Formal Letter Writing Guide

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Questions and Answers

What is an appropriate way to close a formal letter?

Yours faithfully, (correct)

Best regards,

Cheers,

Hey there,

Using contractions is encouraged in formal writing.

False

What should you include at the end of your letter?

Final salutation, signature, and printed name.

In a letter of application, you should mention your ________ and experiences.

qualifications Signup and view all the answers

Match the following phrases with their purposes in formal letters:

I would like to know if... = Requesting information I look forward to hearing from you soon = Closing statement I am writing to apply for... = Letter of application Should you need further information = Offer of assistance Signup and view all the answers

What is a suitable phrase for polite inquiry?

Could you tell me...? Signup and view all the answers

You should aim for less than three paragraphs in a formal letter.

False Signup and view all the answers

What type of sentence structure is recommended for formal letters?

More complex sentence structure. Signup and view all the answers

What is the primary purpose of a letter of application?

To apply for a job or scholarship Signup and view all the answers

The format of a formal letter does not require an opening paragraph.

False Signup and view all the answers

What should you use if you do not know the name of the recipient when writing a formal letter?

Dear Sir, or Dear Madam, or Dear Sir or Madam Signup and view all the answers

The first paragraph of a formal letter should state the __________ for writing.

reason Signup and view all the answers

Match the types of formal letters with their purposes:

Application Letter = To apply for a job or opportunity Complaint Letter = To express dissatisfaction Enquiry Letter = To request information Suggestion Letter = To propose an idea Signup and view all the answers

Which salutation should be used if you know the recipient is a woman but you do not know her marital status?

Dear Ms. Smith, Signup and view all the answers

The body of a letter should be organized into paragraphs for clarity.

True Signup and view all the answers

List one useful phrase for opening an application letter.

I would like to apply for one of the scholarships I saw advertised in your prospectus. Signup and view all the answers

Study Notes

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.

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Description

This quiz will help you understand the essential components of writing formal letters. You will learn about proper salutation, body formatting, and the purpose behind various types of formal correspondence, including job applications and complaints. Perfect your letter-writing skills for any situation.