writing formal letters

1. Formal Letters
RI- EL 2011
What a lot we lost when we stopped writing
letters. You can't reread a phone call -Liz Carpenter

2. Writing letters
• With the advent of email, it is becoming less and
less common to write letters, but the few letters
that you will write will probably be very
important ones, such as covering letters for job
applications, covering letters for questionnaires
or surveys which are part of your research, or
letters of complaint to your bank manager.
• It is very important, therefore, that your letters
have the desired effect on the reader.
• In order to achieve this, they should be:
– in the correct format
– short and to the point
– relevant
– free of any grammatical or spelling mistakes
– polite, even if you’re complaining
– well presented
Adapted from
http://library.bcu.ac.uk/learner/ 2
writing guide

3. When do we need to write a
formal letter?
• To inquire about something. You many have some
questions or doubts which need clarification and
so you decide to write a polite and clearly
worded letter to the person or organisation
concerned to seek assistance or clarification.
• To lodge a complaint. Something or someone
could have caused you some degree of
annoyance and you decide to write to the
relevant person or department to lodge a formal
complaint.
• To apply for a post. There may be an
advertisement regarding a vacancy for a post and
you wish to apply for the post.
• To comment on something. You may want to
comment or offer suggestions regarding
something which you have read in the press or
watched on television. You will then need to
write to the editor of the newspaper or to the
producer of the television programme.
• An official request for appointment or help.
Adapted from
http://library.bcu.ac.uk/learner/ 3
writing guide

4. Important points to note
when writing formal letters:
• All necessary information must be included in
your letter so that the person to whom the letter
is addressed is then able to respond
appropriately.
• Format and organisation: there are certain
conventions to which you must adhere to in the
writing of formal letters. These have to do with
the layout of the letter, the structure of the
letter’s content as well as the degree of formality
of the language used. It is advisable to use a
separate paragraph for every major topic in your
letter.
• Tone and register: the language used should have
a degree of formality and politeness. This also
includes avoiding the use of contractions
(I’m, hadn’t) and exclamation marks, as well as
writing in incomplete sentences.
Adapted from
http://library.bcu.ac.uk/learner/
4
writing guide and from RP 2010
notes

5. Current trends
• Block or indent paragraphing?
– If you are typing it out, use block paragraphing, that is, all shunted
to the left. If you are handwriting it, then it is conventional to
indent the letter. (That is, leave a two-finger space as you do in your
essay writing.)
• Name below signature or above address or both?
– Write your name below the signature, for a business letter, as it is
conventional to do so. Including your name above the address is
optional; it is just a convenience for the person replying your letter.
• Date
– Any consistent, clear numbering is accepted: 1/2/10, 1-3-10, 1st
Mar 2010 or 1 Mar ’10. However, it is preferable to use the last two.
• Salutation
– The name of the person, if known, should be used. This is for
personal approach, much practised in formal letters nowadays. For
example: Dear Mr John, Dear Mrs John Tan (American usage of
colon [:] after the salutation is not accepted. (e.g. Dear Mr Brown: )
• Heading
– This is placed in the centre (below the salutation) or aligned to the
left and made bold if the letter is electronically produced.
• Signing off
– These are acceptable phrases normally used: Yours faithfully, Yours
sincerely, (note that the second word starts in lower case.)
Adapted from
http://library.bcu.ac.uk/learner/ 5
writing guide

6. Formal Letter Format
Writer's address
Blk 123, Jalan XYZ
#12-123
Singapore 123456
Date
31 March 2010
Reader's name, position, address
Mr Jason Lim
Principal
ABC College
Jalan ABC
Singapore 098765
Suitable greeting
Dear Mr Lim, /Sir
Appropriate Title (the title should sum up the formal letter!)
e.g. Feedback on Entrepreneurship Forum held at ABC college
Opening paragraph:
Introduce self
State general purpose of letter
Body of letter: ( 2-3 paragraphs depending on the task given)
Give some background of the issue
Discuss the issue
Closing paragraph:
Repeat purpose of letter
Remind gently of deadline (where applicable)
Conclude on a polite note
Signoff, name, position
Yours sincerely/ faithfully,
Henry Wong
(student, 1AO3B)
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