A Purpose for Each Paragraph

First Paragraph: The first paragraph of formal letters should include an introduction
to the purpose of the letter.

Dear Mr. Anders,

I am writing this letter to inform 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 would 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 will 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

Beginning Your Letter

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 lawn mowers.
 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 phrase: 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.