Writing a formal letter.

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67 Queens Road, Edinburgh

VS25346

Dora has seen this advert on the school noticeboard. She wants to write a letter to Emily Gunderson asking for more information about the Vocal Club.

In this video, you will learn how to write a formal letter.

Writing letters is the old thing especially the informal letters. We don't write informal letters because we have phone to SMS and internet to email but formal letters are still in use for offices and all.

What is a letter?

A letter is a written or typed message addressed to a single person or a group of people.

In earlier days’ letters used to be one of the primary means of communication between people who lived far away from each other. Although in recent times, communication has become much easier with the help of phones, computers and faster travel options, it is important to learn the art of letter-writing.

Types of letters

Letters can be classified into many kinds depending on their purpose. Letters can be personal or formal.

Personal letters

A personal or informal letter is usually addressed to family members, relatives, friends, or people we know personally.

It is usually written in an easy and friendly manner.

Take a look at the sample of the personal letter.

Dear Amy,

Thank you a lot for your last letter. It was a nice surprise to hear from you. I'm sorry I haven't written to you earlier but I had to organize some things concerning my trip.

As you probably remember I've always wanted to visit some unusual places. But you'd never guess where I've chosen to spend my holiday. It's Africa! I'm so excited about the whole event!

Anyway, I'd like to meet you when I get back. Hope you are enjoying your holiday. Do write back soon.

Love,

Becky

Now let’s learn more about a formal letter.

A formal or business letter is usually addressed to people we don’t know very well, people we haven’t met, or people who are in authority.

It is usually written to give information, express a concern, make a request or complain.

It uses a polite and more formal style than a personal letter.  Abbreviations and conversational phrases are completely avoided.

Take a look at the sample of a formal letter.

Dear Mrs Richards,

I am writing to inform you that I was very disappointed with my visit to your restaurant two days ago. Unfortunately, I have a couple of complaints concerning this visit.

According to your advertisement the place is perfect for having private conversations in relaxing atmosphere. However, it turned out that the music was too loud.

To make matters worse, the place was crowded and waiting for an ordered meal was intolerably long. I must admit that the cuisine was quite good but the prices were way too high.

I would like you to take my points under consideration and I expect a refund from your restaurant. I look forward to receiving a reply from you.

Yours sincerely,

Tom Collins

Every letter has a particular format. Let’s look at the most essential parts of a letter.

The Heading includes the address, date and a telephone number.

Then goes the Salutation or Greeting.

Then follows the Message or Body.

At the bottom is the Complementary Closing.

And finally goes your Signature.

The content of these parts may differ between a personal and a formal letter.

Now that we know the format of a letter let’s learn the important points of writing a formal letter.

Every letter starts with the Heading.

Write the sender’s address and telephone number on the top left hand corner of the page. If you are representing a company, write the company’s address. If you are the sender, write your address. Write your street address on the second line. Write your city, state, and zip code on the line below that. Include your telephone number and email if available under your address.
Place the date directly below the sender's address. The date can be written in full or only using numbers.

Don’t use a comma or a full stop at the end of the address and date.

The address of the person receiving the letter goes on the left hand side below the sender's address.

Salutation/Greeting

Give the person you're addressing a salutation. It is written in the left-hand side leaving a few lines below the heading.

The salutation usually begins with the word “Dear” followed by a personal title – Miss, Mr. or Mrs. - and the full name of the person. If the name of the person is unknown, then the greeting may be written as Dear Sir or Madam.

A comma is used after the greeting.

The Body/ Message

The message comes in the next line after the salutation. The first word begins with a capital letter.

The body of the letter need not be more than three paragraphs.

In the first paragraph, write a friendly opening and then state the reason or goal of the letter.

In the second paragraph, use concrete, real examples to stress or underline your point, if possible.

In the final paragraph, briefly summarize your purpose in writing and suggest how you might want to proceed further.

Complementary Closing

The Complementary Closing is written after the body to indicate a polite way of ending the letter. Some of the closings include Respectfully Yours, Yours sincerely, Yours Faithfully, Best wishes.

A comma is used after the closing.

The Signature

The signature ends the letter and comes below the closing. The signature refers to the name of the sender. It contains the title, name and the surname of the sender.

Enclosure

If you have enclosed some document with your letter (resume, schedule), it is important for you to mention it just below your name.

Proofread your letter.

Double check the spelling of names, addresses etc. Make sure your writing is clear and concise. Fix any grammar errors.

Let’s have a look at Dora’s letter.

Dora Grant

15 Clover Drive

Edinburgh

25647BG

Emily Gunderson

67 Queens Road

Edinburgh

VS25346

6 May 2016

Dear Madam,

I’m writing to find out more information about the vocal lessons which I saw advertised on the school noticeboard.

First of all, could you send me some more information for beginners?

For example, how old does a child have to be to join the club and what time are new singers accepted on Monday evenings?

Secondly, would it be possible for you to send me a timetable of the lessons? Finally, could you also tell me if the annual subscription is the same for everybody?

Thank you in advance for your help.

Yours faithfully,

Dora Grant

Hopefully the lesson was useful and informative to you.

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