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Formal letters

When writing letters in English, you should always begin with ‘Dear …’ unless you are writing to a friend
or writing an informal note, in which case you might prefer to write ‘Hello …’ or ‘Hi …

For business letters, you should always start with ‘Dear …’ using the recipient’s title and surname.

For example:

Dear John (informal, or if you know the person very well)

Dear Mr Smith

Dear Ms Smith

Dear General Manager

Dear Sir or Madam (use this if you don’t know who you are writing to)

Possible beginnings for a business letter

In reply to your letter,

With reference to our phone call,

Thank you for your letter of September 3rd.

Further to our conversation yesterday,

I enjoyed our conversation last week.

The reason for writing

I am writing to enquire about

I would like to enquire about

I would like to confirm my reservation/ my order / apologise for my behaviour/ organise a meeting /
suggest that we meet up

Requesting

I would be grateful if you could

Would it be possible for

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Could you possibly

Enclosing documents

Please find enclosed

I am enclosing

Enclosed, you will find

Closing remarks

Thank you for your help

Thank you for your time

Thanking you in advance

Please contact us again if we can help you in any way / there are any problems / you have any questions.

Reference to future contact

I look forward to hearing from you soon / seeing you on Friday / meeting you.

Signing off

Yours faithfully, (Formal, if you don’t know the name of the person you’re writing to)

Yours sincerely, (Formal, if you do know the name of the person you’re writing to)

Best wishes / Best regards / Kind regards (more informal, If the person is a close business contact)

Example 1

Subject :Invitation Letter to Parents for School Annual Function

Dear Parents,

This is to invite you to the Annual School show (Type of event) at (School or college name) on (Date:
DD/MM/YY) at (Time). We’ll have many fund-raising activities. Puppet-show, magic-show, food stalls,
theatrical performances and other outdoor games. (Explain all about arrangements). We’ll also have
amazing rides along with singing competitions and a musical show.

There will be surprises for all.You are highly encouraged to attend this event with your kids. The funds
collected from all the above activities will go to a charitable organization for special children who
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deserve monetary care. (Describe in your words). This event will be highly beneficial to strengthen the
parent-child relationship.

The invitation card enclosed with this letter bears all the necessary information. Please do bring your ID
card along with this card for security reasons.

Let’s celebrate the joys of life together. Hoping to see you soon!

Regards,

Your full name

Example 2

Dear Sir/ Madam,

With utmost respect, I would like to inform that I am writing this letter on behalf of my class in order to
request some improvements for better amenities and atmosphere for students.

I would like to request to improve the condition of the school playground. The grass is worn out and the
basketball court is not cleaned on a regular interval basis. The benches in the library are broken and have
nails coming out from here and there which results in scratches and torn clothes.

I look forward to hearing back from you. I will be highly obliged for your kind support.

Yours Faithfully,

Ahmed Hadayad