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. 1) Your Address The return address should be written in the top right-hand corner of the letter. 2) 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 your address. Write the month as a word. 3) The Name of the person you are writing to The name of the person should be written on the left, starting below the date 4) The Title of the person you are writing to If the title is provided; it may be for example appear as - HR Manager 5) Address of the person you are writing to Confirm the address that you need to send your letter to; as it may be different to the company address

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 your title in brackets after your name. Dee Thompson

XR Training - May 2013

1

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.

Task

Read the advert for a Private Hire Taxi Driver job vacancy



Highlight the relevant information



Write a letter applying for the vacancy

Dee Thompson

XR Training - May 2013

2

Formal Letter Layout Use this letter layout when you write your letter. Date

Your Address

Name of person you are writing to Job Title

Address

Inset Name

Dear ____________________

Topic Sentence - what is the letter about

Main body of letter Sign off - ‘Yours sincerely’ if you know the recipient’s name. ‘Yours faithfully’ if you do not know it. Signature

Dee Thompson

XR Training - May 2013

3

Dee Thompson

XR Training - May 2013

4

Yours faithfully - (if greeting is to Sir / Madam) Yours sincerely - (if name is given)

Sum up your main point and state that you look forward to a response to your letter / query / complaint etc. if appropriate. Thank you, in advance, for taking time to respond to my...

Degree of intimacy with recipient will determine the way you sign off: Best wishes / Kind regards / Yours truly / With love...

• You may have more than 2 paragraphs. Depending on who the recipient is you will have varying levels of informality. • It is generally accepted that in informal letters contracted forms can be used: can’t instead of can not; haven’t instead of have not etc. • You may also use a more colloquial language register - chatty tone that you might use in speech / mild slang words. • Punctuation can be less formal: exclamation mark! used to signify shock or a joke; dashes - instead of commas; brackets used to separate additional ideas / references...

Dear __________________

Date

Date

• It may be appropriate to start with a reference line. Re: ........................................ • Do not use contracted forms - write all words in full. • Use formal standard English - no slang. • Keep sentences precise and get straight to the point. • Keep business letters focussed and do not waffle on! • If complaining, be polite and use intelligent vocabulary.

Dear __________________ (If unknown use ‘Sir / Madam’)

Recipients address Reference number if available

Sender’s address

Layout for an informal letter

Sender’s address and other contact info: Email Telephone Fax

Layout for a formal letter

Job Vacancy

Dee Thompson

XR Training - May 2013

5