16908_formal and InFDSBGNformal Letters

7/28/2019 16908_formal and InFDSBGNformal Letters

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that...

Givinginformation

I'm writing to let you know

that...

We are able to confirmthat...

I am delighted to tell youthat...

We regret to inform youthat...

Just a note to say...

We can confirm that...

Good news!

Unfortunately,...

Attachments

Please find attached myreport.I'm sending you ... as a pdffile.

I've attached...Here is the...you wanted.

Asking forinformation

Could you give me someinformation about...

I would like to know...

I'm interested inreceiving/finding out...

Can you tell me a little more

about...

I'd like to know...

Please send me...

Requests I'd be greatful if youcould...

I wonder if you could...

Do you think I couldhave...?

Please could you...

Could you...?

Can I have...?

I'd appreciate your help on


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Thank you in advance foryour help in this matter.

this.

Promisingaction

I will...

I'll investigate the matter.

I will contact you againshortly.

I'll...

I'll look into it.

I'll get back to you soon.

Offeringhelp

Would you like me to...?

If you wish, I would behappy to...

Let me know whether youwould like me to...

Do you want me to...?

Shall I...?

Let me know if you'd likeme to...

Finalcomments

Thank you for your help.

Do not hesitate to contactus again if you require anyfurther information.

Please feel free to contactme if you have anyquestions. My direct lineis...

Thanks again for...

Let me know if you needanything else.

Just give me a call if youhave any questions. Mynumber is...


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Close

I am looking forward to...(+-ing)

Give me regards to...

Best wishes

Regards

Looking forward to...(+ -ing)

Best wishes to...

Speak to/See you soon.

Bye (for now) / All the best

Rules for Writing Formal Letters in English

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

Addresses:

1) Your AddressThe return address should be written in the top right-hand corner of theletter.

2) The Address of the person you are writing toThe inside address should be written on the left, starting below youraddress.

Date:

Different people put the date on different sides of the page. You can writethis 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 isalways advisable to try to find out a name.


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2) Dear Mr Jenkins,If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and thesurname only. If you are writing to a woman and do not know if she usesMrs or Miss, you can use Ms, which is for married and single women.

Ending a letter:

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

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

3) Your signatureSign your name, then print it underneath the signature. If you think theperson 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 paragraphThe first paragraph should be short and state the purpose of the letter- tomake an enquiry, complain, request something, etc.

The paragraph or paragraphs in the middle of the letter should contain therelevant information behind the writing of the letter. Most letters in Englishare not very long, so keep the information to the essentials and concentrateon organising it in a clear and logical manner rather than expanding toomuch.

Last ParagraphThe last paragraph of a formal letter should state what action you expectthe 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)


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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 itthemselves, etc)

ps = postscript (when you want to add something after you'vefinished and signed it)

pto (informal) = please turn over (to make sure that the other personknows 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 areapplying for a job. Here is a fairly conventional plan for the layout of the

paragraphs.

Opening ParagraphBriefly identify yourself and the position you are applying for. Add how youfound out about the vacancy.

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

you a suitable candidate.

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

Closing ParagraphGive 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 orannounced a vacancy.


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Opening ParagraphIntroduce yourself briefly and give your reason for writing. Let them know ofthe kind of position you are seeking, why you are interested and how youheard about them.

Paragraph 2Show why their company in particular interests you, mention yourqualifications and experience along with any further details that might makethem interested in seeing you.

Paragraph 3Refer to your enclosed CV and draw their attention to any particularlyimportant points you would like them to focus on in it.

Closing ParagraphThank them, explain your availability for interview and restate yourenthusiasm for their company and desire to be considered for posts thatmight as yet be unavailable.

Rules for Writing Formal Letters in English

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

Addresses:

1) Your AddressThe return address should be written in the top right-hand corner of theletter.

2) The Address of the person you are writing toThe inside address should be written on the left, starting below youraddress.


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Date:

Different people put the date on different sides of the page. You can writethis 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 isalways 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 thesurname only. If you are writing to a woman and do not know if she usesMrs or Miss, you can use Ms, which is for married and single women.

Ending a letter:

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

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

3) Your signatureSign your name, then print it underneath the signature. If you think theperson 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 paragraphThe 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 therelevant information behind the writing of the letter. Most letters in Englishare not very long, so keep the information to the essentials and concentrateon organising it in a clear and logical manner rather than expanding toomuch.


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Last ParagraphThe last paragraph of a formal letter should state what action you expectthe 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 theparagraphs.

Opening ParagraphBriefly identify yourself and the position you are applying for. Add how youfound out about the vacancy.

