How to write a formal
letter
With the advent of email, it is
becoming less and less common to write letters, but the few letters
that you will write will probably be very important ones, such as covering
letters for job applications, covering letters for questionnaires or
surveys which are part of your research, or letters of complaint to
your bank manager.
It is very important, therefore,
that your letters have the desired effect on the reader. In order to
achieve this, they should be:
- in the correct format
- short and to the point
- relevant
- free of any grammatical or spelling mistakes
- polite, even if you’re complaining
- well presented
This guide will give some general
advice on letter writing and includes some sample letters.
If you are replying to a letter
it can be a good idea to note how that letter has been formatted and
expressed.
Format
There are certain conventions that
your reader will expect you to follow; if you don’t, you will
create a bad impression.
Here is a letter in standard format.
Refer to the notes afterwards for explanation.
42, Greyhound Road
Perry Barr
Birmingham
B42 6HJ
Mr. E. Scrooge
The Manager
Barclay’s Bank Ltd
113 Mammon Street
Andover
HU4 9ET
5 April 2008
Dear Mr. Scrooge,
Application for post of trainee
manager
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Yours sincerely
Jane Teller
1. Your address, but not your name,
usually goes in the top right hand corner. You would not
usually include your telephone number or email address here, but this
would be
permissible.
2. The name and address of the person
you’re writing to goes below this, on the left. If
you don’t have a specific name, always at least try to put some
sort of title. You
should always, however, address the letter to a particular person if
at all possible.
3. The position of the date is more
flexible. It can go on the left or the right, usually below
the addressee details. The format of the date is also flexible; it could
be written
5 April 2003, 5th April 2003, 5/4/03 or 05/04/03. Avoid putting the
day and month the
other way round.
4. The salutation at the beginning
of the letter depends on whether or not you have the
name of the person.
If you do, write Dear Mr. Ochs,
Dear Mrs. Baez, Dear Miss Perhacs, or, if you don’t know
the marital status of a woman, or if she has written this, Dear Ms.
Bunyan. It is possible
to write Dear Robert Fripp or Dear Alison Statton, but many people consider
this
awkward. If the person has a specific title, use this: Dear Dr. Hammill.
If you don’t know the name
of the person, you would traditionally write Dear Sir. This
is clearly somewhat sexist, so many people prefer Dear Sir/Madam or
Dear Sir or Madam.
The ending of the letter depends
on how you have started: see below.
5. It is common now to put the subject
of the letter directly below the salutation. This
would be in bold or underlined. The purpose is to give the reader an
idea of what the
letter is about before reading it, and to be able to pass it on to a
more appropriate
person if necessary.
If you are replying to a letter
which had a reference (or ref.) on it, you should repeat this
on your letter, probably on the same line as the date, but on the other
side of the page.
Write Your ref.: xxxx/xx
6. The content of your letter should
be as short as possible, divided into short, clear
paragraphs.
7. It is common to end your letter
with a phrase such as I look forward to hearing from
you. It’s OK to do this, but it’s a bit meaningless.
8. To end the letter, you would normally
write Yours sincerely if you have started the
letter with the name of the person, or Yours faithfully if you have
started with
something like Dear Sir.
9. Sign you name directly below this
and then print it below the signature.
Source: http://library.bcu.ac.uk/learner/writingguides/1.06.htm