Formal Letter Writing Guide

Formal Letter Writing

• Formal letters can be for various purposes, including job applications, scholarship applications, complaints, suggestions, and inquiries.

How to Write Formal Letters

Salutation (Greeting)

• Known Recipient: Use title (Mr, Mrs, Miss, Ms) and surname. If unsure of a woman's marital status, use Ms.
  • Examples: Dear Mr. Simpson, Dear Mrs. Flanders, Dear Miss Skinner, Dear Ms. Van Houten
• Unknown Recipient: Use Dear Sir, Dear Madam, or Dear Sir or Madam.

Body

• Opening Paragraph: State the reason for the letter and what it's in response to (advertisement, prospectus). Reference any previous correspondence.

  • Examples:
    • Applying for a scholarship: "I would like to apply for one of the scholarships I saw advertised in your prospectus."
    • Applying for a job: "I am looking for outdoor work… I would like to apply for the position… advertised in my university's student newspaper."
    • Applying for a job (from advertisement): "I have seen your advertisement for the post… advertised in the local newspaper on 16 June. I am writing because I would like to apply for the job."

• Main Content: Organize into paragraphs for clarity.

  • Examples of paragraph structure for an application letter:
    • Introduction of yourself. (Age, location, education/training/experience relevant to the job, languages, etc.).
    • Explanation of suitability for the job (mention reasons why your skills and experience match the job requirements).
    • Conclusion and next steps (availability for interview, interest in the role, further information request, etc.)

• Paragraphing: Group ideas logically. Aim for 3-5 paragraphs.

• Useful Phrases (polite requests):

  • "Could you tell me...?"
  • "I would be grateful if you could..."
  • "I would be interested in having more details about..."
  • "I would like to know if/when/where/etc..."
  • "I would like information on..."
  • "Do you know if...?"

Closing

• Express Desired Action/Future: State what you want the recipient to do, reference a future event, offer to help.
  • Examples:
    • "I look forward to hearing from you soon / I look forward to receiving your reply."
    • "I would like to thank you in advance for this information (in an enquiry letter to request information)."
    • "If you require/Should you need further information, please do not hesitate to contact me/feel free to contact me."

Final Salutation

• Match to Salutation: Use "Yours sincerely," or "Yours faithfully," and sign. Write your full name clearly below your signature.

Other Considerations

• Appropriate Language: Use formal vocabulary and sentence structure appropriate to the context and exam level. Avoid contractions and elementary vocab.
• Connectors: Use connectors specific to formal language to enhance coherence in your writing.