Paragraph 2Give the reasons why you are interested in working for the company andwhy you wish to be considered for that particular post. State your relevant

qualifications and experience, as well as your personal qualities that makeyou a suitable candidate.

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


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Closing ParagraphGive 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 orannounced a vacancy.

Opening ParagraphIntroduce yourself briefly and give your reason for writing. Let them know ofthe kind of position you are seeking, why you are interested and how youheard about them.

Paragraph 2Show why their company in particular interests you, mention yourqualifications and experience along with any further details that might makethem interested in seeing you.

Paragraph 3Refer to your enclosed CV and draw their attention to any particularlyimportant points you would like them to focus on in it.

Closing ParagraphThank them, explain your availability for interview and restate yourenthusiasm for their company and desire to be considered for posts thatmight as yet be unavailable.

INFORMAL LETTERSGeneral tipsUse contractions: "We'd love to see you."Use 'really' for emphasis: "We're

going to have a really good time."You can have incomplete sentences:"Great idea! Fantastic! Can't wait to see you."Use "get": "get home", "getbored", "get sick", "get back", "get away", "get a present"Short questionsare fine: "What do you think?" "Will it be expensive?"Replying to a letter from a friendDear Bob,Thanks for your letter. It was great to hear that your broken leg

is better now, and that you are back with the teamplaying football


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regularly.Guess what? Mum and Dad are planning a trip to sunny England,so ........Well, that's all for now. Write soon and tell me about..............Love,DugWriting after a long timeDear Tracy,Sorry it has been so long since I last wrote to you. I have been

really busy with .........Anyway, I have some good news........Write backsoon and let me know ......

Asking for more informationI'd like a bit more information about ................One thing is the

accommodation. Will we be staying in tents?And about the food, do youknow if ............?Another thing is the price. How much will it cost?Can youtell me if ................?Write back soon so that we can arrange the flighttickets.Best wishes to all the family.Love,DugGiving information and making suggestions

You asked about ............. Well, where can I begin?I definitely think youshould ..............And don't worry about the ................... We will makesure ..............Also, it would be a great idea to ...............If I were you, Iwould .................About the price, it costs ..........Lastly, I want to tell youabout the ...........Does that help? If you've got any more questions, drop meanother line.I can't wait to see you. We're going to have a fantastic time onthe beach.All the best,DugInviting peopleWe're spending two weeks in the mountains and we'd love you to come

with us. Are you free? I hope so because we'llhave a really great time.Turning down invitationsThanks for the invitation but I'm really sorry that I won't be able to come.

We've already arranged to go on a scubadivingtrip to the Red Sea.FORMAL LETTERSLetters of complaint:Two beginnings:Dear Sir/Madam,I am writing to complain about the

holiday your company organised on the island of Tahiti. We have justreturned fromthe island and unfortunately we feel very dissatisfied.Or:Dear

Sir/Madam,I have just returned from one of your holidays on the island ofTahiti and I am writing to express my strongdissatisfaction.Then:Yourbrochure promised us ........, but when we got there we were shocked/disappointed to find that ...............Furthermore, although the advert saidthat ................., in reality ......... Moreover, the ............ was supposed tobe......................, but ............ The holiday was also ruinedby .............................. As if that wasn't enough, we then foundthat


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............In view of all this we feel we deserve a full refund and a letter ofapology.I hope this matter will receive your immediate attention.Yoursfaithfully,Letters giving information and making suggestionsDear Mr. .....I am writing in reply to your letter asking for information

about ........You asked about the ................ I would like to let you knowthat ....As for the ..........., I would suggest that you ..........You also oughtto ...........It would be an excellent idea to .............It would be a mistaketo .............I hope that you find this helpful. Please do not hesitate to contactme if you require any further information.Yours sincerely,Letters asking for further informationDear .......I am writing to inquire about the ................... I am interested in

your ............. but I need some further information.First of all, your advertmentions ................. Could you please let me know .............. ?I would also

like to know ....................Another question concerns the ............. Will theybe .............?Lastly, I would be grateful if you could tell me ................I lookforward to hearing from you.Letters of applicationDear ......I am writing to apply for the job of/ for a place on your ..... course

which I saw advertised in "The Guardian" newspaper.I am 26 years old andat the moment I am studying astrophysics at ........Having studied Englishfor over seven years I am a fluent speaker of the language.Myqualifications also include Proficiency certificates in both French andGerman.As far as experience is concerned, I have worked as .............for ...........As for my character, people tell me I am ...............I feel I wouldbe suitable for this job because ............Thankyou for considering myapplication.InvitationsI would like to invite you to .............

Turning down invitationsI am sorry to tell you that I will not be able to .........

What are the differences between formal and

informal letters?


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Documents

16908_formal and InFDSBGNformal Letters