Presented by : Hosein Ghafarian

1 How to write formal letters - Hosein Ghafarian

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outline
 Formal letter shape
 Differences between formal and
informal letters
 Check one formal letter
2 How to write formal letters - Hosein Ghafarian
A letter is a written message from one party to
another. The role of letters in communication has
changed significantly since the 19th century.
Historically, letters (in paper form) were the only
reliable means of communication between two
persons in different locations.
How to write formal letters - Hosein Ghafarian 3
Formal letter shape
Your Address Date
To who the letter is going to.
Whom you speaking to. Dear Mr.
Greeting Your name.
1st Paragraph
2nd and 3rd paragraph
4th Paragraph
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Your Top right corner
Address Date

230 bahar 9 street, Sajjad boulevard,

(where you are sending from)
Mashhad [post code], Iran.
(leave a line
here) 5 may, 2010
(the date after you leave the
line) 5.5.2010
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Name

Address
Recipient’s position Format
Whom you speaking to.
Name of Addressee + House Number + Floor Number
+ Building Number +Alley Name/Number +Street Name
+ Name of Town+Name of Province  Your options
Postal Code
 Dear Mr/Mrs/Miss/Ms + family name 
Dear Dr/Professor+family name  Dear Sir
 Dear Madam  Dear Sir or Madam
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1st Paragraph
 The first paragraph should be short and state the purpose of
the letter- to make an enquiry,
complain, request something, etc.
 Options:  I am writing to ask whether/to say that....  I am writing to
reply to your request....  I would like to request further information
about...  In respond to your letter of 4 may , I am writing to...  Do not
forget that the first paragraphs shouldn’t be more than 3 up to 5 sentences.
 Please remember the person you are writing to is not your
friend, so keep it formal.
 Don’t ask him how he is, or tell him that you are please to be
writing to him.
 He does not have time for chit chat.
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2nd and 3rd paragraph
 You should explain any details in the
body of your letter.  Organize all the
essential information in a clear and logical
way in the body paragraphs of the letter.
you may need to add some extra ideas of
your own.  Options:
 Firstly,...  Secondly,...  In addition,... 
Furthermore,...  Lastly,...
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4th Paragraph

 The last paragraph of a formal letter

should state what
action you expect the recipient to take-
to refund, send you information, etc 
How to ask for action:
 I would be grateful if you could...  It
would be helpful if you would...  Please
could you...  I would appreciate it if you
would mind...
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Ending
Greeting Your name.
 Options for greeting :
 I look forward to hearing from you/your
reply/meeting you.  I would appreciate an
urgent reply.  I would be very grateful if you
would attend to this matter
 soon.  After above sentences you
put on of these phrases :
 Yours truly  Yours faithfully  Yours
sincerely  Your signature
 Sign your name, then print it underneath the
signature
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