Writing formal letters

By Cathy PownallMay 2008

Formal letters use standard English and have strict rules to follow

Leave a line between each box

Whatever the subject, a formal letter should be laid out like this template.

You don’t need to put your name here; you only need to write your address.

Write the date in full: not in numbers

You can put the person’s name above their address if you know it.

Mr David Shaw

48 Main Street

Narborough

Leicester

LE9 5DBIf you know the job title, include it after the name:

Mrs Sheila Trent

Head Teacher

St Mary’s School

Easton

Leicester

LE9 2AF

If you start your letter with:

Dear Sir/Madam

you should end your letter with:

Yours faithfully

Remember to use a capital Y and a lower case f

If you start your letter with:Dear Mr Bondyou should end your letter with:Yours sincerely

Remember to use a capital Y and a lower case s

It’s not always necessary to use a reference. However, lots of letters do have references. For example:

Dear Mr Bank Manager

Re: bank account number 390898

Dear Doctor

Reference: appointment 21.03.08

Dear Teacher

Reference: Payment for trip

Re is short for reference

Dear Estate Agent

Re: 28 Northern Ridge Road

This is where you tell the reader why you are writing.

I am writing to inform you that I will no longer be needing your window cleaning services.

I write with regard to your advertisement in the Leicester Mercury last Tuesday.

I am writing to complain about the service I received in your restaurant on 12th May 2008.

This is the main part of your letter and is usually several paragraphs long.

A paragraph is a group of sentences on the same subject.

The first sentence of each paragraph is the topic sentence and should be linked to the other sentences in that paragraph.

This can be quite a short paragraph summing up or ending your letter.

Sometime it can be an incomplete sentence as it leads into the salutation:

Looking forward to your favourable reply,

Notice the comma.

I am hoping that the above information meets with your approval and I await your reply at your earliest convenience.

In formal letters, you must put your full name at the bottom of the letter and, if appropriate, your job title.

Amanda Everton

Sales Manager

Mrs A Everton

Sales Manager

This sounds more serious, perhaps for a complaint or to express anger

Mandy Everton

Sales Manager

This is still formal but quite friendly

This is very business-like

Sign between the salutation and the name

Leave a line

Continue on another sheet if necessary

(Remember the blank line between boxes too)

Now it’s your turn!