Formal Letter - Email

Formal letter/email
•It’s a formal writing because the reader is

likely to be either someone superior to the
writer or either someone the writer doesn’t
know.
•Formal register: don’t use contractions
•Tone must be consistent. Use passives,
would and formal vocabulary, for example
dissatisfied instead of fed up.
Structure
1. Addresses:
Your Address should be written on the top
right-hand corner of the letter. Write the
date too and write the month as a word.
The Address of the person you are
writing to should be written on the left.
Structure
3. Greeting:
1) 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.
2) 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.
Structure
4. Ending a letter:
1) Yours faithfully
If you do not know the name of the person,
end the letter this way.
2) Yours sincerely
If you know the name of the person, end
the letter this way.
3) Your signature
Sign your name
Content
First paragraph
The first paragraph should be short and state the purpose
of the letter: to make an enquiry, complain, request
something, etc.
The paragraph or paragraphs in the middle of the letter
should contain the relevant information behind the writing
of 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.
Last Paragraph
The last paragraph of a formal letter should state what
action you expect the recipient to take.
At the end, a formal sentence like “I look forward to
hearing from you” is used to conclude the letter.
Purpose
• to apply for part-time or vacation work
(application letter)
• to apply for study or scholarship
opportunity (application letter)
• to complain about something (complaint
letter)
• to make suggestions about something
• to request information (enquiry letter)
Expressions
• To suggest: I suggest that you…; Another possibility is…Would you please

contact…?; Would it be possible to…?; If you require further information,
please do not hesitate to ask
• To complain: Let me know; I would also like to know if; I would like to complain
about…
• Connectors: Unfortunately…; Firstly/Secondly…; Another problem is…; Also,…
In addition,…
• To say thank you: I would like to thank you in advance for this information/
Thanking you in advance for this information
• Reason for writing:
I am writing in response to your article/advertisement/letter
I am writing with regard to your article/advertisement/letter
I am writing regarding your article/advertisement/letter
• Ending the letter:
I look forward to receiving your reply
I look to hearing from you
Letter of application
Dear ......
I am writing to apply for a/the job of ..... which I saw advertised in "The
Guardian" newspaper.
I am 26 years old and at the moment I am studying … at …. Having

studied English for over seven years I am a fluent speaker of the
language. My qualifications also include Proficiency certificates in both
French and German. As far as experience is concerned, I have worked
as ............. for ........... As for my character, people tell me I am ...............
I feel I would be suitable for this job because ............ . This will give me
the opportunity to ….. . I would also like the chance to....
I look forward to hearing from you.
Yours …
Example: to make suggestions
123 Elm Ave.
Treesville, ON M1N 2P3
November 23, 2015
Mr. M. Leaf
Chief of Syrup Production
Old Sticky Pancake Company
456 Maple Lane
Forest, ON 7W8 9Y0
Dear Mr. Leaf,
Let me begin by thanking you for your past contributions to our Little League baseball team. Your
sponsorship aided in the purchase of ten full uniforms and several pieces of baseball equipment for last
year's season.
Next month, our company is planning an employee appreciation pancake breakfast honoring retired
employees for their past years of service and present employees for their loyalty and dedication in spite
of the current difficult economic conditions.
We would like to place an order with your company for 25 pounds of pancake mix and five gallons of
maple syrup. We hope you will be able to provide these products in the bulk quantities we require.
As you are a committed corporate sponsor and long-time associate, we hope that you will be able to join
us for breakfast on December 22, 2008.
Yours sincerely ,
Derek Jeter
Task 1
You see this advertisement in a student newspaper.
Lifeguard assistants wanted

We are looking for someone in August to assist our
lifeguards, provide supervision during beach
activities and observe swimmers.
Write to the Lifeguard Manager, saying what your

experience and qualifications are and stating the
reasons why you are suitable for the job.
Write your email in 140-190 words in an appropriate

style.
Task 2
You recently helped organise a college ski trip and you
have received this email from a parent of one of the
students who went.
I understand you were one of the organisers of our son's

ski trip. I have to say my husband and I were extremely
dissatisfied with the arrangements. My son has informed
us that the ski slopes were poor, the lessons were fewer
than promised and the accommodation was inadequate.
Can you please give us a satisfactory explanation?
Nora White
Write your email in 140-190 words in an appropriate style.

Task 3
You see this announcement in an English-language
college prospectus.
Scholarships
Every year, two scholarships are offered to candidates
from overseas who can show how our one-year course in
English and American studies would help their career.
Scholarships cover fees, accommodation and food, but
not transport or personal spending money.
To apply, write a letter explaining why you think you

deserve a scholarship.
Write your letter in 140-190 words in an appropriate style.

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Formal letter/email

•It’s a formal writing because the reader is

• To suggest: I suggest that you…; Another possibility is…Would you please

I am 26 years old and at the moment I am studying … at …. Having

I look forward to hearing from you.

Dear Mr. Leaf,

Lifeguard assistants wanted

Write to the Lifeguard Manager, saying what your

Write your email in 140-190 words in an appropriate

I understand you were one of the organisers of our son's

Write your email in 140-190 words in an appropriate style.

To apply, write a letter explaining why you think you

Write your letter in 140-190 words in an appropriate style.

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