Formal Letter Writing

Layout of a Formal Letter

The example letter below shows you a general layout for a formal letter.

Rules for Writing Formal Letters in English

In English there are a number of conventions that should be used when writing a formal or
business letter. Furthermore, you try to write as simply and as clearly as possible, and not to
make the letter longer than necessary. Remember not to use informal language like contractions.

Addresses:

1) Your Address
The return address should be written in the top right-hand corner of the letter.

2) The Address of the person you are writing to

The inside address should be written on the left, starting below your address.

Date:

Different people put the date on different sides of the page. You can write this on the right or the
left on the line after the address you are writing to. Write the month as a word.
Salutation or greeting:

1) Dear Sir or Madam,

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.

2) Dear Mr Jenkins,
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.

Ending a letter:

1) Yours faithfully
If you do not know the name of the person, end the letter this way.

2) Yours sincerely
If you know the name of the person, end the letter this way.

3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writing to
might not know whether you are male of female, put you title in brackets after your name.

Content of a Formal Letter

First paragraph
The first paragraph should be short and state the purpose of the letter- to make an enquiry,
complain, request something, etc.

The paragraph or paragraphs in the middle of the letter should contain the relevant information
behind the writing of the letter. 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.

Last Paragraph
The last paragraph of a formal letter should state what action you expect the recipient to take- to
refund, send you information, etc.

Abbreviations Used in Letter Writing

The following abbreviations are widely used in letters:

• asap = as soon as possible

• cc = carbon copy (when you send a copy of a letter to more than one person,
you use this abbreviation to let them know)
• enc. = enclosure (when you include other papers with your letter)
 • pp = per procurationem (A Latin phrase meaning that you are signing the
letter on somebody else's behalf; if they are not there to sign it themselves,
etc)
• ps = postscript (when you want to add something after you've finished and
signed it)
• pto (informal) = please turn over (to make sure that the other person
knows the letter continues on the other side of the page)
• RSVP = please reply

Outline: A Covering Letter

A covering letter is the one that accompanies your CV when you are applying for a job. Here is a
fairly conventional plan for the layout of the paragraphs.

Opening Paragraph
Briefly identify yourself and the position you are applying for. Add how you found out about the
vacancy.

Paragraph 2
Give the reasons why you are interested in working for the company and why you wish to be
considered for that particular post. State your relevant qualifications and experience, as well as
your personal qualities that make you a suitable candidate.

Paragraph 3
Inform them that you have enclosed your current CV and add any further information that you
think could help your case.

Closing Paragraph
Give your availability for interview, thank them for their consideration, restate your interest and
close the letter.

Outline: A Letter of Enquiry

A letter of enquiry is when you are approaching a company speculatively, that is you are making
an approach without their having advertised or announced a vacancy.

Opening Paragraph
Introduce yourself briefly and give your reason for writing. Let them know of the kind of
position you are seeking, why you are interested and how you heard about them.

Paragraph 2
Show why their company in particular interests you, mention your qualifications and experience
along with any further details that might make them interested in seeing you.
Paragraph 3
Refer to your enclosed CV and draw their attention to any particularly important points you
would like them to focus on in it.

Closing Paragraph
Thank them, explain your availability for interview and restate your enthusiasm for their
company and desire to be considered for posts that might as yet be unavailable.

http://www.usingenglish.com/resources/letter-writing.html

The Lay out of a formal letter

6 Lower Turn Road

Sender's adress
Mountainthyme X26 3A
date
12th May 2007
The Manager,
W. Jones & Sons Ltd
inside adress Hermes House
Clanton,
Northshire CL20 OZX
greeying or salutation Dear Madam,
introductory I have seen your advertisement in yesterday's Daily
paragraph
Standard, and I am writing to ask you to send me
more information about your Students' Note Taking
Kit.
body of letter
I would be grateful if you could send me your
catalogue. I and some friends are particularly
interested in the wallet containing a ring file, extra
sheets of paper coloured ball-point pens.
final paragraph I look forward to seeing your catalogue and will apreciate if you
could let me know by return if you can supply these kits.

Yours sincerely
the closing
Heidi Braun
 Inquiry

I.E.S Joan Guinjoan (class 2 Bat)

Eduard Toda, 5
43771 Riudoms
Spain

12th May 2005

Ms GlendaMarks
Johnsonville House of Travel
235 Glenview Road
JOHNSONVILLE

Dear Ms Marks

We would be very grateful if you would be able to send us a selection of travel

brochures about Queensland Australia.

Our class is researching the tourist attractions of Queensland as a social studies

project. We know that these brochures would be very useful as part of our
presentation to parents and other classes at the school.

Thank you for considering our request. We are happy to pay for any postage and
have enclosed a stamped addressed envelope.

Yours faithfully,

Fèlix Freixe
 Request

Sarah Jameson
29 Some Street
Anytown

20 April 2001

Natwest Bank PLC

12 Cash Lane
Bridgetown
BT2 4WE

Dear Sirs,

Further to our telephone conversation yesterday, this is to confirm that I have had
problems using the above card. As requested, I am therefore writing a formal letter asking
for a new card to be issued.

