Layout of a Formal Letter

Layout of a Formal Letter

The example formal letter below details the general layout that a formal letter should conform to. Each aspect of the formal letter is detailed more fully below the image.

Formal Letter Writing Conventions

There are a number of conventions that should be adhered to when producing a formal letter. It is important that the overall structure is as clear and concise as possible and that you avoid the use of colloquialisms.

Addresses:

1) Your Address

Your address should be displayed in the top right-hand section of your letter. This will enable the person that you are writing to, to reply to your letter.

2) The Address of the person you are writing to

This address should be displayed beneath your address on the left-hand side of your letter, remember to include the name of the person that you are writing to. (If known)

Date:

This should be displayed on the right-hand side of the page on the line beneath your address and should be written in full format:

e.g. 1st January 2001

Salutation & Greeting:

1) Dear Sirs,

If you do not know the name of the person that you are writing to, use the greeting "Dear Sirs…" In some circumstances it is useful to find a name, especially if you are writing to make a request as this will show that you have done your homework and your letter is more likely to receive a response.

2) Dear Mr. Jones,

If you know the name, use one of the following titles:

Mr. - for a male

Mrs - for a married female

Miss - for an unmarried female

Ms - for a female whose status is unknown or would prefer to remain anonymous

Dr - for a person with the status of a doctor

This should be followed by the surname only (not the first name).

Concluding a Letter:

1) Yours faithfully,

If you do not know the name of the person, end the letter with "Yours faithfully…"

2) Yours sincerely,

If you know the name of the person, end the letter with "Yours sincerely…"

3) Your signature

Sign your name, and then print it underneath the signature. If it is potentially unclear what your title would be then include this in brackets next to your printed name.

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Content of a Formal Letter

In modern society there is a trend to use a shorthand writing style, for instance replacing the word "you" with "u" or replacing the word "weekend" with "wkend", there are many other examples. This casual approach and informal writing style can easily be transferred, sometimes subconsciously, when a more formal style is required.

Introductory Paragraph

The introductory paragraph should be concise and should clearly state the purpose of the formal letter whether it is to lodge a complaint, make an enquiry or to request something.

Main Body

The main body of the formal letter should clearly state the points that you want to make in your letter. As a general rule it is a good idea to keep this as to the point as possible to ensure that the recipient remains engaged. Longer letters may be more appropriate when making a complaint as you may require to add more detail in order to convey the importance of what you are putting across.

Concluding Paragraph

The concluding paragraph of a formal letter should outline what action you would like the recipient to take: to make a refund, to send you information etc.

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Application of Formal Letter Writing Techniques

Letter of Complaint

A letter of complaint is a formal letter sent to an individual or organization in response to receiving poor service or a product that is not fit for purpose. An example of a letter of complaint would be a letter sent to a tour operator who has provided a bad service while you have been on holiday. This type of formal letter does not necessarily need to be concise as it is important that you detail your arguments and points as much as possible.

Letter of Enquiry

A letter of enquiry is a formal letter that makes an approach to an individual or organization either speculatively or in response to printed public domain material whereby you are requesting some information. An example of a letter of enquiry would be a letter sent to a company requesting a copy of their catalogue or brochure. By their very nature letters of enquiry are short and to the point, it is usually beneficial to include other methods of contact in case the company needs to get in touch with via other means.

Letter of Request

A letter of request is a formal letter much like a letter of enquiry but specifically asks an individual or organization to take an action. An example of a letter of request would be a letter sent to request sponsorship for a charity activity. It is important to stress the importance of being clear and concise with this format of letter as the recipient must remain engaged and interested in what you have to say.

Formal Letter Writing Service

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The Letter-Notice (Уведомление)

We thank you for your order for 50 Off– Road bicycles, we received today.

We are glad to confirm that we can supply the above order from stock, and we enclose a pro– forma invoice for the goods, CIF Toronto.

The order will be dispatched as soon as we have received confirmation of your Documentary Credit from National Credit Bank in Moscow. We have already contacted our forwarding agent to make arrangements for the transportation of the goods, and we assure you that we can meet your delivery deadline of July 31, 2004.

