Formal Letter Writing

Layout of a Formal Letter
The example letter below shows you a general layout for a formal letter.

Rules for Writing Formal Letters in English
In English there are a number of conventions that should be used when writing a formal or business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language like contractions.

1) Your Address The return address should be written in the top right-hand corner of the letter. 2) The Address of the person you are writing to The inside address should be written on the left, starting below your address.

Different people put the date on different sides of the page. You can write this on the right or the left on the line after the address you are writing to. Write the month as a word.

Mrs.) and the surname only. If you do not know the name of the person you are writing make an enquiry. Miss or Ms. you can use Ms. 2) Yours sincerely If you know the name of the person. Last Paragraph The last paragraph of a formal letter should state what action you expect the recipient to take. Content of a Formal Letter First paragraph The first paragraph should be short and state the purpose of the letter. = enclosure (when you include other papers with your letter) . use this. end the letter this way. Dr. Abbreviations Used in Letter Writing The following abbreviations are widely used in letters: • • • asap = as soon as possible cc = carbon copy (when you send a copy of a letter to more than one person. etc. put you title in brackets after your name. use the title (Mr. 3) Your signature Sign your name. If you know the refund. then print it underneath the signature. which is for married and single women. If you are writing to a woman and do not know if she uses Mrs or Miss. complain. It is always advisable to try to find out a name. request something. end the letter this way. so keep the information to the essentials and concentrate on organising it in a clear and logical manner rather than expanding too much. you use this abbreviation to let them know) enc. If you think the person you are writing to might not know whether you are male of female. 2) Dear Mr Jenkins. send you information. Ending a letter: 1) Yours faithfully If you do not know the name of the person. Most letters in English are not very long. The paragraph or paragraphs in the middle of the letter should contain the relevant information behind the writing of the letter. etc. etc.Salutation or greeting: 1) Dear Sir or Madam.

Paragraph 2 Show why their company in particular interests you.• • • • pp = per procurationem (A Latin phrase meaning that you are signing the letter on somebody else's behalf. mention your qualifications and experience along with any further details that might make them interested in seeing you. restate your interest and close the letter. etc) ps = postscript (when you want to add something after you've finished and signed it) pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side of the page) RSVP = please reply Outline: A Covering Letter A covering letter is the one that accompanies your CV when you are applying for a job. State your relevant qualifications and experience. why you are interested and how you heard about them. Add how you found out about the vacancy. Let them know of the kind of position you are seeking. Closing Paragraph Give your availability for interview. that is you are making an approach without their having advertised or announced a vacancy. Outline: A Letter of Enquiry A letter of enquiry is when you are approaching a company speculatively. if they are not there to sign it themselves. Here is a fairly conventional plan for the layout of the paragraphs. thank them for their consideration. Paragraph 2 Give the reasons why you are interested in working for the company and why you wish to be considered for that particular post. Paragraph 3 Inform them that you have enclosed your current CV and add any further information that you think could help your case. Opening Paragraph Introduce yourself briefly and give your reason for writing. as well as your personal qualities that make you a suitable candidate. . Opening Paragraph Briefly identify yourself and the position you are applying for.

and I am writing to ask you to send me more information about your Students' Note Taking Kit. Yours sincerely Heidi Braun inside adress greeying or salutation introductory paragraph body of letter final paragraph the closing . extra sheets of paper coloured ball-point I and some friends are particularly interested in the wallet containing a ring file. I have seen your advertisement in yesterday's Daily Standard.Paragraph 3 Refer to your enclosed CV and draw their attention to any particularly important points you would like them to focus on in it. Northshire CL20 OZX Dear Madam. Jones & Sons Ltd Hermes House Clanton. http://www. W. explain your availability for interview and restate your enthusiasm for their company and desire to be considered for posts that might as yet be unavailable.html The Lay out of a formal letter Sender's adress date 6 Lower Turn Road Mountainthyme X26 3A 12th May 2007 The Manager. I would be grateful if you could send me your catalogue. I look forward to seeing your catalogue and will apreciate if you could let me know by return if you can supply these kits.usingenglish. Closing Paragraph Thank them.

Our class is researching the tourist attractions of Queensland as a social studies project.Inquiry I. 5 43771 Riudoms Spain 12th May 2005 Ms GlendaMarks Johnsonville House of Travel 235 Glenview Road JOHNSONVILLE Dear Ms Marks We would be very grateful if you would be able to send us a selection of travel brochures about Queensland Australia.E. We are happy to pay for any postage and have enclosed a stamped addressed envelope. Thank you for considering our request. Fèlix Freixe .S Joan Guinjoan (class 2 Bat) Eduard Toda. Yours faithfully. We know that these brochures would be very useful as part of our presentation to parents and other classes at the school.

