Formal Letters

Session 7-8
 Sub-CPMK
• Students are able to apply the proper language expression &
vocabularies for composing various letters (C3,A2)

Material
1. Structure Of Formal Letters
2. Types Of Formal Letters
• Language focus:
– Future tense for plan
• Vocabulary:
– Communication & email
1. Structure Of Formal Letters
 1.1. Parts of Formal Letters
Closing
Heading Signature
salutation

Body of the Sender’s

References
letter name

Date Subject line Enclosure

Inside Opening Carbon copy

Initials
address salutation (C.C.)
 1.1. Parts of Formal Letters
(Cont’d)
a. Heading
– Printed letter-head / private address
– It may include the logo, slogan, motto, name, address, telephone
number, telex number, facsimile, & email address
b. References
– Top left corner of the letter
– E.g. Ref.: FO/189/01
c. Date
– Top right hand corner / top left hand
d. Inside address
– The person to whom we are writing & their address
– Top on the left hand side, under the date line
 1.1. Parts of Formal Letters
(Cont’d)
e. Opening salutation
– Under the inside address, above the body of the letter on the left
– E.g. Dear Sir, Dear Madam, Dear Mr. John
f. Subject line
– After the salutation & is underlined
g. Body of the letter
– Often consists of 3 paragraphs; Opening, Main, & Closing
h. Closing salutation
– Under the body of the letter on the left
– E.g. Yours faithfully, Yours sincerely, Best Regards
i. Signature
– Between the complimentary close & sender’s name
 1.1. Parts of Formal Letters
(Cont’d)
j. Sender’s name
– With the title in brackets is to make sure that the person replying to the
letter know how to address the sender correctly
– E.g. Dany Immanuel (Mr.), Ima Rustam (Mrs.)
k. Enclosure
– Putting the abbreviation (Enc.) at the bottom left side of the letter
l. Carbon copy (c.c.)
– Made for certain related departments, posts, / persons
m. Initials
– Under the sender’s name are the initials of the person who dictated the
letter in capital & the initials of the secretary / typist in small letters.
– E.g. SL/sw
 1.1.1. Body Of The Letter
1. Opening expressions
– We thank you for your kind letter of 7 June, 2010 regarding …
– With reference to your letter dated 24th March 2011, …
– In reference to our telephone conversation of April 1st, 2002, …
– We were pleased to received your inquiry of 20 December, 2018, …
– In reply to your letter of 3rd January 2001, we …
2. Closing expressions
– We look forward to your reply.
– We await the pleasure of your early reply.
– Looking forward to an early reply.
– We are pleased to be of service to you, and are looking forward to your visit.
– Looking forward to welcoming you and hoping that you will have a nice journey.
– Thanks so much for your kindness.
– We all look forward to your continued success and heartily salute your well-earned
position in our community.
2. Types Of Formal Letters
 Types Of Formal Letters

Letter of Confirming Letters of

inquiries reservations apology

Congratulation
Condolence
& appreciation
letters
letters
 2.1. Letter Of Inquiries
January 21st, 2001
The Manager
Hotel Panghegar
Jl. Merdeka No.2, Bandung

Dear Sir,

I would like to book a family room for the nights of February 23, 24, and 25, 2001. Would you
mind reserving me a city view room o the top floor?

I expect to arrive at around 1 p.m. and would like to have lunch at your hotel restaurant. I would
be very pleased if you would send us mire information about your hotel including the current
room rates.

Please let me know if a deposit is required.

I look forward to hearing from you.

Yours faithfully,
Sri Widyaningsih
 2.2. Confirming
Reservations
Hotel Panghegar
Jl. Merdeka No.2, Bandung
Telp. (022) 432 286-87, Fax. (022) 431 583
January 22nd, 2001
Mrs. Sri Widyaningsih
Jl. Pancurawis No.64, Purwokerto, Jawa Tengah

Dear Mrs. Sri Widyaningsih,

We thank you for your letter dated January 21th, 2001 booking a family room ___ a city view on the
top floor and asking for further information ___ our hotel including the current room rates.

