages ,..)
- Reasons for applying (why you are suitable for
the job/ scholarship/ course)
 BODY
• USEFUL LANGUAGE

I intend to major in ...and working with your university would be a great

opportunity to ...

I have already worked as a ...and therefore have an idea of the commitment

and enthusiasm the post requires.

I feel I would be suitable for the post for several reasons. Firstly, ...

My experience will surely...

I am a dedicated, motivated worker able to...

Having studied ..for over 7 years I think I am ...My qualifications also

include ...

As far as experience is concerned, I have worked ....

As for my character people say I am...

 BODY
Complaint letter:
- Summary of events that prompted your complain
(Be sure to include exact dates and times, and
give all the relevant information in a clear and
logical sequence)

- In the next paragraphs, you should outline what

steps you have taken thus far to resolve the
matter and describe the consequences of the
faulty product or service. Adding specific details,
such as additional costs you have incurred to
replace a faulty product, will strengthen your
complaint. If you have had previous
communication with the company, be sure to
note it in your letter.
 BODY
• USEFUL LANGUAGE
I am disappointed because your advertisement promised ...
To my surprise ....
On using it for the first time, I found that...
When I intended to return it to the store, the manager told me...

There seems to be an error ....

I am surprised that such a reputable organisation as yours...

Not only was the parcel damaged, but it was also open.

To make matters worse....

 BODY
Enquiry letter
• Questions asking for specific information
• Request for extra information

USEFUL LANGUAGE

First of all I would like to know ...

I would be grateful if you could also inform me about ...

Secondly, I would be interested in getting information

about...

Finally, it would help if ....

 CLOSING
The end of the letter is as important as the beginning. You usually state what
you would like the recipient to do, make a reference to a future event, offer to
help...:

I would like to thank you in advance for your time and co-operation.

I look forward to your reply at your earliest convenience.

I would be grateful to have the opportunity to discuss the possibility of a

work placement in more detail.

Should any vacancies become available, please contact me at the earliest opportunity.

Should you require further information, do not hesitate to contact me.

I hope you will look favourably on my application and I remain at your entire
disposal for all questions and an interview at your convenience.

I am afraid that if this matter is not dealt with immediately, I will ....

I demand a full refund/ immediate action/ a replacement. Otherwise, I would be

obliged to take legal action.

I look forward to your reply and a resolution to my problem.

 FINAL SALUTATION
Depending on how you started your letter, you will
end it with:

1. Yours faithfully,
(Dear Sir or Madam,)

2. Your sincerely,
(Dear Mr Smith,)

To finish, you sign your name and print it clearly

underneath on a new line.
 FORMAL LANGUAGE

• Use full verb forms and not

contractions
• Formal vocabulary, do not use
phrasal verbs.
• Complex sentence structures
(inversions, indirect questions, ...)
 WRITING TASK
(choose one option)
1. You see this announcement in an English-language
college prospectus:

SCHOLARSHIPS
Every year, two scholarships are offered to candidates from
overseas who can show how our one-year-course in English and
American studies help their career.

Scholarships cover fees, accommodation and food, but not

transport or personal spending money.
To apply, write a letter explaining why you think you deserve
one of these scholarships.

Write your letter in 200 words in an appropriate style.

2. You are interested in studying English in London. Read the
school advertisement. Then write an email to Mr Williams at
the Big Ben Language School asking for details.

Language courses in London at the Big Ben School of English

Our well-equipped school offers English language courses in the heart of London.

The school has a friendly atmosphere and organises a full range of sporting and social
activities as well as excursions out of London.

The school is conveniently located near the museums and the river.

Accommodation can be arranged with carefully selected British families.

Contact Jim Williams by email (jw@bigbenschool.org.uk) for further details.

When you write to the school make sure you find out:
• how many students there will be in the school and in each class
• what qualifications the teachers have
• what resources the school has
• what is included in the price
• what amenities there are in the area

Write your email in 200 words in an appropriate style.

3. You recently went on a coach trip with ‘Easy Coach’
bus company. In their advertisement they promised
an enjoyable day trip to a shopping centre. In fact, it
was a total disaster:

We offer a fast, reliable and service from your town, directly

to the heart of the biggest indoor shopping centre in Europe.
Travel in comfort and spend the day visiting all the most
important brand name stores. Our drivers will get you to your
destination safely and on time. Relax and enjoy the trip!

Write your letter of complaint in 200 words in an appropriate

style.
4. You have seen the following job advertisement in
your local youth centre.
Send a letter to Mr. Johnson, the activity leader, saying
why you are suitable for the job.

ACTIVITY CO-ORDINATOR WANTED!

(Weekends only)

Would you like to work with young children aged 6-12? Do

you have lots of energy? Are you an excellent swimmer?

If so, then we want to hear from you. Our children’s club

needs someone responsible to look after a group of 10
children to teach them swimming and other activities.

Write your letter of application in 200 words in an

appropriate style.