English Department , IES Llanes, Sevilla

How to write formal letters

Organisation and presentation

• Include sender and recipient's address, positioned at top of letter (not included
in word count). In some occasions, you will have to specify the person you are
addressing to.
• Include date; below addresses (not included in word count) include an
appropriate greeting e.g.
 ‘Dear Mr Young’, and the corresponding closing: ‘Yours sincerely’
 ‘Dear Sir/Madam’ and the corresponding closing: ‘Yours faithfully’,
 The letter should be well-organised into appropriate paragraphs e.g. an opening
paragraph, which gives the reason for writing, the body of the letter and the final
concluding paragraph.
• Sign off with signature and full name printed underneath
• State clearly and politely what actions you want to be taken.
 English Department , IES Llanes, Sevilla

Language
• Include the relevant language items of the level as required, appropriate linking
words are vital. Remember: the language should be formal, so “Nevertheless” is
better than “However”.
• Accurate spelling, grammar and punctuation is expected
• Punctuation conventions to be observed and consistent, including address,
greeting and signing-off e.g. Dear Mary, (comma optional) but not Dear Mary!
Style and register
• Formal and more impersonal in nature e.g. relative clauses, passives,
signposting words
• Do not use contractions
• Style and register should be consistent

Types of formal letters:

• Letters of application
• Letters of complaint
• Letters requesting information
• Letters giving information

• Letters to the editor of a newspaper or magazine

Useful language for formal letters.

Introducing why you are writing (1st paragragraph) The introductory paragraph should
be concise and should clearly state the purpose, for example, a complaint, an enquiry
or to request something.

 I am writing to apply for the post…, as advertised in…

 I am writing in reference to your article..

 I am writing to you concerning…

 I would like to express my disappointment / my concern

 I am writing to complain about …
 I am writing to enquire about … / inform you
 I am writing with regard to ….
 I am writing in response to your advertisement …
 English Department , IES Llanes, Sevilla

Main Body (one or two paragraphs)

The main body should clearly state the points that you want to make. As a general rule

it is a good idea to keep to the point as much possible to avoid distraction. A longer
main body may be more appropriate when making a complaint as you need to add
more detail.

Useful language for second paragraph:

 I feel very strongly that…

 As you can see from the attached C.V. …

 In your advert you claim that…. However,
 To make matters worse,

 As you stated in your letter,

 Regarding / concerning/ with regards to..
 I have been waiting for ….

 I was amazed / distressed / to find that….

 We were most disappointed..
 As you must realise…
 I am sure you can imagine….
 I am sure you will appreciate that…
 It goes without saying that…
 I therefore feel that..

Concluding Paragraph

The concluding paragraph should outline what action you would like the recipient to
take: to make a refund, to send you information etc.

Useful language for concluding paragraphs

 Thank you for considering my application..

 I would be grateful if you would ….

 I am available for an interview at any time.

 It the very least, I look forward to receiving …
 English Department , IES Llanes, Sevilla

 I would like you to refund my money.

 I look forward to hearing from you

 I would be most grateful if you published my letter

 Thank you in advance for your …
 I would be pleased to receive…

EXAMPLES OF FORMAL LETTERS

1. Letter of apology
22 Brown Street
London N22 5ZT
23rd May 2005
The Bank Manager
11 Tree Road
Sheffield S22 7UK

Dear Mr. Petersons,

I am writing to apologise for not being able to attend the meeting on Wednesday 15th
May.
I was not able to attend due to unforeseeable circumstances beyond my control. I
sincerely apologise for this and hope that it did not cause you too much inconvenience.
I would like to know if it is possible to arrange another meeting in the near future.
I look forward to hearing from you.

Yours sincerely

Jane Smith
 English Department , IES Llanes, Sevilla

2: Letter to enquire information:

22 Brown Street
London N22 5ZT
23rd May 2005
The Director
The English School
12 Bridge Street
Leeds L30 6NN

Dear Sir/Madam,
I am writing to enquire about English Summer courses at your school.

I would be grateful if you could send me further details regarding courses in August. I
would like to know the starting dates, details about different types of courses and how
much they cost.

In addition, I would like to have further information about accommodation with host
families.

I look forward to hearing from you

Yours faithfully

Jane Smith
 English Department , IES Llanes, Sevilla

3: Letter of complaint

22 Brown Street
London N22 5ZT

23rd May 2005

The Editor
The Daily News
11 Upton Street
Newcastle N45 6TY

Dear Sir/Madam,

I am writing to complain about a news article printed in yesterday´s newspaper.

I believe that your article did not represent both sides of the argument. I have been
reading your newspaper for many years and one of the things that I value is your
reporting which is normally impartial. However, on this occasion I believe that the facts
were not clearly stated.

I would be very interested in knowing your comments regarding the above complaint.

I look forward to hearing from you.

Yours faithfully

Jane Smith
 English Department , IES Llanes, Sevilla

4: Letter to the editor

The Editor 23rd May 2010

The Daily News
11 Upton Street
Newcastle N45 6TY

Dear Editor,

As the world examines the achievements and challenges towards eradicating HIV/AIDS on this
World AIDS Day, we must take a critical look at the conflicting realities making women and girls
vulnerable to the perpetual face of HIV/AIDS.

Access to treatment is extending the lives of HIV-positive people in remarkable ways, and yet
unwanted pregnancy among HIV-positive women is on the rise. While incidents of HIV are
declining in some African regions, women continue to become infected through sexual
transmission at alarmingly high rates. Unless steps are taken to address their HIV/AIDS and
sexual and reproductive health needs, women and girls will remain the unwilling victims of this
deadly epidemic.

Contrary to what some may think, marriage poses significant risk of HIV infection for women in
many parts of the world. In fact, more than eighty percent of new HIV infections in women occur
in marriage or in long-term relationships. Despite global recognition of the unique vulnerabilities
of women and girls to HIV infection, U.S. HIV prevention policy continues to emphasize
abstinence instead other tools, such as condom use, that would better safe-guard women’s
health. Tragically, it also has abandoned support for international family planning. The vast
amount of funding for HIV/AIDS prevention are rarely, if ever, integrated with family planning
and reproductive health programs that provide desperately needed services to women and their
families.

Only through financial and political support for the integration of HIV/AIDS and family planning
services we would give women and girls a true chance at survival. That would be something to
celebrate.
Sincerely,

Your Name

Your Address

Your Email
 English Department , IES Llanes, Sevilla

5: A letter of application: instructions:

letter of application

If you are responding to a job advertisement you may be asked to write a letter of
application. This is the letter which lists all your work experience and
qualifications and should also explain why you want the job. Begin your letter by
telling the reader where you saw the advertisement:

 I am writing to apply for the post of Fashion Shop Manager advertised in the
'News Shopper' of 14 February 2002.

You would then go on to list your experience and relevant qualifications:

 I have worked in the retail industry for a total of ten years, first as a sales
assistant in a department store and for the last three years as a Section
Head at Jones the Bootmaker.

You might then go on to say why you are particularly interested in this job and
mention the particular abilities and skills that you have.

 I am applying for this position as I am looking to progress from junior to

senior management. I have always been interested in the latest fashion
trends and developments and I believe your organisation is a well-run
quality fashion business. I would very much like to work for your company.

 I believe I have all the skills, knowledge and expertise that you are looking
for. I have lots of initiative, can schedule and prioritise tasks and can work
to strict deadlines. I also work particularly well with people and would enjoy
leading the team and working with clients and customers.

You might then close the letter with the following formula.

 I look forward to hearing from you and hope that you will be able to invite
me for an interview.