Writing a formal letter |MSG

Formal Letters

Structure

1. Greeting
If you do not know the name of the person you are writing to, use this. It is always advisable to
try to find out a name.

Dear Sir/Madam,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If
you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is
for married and single women.

Dear Mr.../ Dear Mrs... / Dear Ms..+ surname

Or simply

Dear Editor

2. The first paragraph (Reason for writing)

The first paragraph of formal letters should include an introduction to the purpose of the letter.
The summary of the letter can be found and the intentions which will be displayed throughout
the rest of the letter should be outlined.

Example 1:
I am writing in response to the advert I saw in the newspaper seeking people to work as tour
guides. I think I would make a very good tour guide and I wish to apply for the job.
Example 2:
I am writing about a recent incident in your shop in which I had the misfortune to be involved in.
The incident I refer to is when one of your staff stopped me and accused me of shoplifting.

Useful language

I am writing to ... I am writing with regard to ... I am writing on behalf of ...

I am writing with regard/reference to …
I am writing to express (my concern about/ disappointment with/disapproval of/apologies for)
I would like to draw your attention to/point out …
With regards to the letter/email on…
With reference to your letter/email…
After having received your letter/email…
I received your address from … and would like …
Thank you very much for your letter/email on…
I have been given your contact details by… and I would like to…
In reply to your letter/email of…

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 Writing a formal letter |MSG

3. The next paragraphs (Main content)

The second and following paragraphs should provide the main information of the letter, and
describe the main purpose mentioned in the introductory first paragraph. Most letters in
English are not very long, so keep the information to the essentials and concentrate on organising
it in a clear and logical manner rather than expanding too much.

▪ You should always be polite and respectful. A useful way to achieve it, especially in
formal letters is to use ‘modal verbs’, i.e., would, could or should.
▪ It’s important to write simply and clearly. It’s worth noting that you have to avoid using
informal language, for instance, avoid contractions (i.e. I’m, it’s, etc.).

Sample paragraph structure:

Paragraph 1: To begin with, I would like to put forward …

Paragraph 2: Needless to say, this was ….
Paragraph 3: But the thing that impressed me most…

4. Closing and signing off

The final paragraph should shortly summarize the intent of the formal letter and end with some
call to action – take, return the money, send information, etc.

Example call to actions:

Example 1: Thank you for your consideration of my suggestions. I look forward to an

opportunity to discuss this matter further.

Example 2: If you require further information, please do not hesitate to ask

Closing and signing off:

Yours faithfully – use it if you don’t know the name of the recipient.
Yours sincerely – use it if you know the name of the recipient.

5. “Linking” in the letter

Between paragraphs:

To begin with, I would like to put forward […]

Furthermore, …[…]
As far as …. is concerned […]

Within a paragraph:

I have taken part in many activities […] Moreover, I have been in the basket-ball team[…]