Learning English

How to Write Formal Letters

Help with formal and business letter writing. A summary of writing rules including outlines for cover letters and letters of enquiry, and abbreviations used in letters.

Layout of a Formal Letter

The example letter below shows you a general layout for a formal letter.

 Rules for Writing Formal Letters in English

In English there are a number of conventions that should be used when writing a formal or business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language like contractions.
Addresses:

1) Your Address

The return address should be written in the top right-hand corner of the letter.

2) The Address of the person you are writing to

The inside address should be written on the left, starting below your address.

Date:

Different people put the date on different sides of the page. You can write this 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 is always 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 the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
Ending a letter:

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

2) Yours sincerely

If you know the name of the person, end the letter this way.

3) Your signature

Sign your name, then print it underneath the signature. If you think the person 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 paragraph
The 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 the relevant information behind the writing of the letter. Most letters in English are not very long, so keep the information to the essentials and concentrate on organising it in a clear and logical manner rather than expanding too much.

 

Last Paragraph
The last paragraph of a formal letter should state what action you expect the 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 the paragraphs.

 

Opening Paragraph
Briefly identify yourself and the position you are applying for. Add how you found out about the vacancy.

 

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

 

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

 

Closing Paragraph
Give 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 or announced a vacancy.

 

Opening Paragraph
Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you are seeking, why you are interested and how you heard about them.

 

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

 

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

 

Closing Paragraph
Thank them, explain your availability for interview and restate your enthusiasm for their company and desire to be considered for posts that might as yet be unavailable.

SOURCE:   http://www.usingenglish.com/resources/letter-writing.php

      BAY POINT SCHOOLS

COMPUTER skills & TECHNOLOGY lab

25005 SW 133^rd Avenue

Miami, Florida 33032

305-251-3112

COMPUTER EDUCATIONAL TECHNOLOGY                 

                                            Certified Instructor: Mr. Michael Rubin   TIME \@ “MMMM d, yyyy” April 14, 2012

                                            

Instructions: Copy each letter exactly as shown. There are four letters to type. Use Courier New 10 font. Create a Word file for each letter saved in Floppy A. See the bottom of the letter for the name of each file. A grade will be given for each letter. Be sure you save often to floppy “A”. Set the left margin at 1.25”. Use print preview to adjust how the page looks. Center the letter from top to bottom. Use the proper date format as in 010712 for July 12, 2001. Use the bold title for each page as in “The Block Form Business Letter #1”, and print each page separately. Don’t forget that the file name appears as the last item on each page.

                  The Block Form Business Letter #1

Your street address City, State zip code Date (use class format for date 030225)       Ms. Helen Jones, President Jones, Jones, & Jones 123 International Lane Boston, MA  01234   Dear Ms. Jones   Subject: How to Write a Block Letter   When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address and the date, then skip four lines and provide the inside address of the party to whom the letter is addressed. Skip another 2 lines before the salutation, and do not punctuate after it. Then write the body of your letter as illustrated here, with no indentation at the beginning of paragraphs. Skip lines between paragraphs.   If you are using letterhead that already provides your address, begin with the date. After writing the body of the letter, type the closing without punctuation, leave 4 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Now doesn’t that look professional?   Sincerely       Your Name Administrative Assistant

 

 

030225 Business letter 1 block form your name.doc

 

                The Indented Form Business Letter #2

 

 

 

 

 

                                       Your street address

                                       City, State zip code

                                       Date in class format (030225)

 

 

 

Ms. Helen Jones, President

Jones, Jones, & Jones

123 International Lane

Boston, MA  01234

 

Dear Ms. Jones:

 

     If you are using the indented form, place your address

and the date on the top right-hand side of the page. Skip four lines

and type the inside address. Skip two lines and type the salutation flush left. Skip two lines and indent the first line of each paragraph one-half inch.  Skip lines between paragraphs.

 

     Instead of placing the closing and signature lines flush left, type them at the right, even with the address and date above, as illustrated below. Skip four lines between the closing and your name allowing room for your written signature. Now doesn’t that look professional?

 

 

                                       Sincerely,                                  

 

 

 

                                       Your name

 

 

 

 

 

 

 

 

 

 

 

 

 

 

030225 Business letter 2 indented form.doc

 

 

 

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