FORMAL LETTERS

A Purpose for Each Paragraph

First Paragraph: The first paragraph of formal letters should include an
introduction to the purpose of the letter. It's common to first thank someone or to
introduce yourself.

Dear Mr. Anders,

Thank you for taking the time to meet with me last week. I'd like to follow up on
our conversation and have a few questions for you.

Body Paragraphs: The second and following paragraphs should provide the

main information of the letter, and build on the main purpose in the introductory
first paragraph.

Our project is moving forward as scheduled. We'd like to develop a training

program for staff at the new locations. To this end, we have decided to rent out
space in the local business exhibition center. New staff will be trained by our
experts in personnel for three days. In this way, we'll be able to meet demand
from the first day.

Final Paragraph: The final paragraph should shortly summarize the intent of

the formal letter and end with some call to action.

Thank you for your consideration of my suggestions. I look forward to an

opportunity to discuss this matter further.

Formal Letter Details

Open with an expression of formal address, such as:

Dear Mr, Ms (Mrs, Miss) - if you know the name of the person you are writing to.
Use Dear Sir / Madam if you do not know the name of the person you are
writing to, or To Whom it May Concern

Always use Ms for women unless you are specifically requested to

use Mrs or Miss.

Beginning Your Letter

First, provide a 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 ...

 I am writing to ask/inquire about ...
 I am writing to ask about information for small businesses.
 I am writing to inform you that we have not yet received payment for ...

Frequently, formal letters are written to express thanks. This is especially true
when writing in response to an inquiry of some kind or when writing to express
appreciation for a job interview, a reference, or other professional assistance you
have received. 

Here are some useful phrases of gratitude:

 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 ...

Examples:

 I would like to thank you for your letter of January 22nd requesting
information about our new line of lawnmowers.
 In response to your letter of October 23, 1997, we would like to thank you
for your interest in our new line of products.

Use the following phrases when asking for assistance:

 I would be grateful if you could + verb

 Would you mind + verb + ing
 Would it be too much to ask that ...

Examples:

 I would be grateful if you could send me a brochure.

 Would you mind telephoning me during the next week?
 Would it be too much to ask that our payment be postponed for two
weeks?

The following phrases are used to offer help:

  I would be happy to + verb
 We would be pleased to + verb

Examples:

 I would be happy to answer any questions you have.

 We would be pleased to assist you in finding a new location.

Enclosing Documents

In some formal letters, you will need to include documents or other information.
Use the following phrases to draw attention to any enclosed documents you
might have included.

 Enclosed please find + noun

 Enclosed you will find ... + noun
 We enclose ... + noun

Examples:

 Enclosed you will find a copy of our brochure.

 Enclosed please find a copy of our brochure.
 We enclose a brochure.

Note: if you are writing a formal email, use the phase: Attached please find /
Attached you will find.

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:

A referral to a future meeting:

 I look forward to meeting / seeing you

 I look forward to meeting you next week.

An offer of further help

 Please do not hesitate to contact me if you have any questions regarding

this matter.
 If you need any further assistance please contact me.
A Formal Sign Off

Sign the letter with one of the following phrases:

 Yours faithfully,
 Yours sincerely,

Less formal

 Best wishes.
 Best regards.

Make sure to sign your letter by hand followed by your typed name.

Block Format
Formal letters written in block format place everything on the left-hand side of
the page. Place your address or your company's address at the top of the letter on
the left (or use your company's letterhead) followed by the address of the person
and/or company you are writing to, all placed on the left side of the page. Hit the
key return a number of times and use the date.

Standard Format
In formal letters written in standard format place your address or your company's
address at the top of the letter on the right. Place the address of the person
and/or company you are writing on the left side of the page. Place the date on the
right-hand side of the page in alignment with your address.