Task I: Define the type of a formal letter?

floor covering

G WOOD & SONGS

36 Castle Street, Bristol B51 2BQ

Telephone [phone]

April 11, 2007

Mr. Harris Lunt

Sales manager

Timber Supplies LTd.

45 Broad Street

Birmingham

B1 2HE

Dear Mr. Harris Lunt

We have received a number of enquiries for floor covering suitable for use on the rough floors which seem to be a feature of much of the new building taking place in this region.

It would be helpful if you could send us samples showing your range suitable coverings. A pattern-card of the designs in which they are supplied would also be very useful.

Yours faithfully,

Patrick Johnson

Patrick Johnson

79 Coastal Highway

Miami Beach, Florida 33110

September 7, 2010

COFIDENTIAL

Mr. Marc Thomas

Leisure Realty Corporation

Miami, Florida 33133

Dear Mr. Thomas,

I just wanted to write to tell to tell you how pleased I was to meet with you last Wednesday.

I was particularly impressed with the quality of homes you are constructing in Glen Garry and Boca Raton, and the total-market concept your organization has used to shape these developments.

Thank you for considering me for the position of Sales Agent at Leisure Realty.

I look forward to hearing from you.

Sincerely,

John Villers

John Villers

Illustrated catalogue and price list

119 Grattan Ave.

Oyster bay, NY 11771

Phone: [phone]

December 23, 2009

Mr. Roger Smaridge, Controller

Galaxy Computer Supplies LTd.

111 RVE DV Clamart

78140 Velizy-Villacovblay

France

Dear Mr. Roger Smaridge

I have a large hardware store in New York and am interested in the electric heaters you are advertising in the “New York Gazette”.

Please send your illustrated catalogue and price list.

Yours sincerely,

James Wilson

James Wilson

Handmade gloves

106 east End Ave.

New York, NY 10028

[phone]

January 16, 2009

Miss Anne Tully,

Personal Director

Ladies & Newman

517 Fifth Ave.

New York, NY 10017

Dear Madam

We learn from Spett Mancienne Fratelli of Rome that you are producing for export handmade gloves in a variety of natural leathers. There is a steady demand in this country of high quality, and although sales are not particularly high, good prices are obtained.

Please send me a copy of your catalogue with details of your prices and payment terms. It would also be helpful if you could supply samples of the various skins in which the gloves are supplied.

Yours faithfully,

Lillian Robins

Lillian Robins

Task II. Put the parts of the letter in logical order:

Yours faithfully,

Martha Levine

Martha Levine

Dear Mr. Robert Nash

We would be pleased to receive details of fax machines which you supply, together with prices.

We need a model suitable for sending complex diagrams and printed messages mostly within the UK.

Fax machines

Mr. Robert Nash,

Product manager

Johnson Traders LTd.

The Hayes

Cardiff

CF 1 IJW

127 Salisbury Road

London WC1X 9NX

UK

Telephone: [phone]

June 18, 2007

Task III. Match the main body of the letters with the type of the formal letter:

We have heard from DTC in Ads that you are producing for export items for the computers There is a steady demand in The UK for high-quality goods of this type. Sales are not high, but a good price can be obtained for fashionable designs. Will you please send us your catalogue and full details of your export prices and terms of payment, together with samples of materials used in your articles and, if possible, specimens of some of the articles themselves. We are looking forward to hearing from you.	The Letter-Notice
We recently attended the International Photographic Exhibition in Cairo and were impressed by the high quality, attractive design and reasonable prices of your cameras. Having since seen your full catalogue, we are convinced that there is a promising market for your products here in Jordan. If you are not already represented here we should be interested in acting as your sole agents.	Letter -Notice
We have already contacted our forwarding agent to make arrangements for the transportation of the goods, and we assure you that we can meet your delivery deadline of July 31, 2004.	The Request of the Importer
We look forward to hearing of the safe arrival of your order and to doing business with you.	The Enquiry Letter

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