Request Sarah Jameson 29 Some Street Anytown 20 April 2001 Natwest Bank PLC 12 Cash Lane Bridgetown BT2 4WE Dear Sirs.Jameson . As requested. I am therefore writing a formal letter asking for a new card to be issued. I look forward to hearing from you. this is to confirm that I have had problems using the above card. S. Further to our telephone conversation yesterday. I would be grateful if the new card could be sent to me urgently as I need to be able to make a cash withdrawal and buy several things by the weekend. Yours.

Gimbernat. though I have some experience as a receptionist in a hotel in Cambrils where I have been working for two summers. I am twenty years of age and I have just finished the Secretary studies.Application Carme Simó Dr. 1 24673 Cambrils 4 may 2003 Hotel Les Palmeres Passeig La Marina 1057 Benidorm Dear Sirs. My name is Carrne Simó. I am enclosing my C. I would like to apply for the post of receptionist in your hotel advertised in today's issue of El País. I also speak English and French fluently and some German. Yours sincerely . I am looking forward to hearing from you.V with my fully detailed qualifications and experience which I hope will suit you.

4. spoken/written): 3.. to... Referees: .. Education Schools From. Languages: Mother language: Others (fluency. Qualifications 5.Carme Simó Curriculum Vitae 1. Employment History 6. Personal data Name : Date of Birth: Nationality: Full address : Phone : E-mail: 2.

es/~vfeliu/writing/form. Start from the end. Decide what you'd like to happen as the result of your letter. he'd be reading Raymond Chandler. And find ways to turn negative statements into positive ones. 3. TO B EG I N WITH 1. .7. To begin with. A letter should tell whodunit in the first paragraph. THE SECRETS OF WRITING BUSINESS LETTERS As far back as biblical times businessmen have used powerful communication to achieve wealth and position. Additional Information http://www.xtec. 2. Make a list of all the things you'd like to say. Want money? A promotion? To sell something? Explain something? Then write a good letter. the best letters have a strong sense of purpose. The principles still exist. and cross them off without remorse. how would you respond? Therefore. Remember. If you try them you'll see improvement in your very next letter. Look them over. Be nice. Think: if the same letter came to you. Even today the right message at the right time can lead to sweet success. If your reader wanted a mystery. Put yourself in your reader's place. Letter writing is not a lost art just a forgotten one. be friendly.htm Formal letters and personal letters Reading and Effective writing Find out from your partners: • how they keep in touch with friends or relatives in another country • why they enjoy/don't enjoy writing personal letters .and business letters 1 Read this advertisement. Find any that don't support your main cause. Get to the point early.

please don't hesitate to call. 8. The easiest way to more powerful correspondence is QuickLetter™ from Working Software. QuickLetter addresses any size envelope.write letters fast. Keep your sentences short . Automatically. He also had the sense never to send them." Instead.." Courage! 7. It may be the perfect ending.Be human." And if you can fit it in naturally use Ms Hartman's name once or twice in the body. 9. A crowded or overdesigned page will distract from your message. cast a questioning eye on adjectives. Say it plainly. Set up a clean. vertically centred. 10. not a decree. Phrases like "in compliance with your request and enclosed herewith" will only make you seem like a robot. QuickLetter is designed to do one thing and one thing only . Or your own next move. You want her to know you wrote the letter just for her. Automatically. Develop a idea in each.4. or stretch your credibility. The keys to powerful correspondence are 1) writing often. your letter won't. If it sounds like work. Your chances of success will multiply tenfold. Chop out words. Whenever you can. President Truman often vented his fury in letters. and even whole paragraphs if they don't contribute. Clear the deadwood. and your signature. Write the way you talk. Here's how: QuickLetter's built-in address book places your reader's name and address into your letter. 5. QuickLetter's page preview displays your letter. "The adjective is the enemy of the noun. shuffling type of exit: 'Again. Unlike heavy-duty word processors. use pronouns like /. thank you for . Address your reader by name: "Dear Ms Hartman." 6.up if you write: "Your order has been misplaced" instead of "I misplaced your order. Face it. Devise a way to handle the problem in an upbeat manner. The strongest business letter in the world can't survive a bad presentation. End it with an action step. Use active verbs. Work hard so your reader won't have to. Your letter should read like a conversation. naturally. 11. There is no such thing as a "business language"." or "If you have any problems. The last sentence of your letter should suggest the reader's next move. and 2) responding quickly. sentences. logical format for your letter. Any sentence longer than two typed lines is automatically suspect."'s an arrow straight to your reader's heart. And the list of . 'A decision has been reached by the committee" wouldn't last three rounds in the ring with "The committee has reached a decision. your reader will sniff a cover. Resist the hat-in-hand. Your anger will evaporate. Never write in anger. In particular. Automatically. Be professional. the passive voice is wimpy. They can sap the strength from your words. in the format you've defined. As Voltaire put it.we and you . read on. try closing with a plain and simple "Sincerely". Especially you ..

And you can pick that up at your local software store. There you have it.scribd. All the secrets of brilliant business correspondence at your fingertips. Except one. http://www.features goes query=letter page 56 of the book (63 of the document) .

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