Formal or business lettersLetter writing

Objectives:

• to identify difference between formal and informal letters

• to learn formal letter formats and letter writing strategies

• to produce own letters

What is a letter?

A letter is a written

message that can be handwritten or

printed on paper.

Formal letter

A formal letter is a letter, written in formal language, in the stipulated format, for official purpose.

•The heading: Your address and the date.

•The address of the person you are writing to.

•Salutation or greeting.

a) Dear Sir/ Madam. If you don’t know the name of the person you are writing to.

b) Dear Mr/ Mrs/ Ms + person’s surname

•The introduction. A short introduction that states the purpose of the letter/ the reason for writing

•The body. (2- 4 paragraphs) that should contain the relevant information behind the writing of the letter/ complaints, justifications, acceptance of invitations and qualifications/

•Conclusion. The final paragraph (suggested actions to be taken, closing remarks, express understanding, promises…)

•The end of the letter.

a) Yours faithfully: If you don’t know the name of the person.

b) Yours sincerely: If you know the name of the person.

•Your signature below.

Formal letters have several parts:

Exercise: Writing a formal letter

You have bought an item of electrical equipment which stopped working a day after you took it home. Write a formal letter to the manufacturers of the item in which

you :

• state what the item is

• say where and when you bought it

• explain what appears to be wrong with it

• ask for replacement item.

Good

luck!