Formal Letter Phrases and Example

1.
Salutation
Dear Sir or Madam, Dear Mr Jenkins
2. The Introductory Paragraph

The reason why you’re writing this letter / the topic
3. The next paragraphs (the body)

Organise all the essential information in a clear and logical way.
Use linking structures to make your letter flow
4. Closing paragraph
1. Salutation
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.
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.
2. The Introductory Paragraph
The first paragraph will generally outline the purpose for the letter and the reason
that the letter is being sent. In this first paragraph, the summary of the letter can be
found and the intentions which will be displayed through the rest of the letter should be
outlined.
Example:
 We are writing to inform you that …/ to confirm ../ to request …/ to enquire

about …
 I recently read/heard about ….. and would like to know….
 I am writing to offer suggestions
 I am writing to receive further information about
3. The next paragraphs (the body)

The body of the letter will expand upon the introductory paragraph and you can extend
your thoughts and feelings further when it comes to 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.
 You should always be polite and respectful, even if you complain. A useful way
to achieve it especially in formal letters is to use ‘modal verbs’, i.e., would,
could or should.
 It’s important to write simply and clearly. It’s worth noting that you have to
avoid using informal language, for instance, avoid contractions (i.e. I’m, it’s,
etc.).
4. Closing paragraph
At the end, you will conclude the letter and finish any thoughts mentioned before, or
specify the action the recipient should take, return the money, send information, etc.
Ending examples:
 I look forward to receiving your reply. / I look forward to your reply.

 I look to hearing from you.
 If you require further information, please do not hesitate to ask
Yours faithfully, use it if you don’t know the name of the recipient.

Yours sincerely, use it if you know the name of the recipient.
Example:
An environmental organisation is inviting suggestions for new ways of raising people’s

awareness of the importance of protecting the countryside. You decide to write a letter in
which you briefly describe your idea for a publicity campaign. You should also analyse the
reasons why, in general, it is important to protect the countryside.
Sample Model:
Dear Sir or Madam,
I am writing in response to your organisation’s invitation regarding proposals for a

campaign to promote countryside conservation. I strongly believe that we need to think
globally while we act locally, so it would be a great idea if we engaged the young – the
future global citizens- in the quest for a clean environment and unspoiled countryside.
To be more specific ‘A green concert with school bands’ would be an excellent idea to
sensitize people on the importance of preserving our local traditions that are inextricably
linked with the Mediterranean landscape of Attica. In fact all six high schools of our
municipality could participate with one school band each in a concert that may take
place in the local stadium that can accommodate six thousand people. The bands can
play both folklore and more modern songs while local delicacies and examples of
craftwork could be exhibited at the entrance of the concert hall.
Massive participation in any campaign is the key for its success; especially when such a
noble cause -like that of ‘conservation’- is served. Helping the new generation
appreciate their natural surroundings and traditions is the most precious legacy we can
offer to our descendants. The biosphere is literary our home so it is unquestionably
important to keep it clean so that we can have fresh air to breathe and pure water to
drink.
Therefore, I urge your forward-looking organization, to seriously consider my

recommendation for ‘A green concert with school bands’ because it is a simple yet
effective idea to develop more respect for our countryside among all the people in our
community.
Yours faithfully
Tips:
 Always proofread your letter after writing it, check for sentence structure,
grammar, spelling mistakes…
 Proofread your letter again (and again) after you have revised it.
 Keep the recipient in mind, and write in a way that he/she can easily understand
the letter.
 Be respectful when you write, even if you are writing a letter of complaint.
A good formal letter should be:
 Clear – plain, simple language

 Concise – short, straight to the point
 Correct – error-free (grammar, spelling, punctuation, content)
Keep your readers in mind when writing:
 Set the correct tone

 Use appropriate language
 Give only relevant facts or information which is easy to understand, clear and
precise
Useful phrases:
Beginning
We are writing to inform you that …/ to confirm ../ to request …/ to enquire about …
I recently read/heard about ….. and would like to know….
I am writing to offer suggestions
I am writing to receive further information about
I am writing to enquire about
Referring to the previous contact

Thank you for your letter of March 15.
I am writing in response to…./ In reply to your request…..
Thank you for your letter regarding …
With reference to our conversation yesterday…
Making a request
We would appreciate it if you would …
I would be grateful if you could …
Could you please send me …
In addition, I would like to receive ../ It would be helpful if you could send us …
I would appreciate your immediate attention to this matter.
Please let me know what action you propose to take.
Could you …? Could you tell me something about …?
I would particularly like to know …
I would be interested in having more details about …
Offering help
Would you like me to …?
I would be happy to …/ I am quite willing to …
I would be pleased to …
Giving good news

I am pleased to announce that …
I am delighted to inform you that ..
You will be pleased to learn that …
Giving bad news

I regret to inform you that …/ I’m afraid it would not be possible to …
Unfortunately, iIam unable to/ After careful consideration I have decided (not) to
Complaining
I am writing to express my dissatisfaction with …
I am writing to complain about …
Demanding action
I therefore suggest that I be given a full refund
I would be grateful if my money was refunded
I would be grateful if you could give me a full refund
Making Suggestions
My first suggestion is
First of all I suggest/ I would like to suggest
Another possibility is/ A further possibility is
I further suggest/ I would further suggest/ Secondly
Ending
I look forward to receiving your reply. / I look forward to your reply.
I look to hearing from you.
If you require further information, please do not hesitate to ask
If I can be of further assistance, please do not hesitate to ask
I will willingly provide further information on request
I am at your disposal should you require further information/ need assistance
Please do not hesitate to ask should you require further information

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1.

2. The Introductory Paragraph

3. The next paragraphs (the body)

Dear Sir or Madam

2. The Introductory Paragraph

 We are writing to inform you that …/ to confirm ../ to request …/ to enquire

3. The next paragraphs (the body)

 I look forward to receiving your reply. / I look forward to your reply.

Yours faithfully, use it if you don’t know the name of the recipient.

An environmental organisation is inviting suggestions for new ways of raising people’s

Dear Sir or Madam,

I am writing in response to your organisation’s invitation regarding proposals for a

Therefore, I urge your forward-looking organization, to seriously consider my

A good formal letter should be:

 Clear – plain, simple language

 Set the correct tone

Referring to the previous contact

Giving good news

Giving bad news

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