1. Formal Letter
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.
TIPS:
Be concise and relevant: get straight to the point and stick to it, don’t include any
unnecessary or supplementary information, don’t use any flowery language
or long words just for the sake of it, and don’t repeat too much information
which may already be included in a CV, for example
Check your grammar and spelling very carefully: Mistakes will create a very bad
impression, will lessen the effect of what you’re saying and in the case of a
job application letter, could well also consign it to the bin.
Use the right tone of language: avoid everyday, colloquial language; slang or jargon;
avoid contractions; avoid emotive, subjective language; avoid vague words
such as nice, good, get etc.
You should always be polite and respectful, even if complaining. One way of
doing this in English is to use ‘modal verbs’ such as would, could and
should. Instead of simply writing Please send me, you could express this more
formally as I would be grateful if you could send me ...
You write to How to begin the letter How to end the letter
Dear Sir/Madam Yours faithfully (BE)
an unknown Dear Sir or Madam Yours truly (AE)
firm/person
To whom it may concern Truly yours (AE)
Yours sincerely (BE)
a person whose Very truly yours (AE)
Dear Mr/Mrs/Ms Fisher
name you know
Sincerely (yours) (AE)
(With) Best wishes (BE) (AE)
Yours (BE)
a person you know Love (BE)
Dear Ann/John
personally
All the best (AE)
Kindest/Best regards (AE)

2. The Layout of a formal letter
6 Lower Turn Road
Sender's address
Mountainthyme X26 3A
date
12th May 2007
The Manager,
W. Jones & Sons Ltd
inside address Hermes House
Clanton,
Northshire CL20 OZX
greeting 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.
I would be grateful if you could send me your catalogue. I
body of letter and some friends are particularly interested in the wallet
containing a ring file, extra sheets of paper and coloured
ball-point pens.
final paragraph I look forward to seeing your catalogue and would
appreciate if you could let me know by return if you can
supply these kits.
the closing Yours faithfully,
Yours faithfully Heidi Braun
(Dear Sir, etc.)
Yours sincerely
(Dear Mr Jones,
etc.)
Yours truly
(AmEng)
Sincerely yours
(AmEn)
ADDRESSES:

3. 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. It should be written on the left,
starting below your address
DATE:
You can write this on the right or the left on the line after the address you are
writing to.
SALUTATION OR GREETING:
1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this.
2) Dear Mr Smith,
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.
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.
Second paragraph
The paragraph or paragraphs in the middle of the letter should contain
the relevant information. Keep the information to the essentials and
concentrate on organising it in a clear and logical manner rather than
expanding too much.

4. 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.
A Covering Letter
A covering letter is used when applying for a job and accompanies your CV.
Opening Paragraph
Briefly identify yourself and the position you are applying for. Add how you
found out about the post.
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.
A Letter of Enquiry
A letter of enquiry is when you write to a company without their having
advertised a post.
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

5. enthusiasm for their company and desire to be considered for posts that
might as yet be unavailable.
EXPRESSIONS
INTRODUCTORY EXPRESSIONS
I saw your advertisement in today's We should like to call your attention
Times and.. to...
I am writing to enquire about...
I regret to inform you that... CLOSING EXPRESSIONS
I apologize for the delay in replying to
your letter Would it be possible to telephone me
I would be most grateful if you could . . as soon as
. I look forward to hearing from you
Thank you for your letter of 15 January. soon.
We are pleased to inform you... I would very much appreciate an early
We are pleased to confirm... reply.
It would give me great pleasure to I request a prompt reply.
attend I look forward to meeting you at your
I regret that I am unable to attend. earliest
With reference to your letter of... May I suggest that we . . .
We find it necessary to inform you... I will send all the details.
I reply to your advertisement for... I would be most grateful if you could . .
I should like to apply for the job of... .
We have received your letter...