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Writing formal letters
By Cathy PownallMay 2008
Formal letters use standard English and have strict rules to follow
Leave a line between each box
Whatever the subject, a formal letter should be laid out like this template.
You don’t need to put your name here; you only need to write your address.
Write the date in full: not in numbers
You can put the person’s name above their address if you know it.
Mr David Shaw
48 Main Street
Narborough
Leicester
LE9 5DBIf you know the job title, include it after the name:
Mrs Sheila Trent
Head Teacher
St Mary’s School
Easton
Leicester
LE9 2AF
If you start your letter with:
Dear Sir/Madam
you should end your letter with:
Yours faithfully
Remember to use a capital Y and a lower case f
If you start your letter with:Dear Mr Bondyou should end your letter with:Yours sincerely
Remember to use a capital Y and a lower case s
It’s not always necessary to use a reference. However, lots of letters do have references. For example:
Dear Mr Bank Manager
Re: bank account number 390898
Dear Doctor
Reference: appointment 21.03.08
Dear Teacher
Reference: Payment for trip
Re is short for reference
Dear Estate Agent
Re: 28 Northern Ridge Road
This is where you tell the reader why you are writing.
I am writing to inform you that I will no longer be needing your window cleaning services.
I write with regard to your advertisement in the Leicester Mercury last Tuesday.
I am writing to complain about the service I received in your restaurant on 12th May 2008.
This is the main part of your letter and is usually several paragraphs long.
A paragraph is a group of sentences on the same subject.
The first sentence of each paragraph is the topic sentence and should be linked to the other sentences in that paragraph.
This can be quite a short paragraph summing up or ending your letter.
Sometime it can be an incomplete sentence as it leads into the salutation:
Looking forward to your favourable reply,
Notice the comma.
I am hoping that the above information meets with your approval and I await your reply at your earliest convenience.
In formal letters, you must put your full name at the bottom of the letter and, if appropriate, your job title.
Amanda Everton
Sales Manager
Mrs A Everton
Sales Manager
This sounds more serious, perhaps for a complaint or to express anger
Mandy Everton
Sales Manager
This is still formal but quite friendly
This is very business-like
Sign between the salutation and the name
Leave a line
Continue on another sheet if necessary
(Remember the blank line between boxes too)
Now it’s your turn!