We are sorry to inform you that all rooms ___ the top floor have been reserved by a group guest
___ nights of February 23, 24, and 25, 2001. But we still have a family room with a city view ___
the sixth floor. We believe that you might be interested ___ reserving the room. Please confirm the
reservation as soon as possible if you wish to take the room ___ you until the 24th of February ___
the latest. We enclosure a brochure ___ which you will find full details about out hotel including
the current room rates. A deposit is not required.

We look forward ___ welcoming you and your family.

Yours sincerely,
Hanna Evelyna (Ms.)
Advanced Reservations
 2.2. Confirming
Reservations (Cont’d)
• Choose the following words / phrases that are missing
a. about
b. at
c. for
d. for
e. in
f. in
g. on
h. on
i. to
j. with
 2.3. Letter Of Apology
Hotel Panghegar
Jl. Merdeka No.2, Bandung
Telp. (022) 432 286-87, Fax. (022) 431 583
January 22nd, 2001
Mrs. Sri Widyaningsih
Jl. Pancurawis No.64, Purwokerto, Jawa Tengah

Dear Mrs. Sri Widyaningsih,

We thank you for your letter dated January 21th, 2001 ___ a family room with a city view on the
top floor and ___ about our hotel including the current room rates.

We regret to inform you that our hotel is fully booked until the end of February 2001, and we are
not able ___ you for the nights of February 23, 24, and 25, 2001. We would like to suggest that you
___ the rooms at our sister hotel, Hotel Preanger Aerowisata, Jl. Asia Afrika No.81, Bandung 40115.
That hotel will ___ your reservation. Please confirm the reservation as soon as possible if you wish
to take the room. They’ll try ___ the room for you until 13th of February at the latest.

We enclosure the brochure in which you ___ full details about our hotel including the room rates.
We do apologize about this. We hope that you ___ at our hotel sometime in the near future.

Best Regards,
Hanna Evelyna (Ms.)
Advanced Reservations
 2.3. Letter Of Apology
(Cont’d)
• Choose the following words / phrases that are missing
a. booking
b. inquiring
c. still be able to accept
d. to accommodate
e. to keep
f. reserve
g. will find
h. will stay
 2.4. Congratulation &
Appreciation Letters
Hotel Panghegar
Jl. Merdeka No.2, Bandung
Telp. (022) 432 286-87, Fax. (022) 431 583
February 18th, 2001
Mr. Sugiharto
Hotel Preanger Aerowisata
Jl. Asia Afrika No.81, Bandung 40115

Dear Mr. Sugiharto,

We just learn of your forthcoming ___ from Hotel Preanger Aerowisata and wanted to ___ you on
you record of wise leadership that ___ your company the stature it now has.

No one, upon retiring from business, ___ with him as high as degree of respect and good wishes
from so many devoted friends and associate as you ___ .

We hope you enjoy your retirement.

Best Regards,
Sugiyono (Mr.)
The General Manager
 2.5. Condolence Letters
Hotel Panghegar
Jl. Merdeka No.2, Bandung
Telp. (022) 432 286-87, Fax. (022) 431 583
April 10th, 2001
Mr. Jaya Wijaya
The General Manager
Hotel Preanger Aerowisata
Jl. Asia Afrika No.81, Bandung 40115

Dear Mr. Jaya Wijaya,

With deep sorrow and grief, we have to inform you of the sudden and untimely ___ of Mr. Deni
Hermawan, the former Food and Beverage Manager of Hotel Panghegar on April 9th, 2001. He was
52 years old.

Mr. Herwawan joined our hotel in 1983m and besides being Food and Beverage Manager of Hotel
Panghegar, he was also the head of the Hotel and Restaurant Association of East Java. Mr.
Herwawan’s whole-hearted ___ and devotion to our hotel management will always be
remembered by all the staff of Hotel Panghegar.

We pray that his departed ___ may rest in peace.

Best Regards,
Sugiyono (Mr.)
The General Manager
 Assignment 1
• Method: Email writing practice
• Students in group make a formal email of:
– Letter of inquiries
– Confirming reservations
– Letters of apology
– Congratulation & appreciation letters
– Condolence letters
 Summary
• New skill:
– Introductions & greetings
– Inquiries & confirmation
– Apologies & condolence
– Congratulation
• You need to use formal English to greetings, inquires,
apologies, condolence, & congratulation letters for a
show the sincerity & professionalism