FORMAL LETTERS - Introduction

Formal letter or email

Formal letters may be written to an individual or to an organization. The purpose may be, for example,
to apply for part-time or vacation work (application letter)
to apply for study or scholarship opportunity (application letter)
to complain about something (complaint letter)
to make suggestions about something
to request information (enquiry letter)

Structure

1-Salutation or Greeting
(A) If you know the name of the person you are writing to use the title (Mr, Mrs, Miss or Ms) and the surname only. If you are writing to a woman and you do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
Examples: "Dear Mr Simpson," / "Dear Mrs Flanders," / "Dear Miss Skinner," / "Dear Ms Van Houten,"
(B) If you do not know the name of the recipient of the letter begin with "Dear Sir," / "Dear Madam," (if you know you are writing to a man or a woman) or "Dear Sir or Madam," (if you do not know the sex of the person you are writing to).

2 - Body

2.1 Opening

The first paragraph states the reason(s) for writing and, if needed, what you are responding to (an advert, a prospectus...). In addition, an opening paragraph is needed to make reference to previous correspondence.

Useful phrases for the opening

• I would like to apply for one of the scholarships I saw advertised in your prospectus. (applying for a scholarship)
• I am looking for an outdoor work during the summer holidays and I would like to apply for the position of hotel lifguard assistant which I say advertised in my university's student newspaper. (applying for a job)
• I have seen your advertisement for the post / vacancy / job of… advertised in the local newspaper on 16 June. I am writing because I would like to apply for the job. (applying for a job)
• I am the secretary of my college Science Club. I saw your advertisement for the exhibition "The Next 100 Years" and I am interested in organizing a group visit. I was wondering if I could ask you some questions about it. (requesting information)
• I am writing (in order) to complain about the advertisement for your new game. Having just played the game, I realize that the advertisement is misleading. (complaint letter)
• I am writing with regard to ... I am writing with reference to... I am writing in response to...
• Thank you for /your letter of 9 May... /for your letter regarding...
• In reply tor your letter of 8 May, ...

2.2 Main content

The rest of the body will be organized in paragraphs, grouping ideas logically (covering two points or questions in one paragraph, two other points or questions in another paragraph...). You should aim for three to five paragraphs

Other useful phrases

Asking politely

• Could you please tell me... ?
• I would be grateful if you could ...
• I would be interested in having more details about...
• I would like to know if/when/when/...
• I would like information on...

Complaining

• I would like to complain about + noun or -ing
• ... is not what I expected / was expecting
• I am not satisfied with...
• I would be grateful if my money was refunded / if you could give me a refund

3- Closing

The end of your letter is as important as the beginning. You usually state what you would like the recipient to do, make a reference to a future event, offer to help...

• I look forward to hearing from you soon / I look forward to receiving your reply
• I look forward to receiving a full refund (in a complaint letter)
• I would like to know what you are going to do about this situation (in a complaint letter)
• I would like to thank you in advance for this information (in a enquiry letter -requesting information)
• If you require/Should you need further information, please do not hesitate to contact me/feel free to contact me.

4- Final salutation

Depending on how you started your letter , you will end your letter with

• Yours sincerely, 
• Yours faithfully, 

5-  Sign your full name

Moe Szyslak