Writing a formal letter or an e-mail

The structure of the letter

There are 6 parts of the letter1. Heading2. The inside address3. The greeting4. The body5. The complimentary close6. The signature line

There are skips between the paragraphs.

Letter formats Semiblock Modified block Block

The heading

Contains the return adress with the date on the last line

Phone number, e-mail adress Line is skiped between the address and the

date.

Laszló KovácsBudapest, 23 Eperjes St.06-94-1455-345lkovacs2@freemail.hu

23rd August, 2007.

The inside address

The address you are sending the letter to. Make it as complete as possible. Include titles and names if you know This is always on the left margin.

Peter Ryder

Personnal Manager

Bradbury Public Library

34 Main St. Bradbury

The greeting/salutation

Dear + always includes persons last name

Use Mr, Miss, Mrs, Dear Sir, Madam, Sirs, Sir or Madam Dear Mr Kovács: Dear Mrs Kovács:

The body of the letter

Business letter is never hand written. Skip lines between paragraphs

ReferenceReason for writingRequesting/Agreeing to requestsEnclosing documentsClosing remarksReference for future contactThe finish

Reference

With reference to your advertisement in the Times/ your letter of 23rd March/ your phone call today….

Thank you for your letter of March 23rd … In reply to your letter of … Regarding your inquiry about… Under our agreement… In accordance with our previous

discussions… The British Embassy in Budapest / Mr Zoltán

Kovács has adviced me to get in touch with you in concerning

The reason for writing

I am writing toinquire aboutapologize forconfirm

Requesting/agreeing to requests

Could you possibly… I would be grateful if you could …

I would be delighted to …

Giving bad newsUnfortunately …I am afraid that

Enclosing documentsI am enclosing …Please find enclosedEnclosed you will find …

Closing remarks I thank you in advance for you reply. Thank you for attention. Thank you very much for understanding the

matter. I would welcome a personal interview.

Reference to future contact I look forward to …hearing from you soon/meeting

you next Tuesday/seeing you next Thursday

The finish

Yours faithfully, (no name of the person)

Yours sincerely, Yours thuly

Very formalRespectfully yours,Very respectfully,

Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 Tel: Fax: Email: kenny@cheese.com

October 23, 2006

Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL

Dear Mr Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely, Kenneth Beare Director of Ken's Cheese House