I would be grateful if the new card could be sent to me urgently as I need to be able to
make a cash withdrawal and buy several things by the weekend.

I look forward to hearing from you.

Yours,

S.Jameson
 Application

Carme Simó
Dr. Gimbernat, 1
24673 Cambrils

4 may 2003

Hotel Les Palmeres

Passeig La Marina
1057 Benidorm

Dear Sirs,

I would like to apply for the post of receptionist in your hotel advertised in today's issue of El
País.

My name is Carrne Simó. I am twenty years of age and I have just finished the Secretary
studies, though I have some experience as a receptionist in a hotel in Cambrils where I have
been working for two summers. I also speak English and French fluently and some German.

I am enclosing my C.V with my fully detailed qualifications and experience which I hope will
suit you.

I am looking forward to hearing from you.

Yours sincerely
Carme Simó

Curriculum Vitae

1. Personal data
Name :
Date of Birth:
Nationality:
Full address :
Phone :
E-mail:

2. Languages:
Mother language:
Others (fluency, spoken/written):

3. Education
Schools
From... to...

4. Qualifications

5. Employment History

6. Referees:
 7. Additional Information

http://www.xtec.es/~vfeliu/writing/form.htm

Formal letters and personal letters

Reading and Effective writing

Find out from your partners:

• how they keep in touch with friends or relatives in another country
• why they enjoy/don't enjoy writing personal letters - and business letters

1 Read this advertisement.

THE SECRETS OF WRITING BUSINESS LETTERS

As far back as biblical times businessmen have used powerful communication to

achieve wealth and position. Even today the right message at the right time can lead to
sweet success.
Want money? A promotion? To sell something? Explain something? Then write a good
letter.
Letter writing is not a lost art just a forgotten one. The principles still exist. If you try
them you'll see improvement in your very next letter.

To begin with.
TO B EG I N WITH
1. Start from the end. Decide what you'd like to happen as the result of your letter.
Make a list of all the things you'd like to say. Look them over. Find any that don't support your
main cause, and cross them off without remorse.
Remember, the best letters have a strong sense of purpose.

2. Get to the point early. If your reader wanted a mystery, he'd be reading Raymond
Chandler. A letter should tell whodunit in the first paragraph.

3. Put yourself in your reader's place. Think: if the same letter came to you, how would
you respond? Therefore, be friendly. Be nice. And find ways to turn negative statements
into positive ones.
4. Say it plainly. There is no such thing as a "business language". Phrases like "in
compliance with your request and enclosed herewith" will only make you seem like a
robot. Write the way you talk, naturally. Keep your sentences short - one idea in each.
Any sentence longer than two typed lines is automatically suspect.

5. Clear the deadwood. Chop out words, sentences, and even whole paragraphs if they
don't contribute. Work hard so your reader won't have to. In particular, cast a
questioning eye on adjectives. They can sap the strength from your words, or stretch
your credibility. As Voltaire put it, "The adjective is the enemy of the
noun."

6. Use active verbs. Face it, the passive voice is wimpy. 'A decision has been reached by
the committee" wouldn't last three rounds in the ring with "The committee has
reached a decision." Also, your reader will sniff a cover- up if you write: "Your order has
been misplaced" instead of "I misplaced your order." Courage!

7.Be human. Your letter should read like a conversation, not a decree. Address your
reader by name: "Dear Ms Hartman." And if you can fit it in naturally use Ms Hartman's
name once or twice in the body. You want her to know you wrote the letter just for her.
Whenever you can, use pronouns like /,we and you . Especially you - it's an arrow
straight to your reader's heart.

8. Never write in anger. Your anger will evaporate; your letter won't. President Truman
often vented his fury in letters. He also had the sense never to send them. Devise a
way to handle the problem in an upbeat manner. Your chances of success will multiply
tenfold.

9. End it with an action step. The last sentence of your letter should suggest the reader's
next move. Or your own next move. Resist the hat-in-hand, shuffling type of exit: 'Again,
thank you for ..." or "If you have any problems, please don't hesitate to call." Instead, try
closing with a plain and simple "Sincerely", and your signature. It may be the perfect
ending.

10. Be professional. The strongest business letter in the world can't survive a bad
presentation. Set up a clean, logical format for your letter. A crowded or overdesigned
page will distract from your message.

11. Develop a regimen. The keys to powerful correspondence are 1) writing often, and 2)
responding quickly. If it sounds like work, read on.

The easiest way to more powerful correspondence is QuickLetter™ from Working

Software. Unlike heavy-duty word processors, QuickLetter is designed to do one thing
and one thing only - write letters fast. Here's how: QuickLetter's built-in address book
places your reader's name and address into your letter. Automatically. QuickLetter's
page preview displays your letter, vertically centred, in the format you've defined.
Automatically. QuickLetter addresses any size envelope. Automatically. And the list of
features goes on. There you have it. All the secrets of brilliant business correspondence at
your fingertips. Except one. And you can pick that up at your local software store.

http://www.scribd.com/doc/18578596/New-Cambridge-Advanced-English?
query=letter

page 56 of the book (63 of the document)