FORMAL LETTER/EMAIL

When you are asked to write one, you will be given a situation and some information which you
have to include. Remember that you must include all the information you are given. You should use
formal language (no contractions or colloquial expressions, indirect questions, passive voice,
formal connecting words, like Moreover, no exclamation marks) and start and end the letter in an
appropriate way.
Basic Structure:
1 Opening:
The typical opening with correspondent ending includes:

Dear Sir / Madam Yours faithfully

Dear Mr / Ms Yours sincerely
To Whom it May Concern Yours sincerely

Ms: Always use Ms for women unless you are specifically requested to use Mrs or Miss.
2 First Paragraph:
The first paragraph on formal letters should include an introduction to the purpose of the letter.
Starting with a Thank You
Formal letters are often begun by thanking someone. This is especially true when writing in
response to an inquiry of some kind.

Thank you for +verb-ing

Thank you for your letter of (date) inquiring about
We would like to thank you for your letter of (date) asking for / requesting information
about
In response to your letter of (date), we would like to thank you for your interest in

Reason for writing

If you are beginning correspondence with someone about something, or asking for information,
begin by providing a reason for writing.

I am writing to inform you about / express my dissatisfaction with

I am writing to enquire / request further information about/request permission for
I am writing in order to complain about / in response to
I am writing with regard to no que diz respeito a

Example: I am writing to give you further information and to arrange the time and date of the
interview.
3 Body Paragraph:
The second end following paragraphs should provide the main information of the letter, and
build on the main purpose in the introductory first paragraph. The number of paragraphs is the
same as the number of information needed to put.

First of all, / In the first place,

The first problem is / My first complaint (or suggestion) is
The first thing I would like to draw to your attention is / I wish to inform you of is
I would like to begin by informing you that
I wonder if you would mind telling me first of all
I wonder first of all whether you would mind
The first request I would like you to consider is

Secondly,
A further possibility is
Not only but also
In addition (to this),
The was also unacceptable.
Do you think you could also inform me ?
Would you mind also telling me ?
I hope you can also let me know about
Another piece of information you may find useful is that
I wonder if it might be possible for us to

I would (also) like to suggest

either or
Would you mind choosing between ?

4 Final Paragraph:
The final paragraph should shortly summarize the intent of the formal letter and end with some
call to action.
Asking for help / Demanding action

I would be grateful if you could + verb

Would you mind + verb-ing
Would it be too much to ask that
We would be pleased to
I suggest that you

Example:

I suggest that you replace the item.

I would be grateful if you could give me a refund.
I wonder if you could bring any photos you have of places you have visited.

Enclosing Documents
In some formal letters you will need to include documents or other information:

Enclosed please find + noun

Enclosed you will find + noun
We enclose + noun

Example: Enclosed you will find a copy of our brochure.

 Closing Remarks:
Always finish a formal letter with some call to action, or reference to a future outcome you
desire. Some of the options include:

I look forward to hearing from you soon / to receiving your explanation / to meeting you
next week.
Thank you in advance for this information.
If you require further information, please do not hesitate to ask.
Please do not hesitate to contact me if you have any questions regarding this matter.
If you need any further assistance please contact me.

Ending
Sign the letter with:

Dear Sir / Madam Yours faithfully

Dear Mr / Ms Yours sincerely
To Whom it May Concern Yours sincerely
Best wishes / regards

Write both yours first and last names.