INFORMAL LETTER

1. STRUCTURE

1. Salutation
Dear…

2. The first paragraph (opening)

Say why you are writing. Clearly state the subject or context.

3. The next paragraphs (main content)

Give the details about why you are writing. Organise all the essential
information in a clear and logical way. Use linking structures to make your
letter flow

4. The last paragraph

Say how you expect the other person to respond to your letter if this is
appropriate.

5. Closing and signing off

Finish your letter with an appropriate comment. Don’t just stop abruptly.
Yours ……….

2) USEFUL PHRASES

1. Salutation

If you don’t know the name of the person you are writing to, use “Dear Sir
or Madam,”

If you know the person’s name you write “Dear Mr Smith” or “Dear Ms
Smith” (Use the title “Ms” if you don’t know if the woman is married or
unmarried)

2. The first paragraph (opening)

Here, you state your reasons for writing the letter and, if needed, what
you are responding to. This should not be more than a couple of lines.

Useful phrases for the opening

  I would like to apply for one of the scholarships I saw advertised in
your prospectus.
(applying for a scholarship)
 I am looking for outdoor work during the summer holidays and I
would like to apply for the position of hotel lifeguard assistant which
I say advertised in my university’s student newspaper.
(applying for a job)
 I have seen your advertisement for the job in the local newspaper. I
am writing because I would like to apply for the job.
(applying for a job)
 I am writing in response to your article/advertisement/letter.
I am writing with regard to your article/advertisement/letter.
I am writing regarding your article/advertisement/letter.
I am writing on behalf of

3. The next paragraphs (main content)

In the next paragraphs, you give more details about why you are writing.
Give relevant information, but don’t expand too much. Use linking
structures to make your letter flow.” Moreover”, “Furthermore”, “In
addition” are all good examples of words that can be used to link
sentences together.

You should always be polite and respectful, even if you complain. A useful
way to achieve it especially in formal letters is to use ‘modal verbs’, i.e.,
would, could or should.

First complaint

Firstly.
In the first place.
First of all.
My first complaint is
The first problem is
The first thing I would like to draw your attention to is.
My first concern is

Second complaint
Secondly.
In the second place
Not only …….but also
In addition.
In addition to this.
Added to this
….was also unacceptable

Demanding action:

I suggest that you replace the item.

I therefore suggest that I be given a full refund .
I would be grateful if my money was refunded
I would be grateful if you could give me a full refund

Thanks that information in advance

I would like to thank you in advance for this information.

Thanking you in advance for this information.

4. The last paragraph

The last paragraph consists of telling the person what you would like them
to do as a result of the letter, whilst also thanking them for their time. –
“Thank you for your time. I hope to hear from you at your earliest
convenience”

I look forward to receiving your reply.

I look forward to your reply.
I look to hearing from you.

5. Closing

Signing it off, look at how you started as a guide. If you don’t know the
name of a person you can sign off with “Yours faithfully,” and if you do
know the name of the person you should use “Yours sincerely,”. Your full
name a surname should then be written under this.