Universidad Tecnológica de

Nezahualcóyotl

Formal Letters

Signature: English IV

Teacher: Marco Antonio Téllez

Team´s members:

• Delgadillo Hernández Norma Araceli

• Fuentes Luna Álvaro
• López Cruz Adriana
• Rodríguez Jiménez Marlene

Group: ITIC 401

INTRODUCTION

 Formal letters are communication between two or more

people who do not know each other, are written in
formal language, since the letter is addressed to a person
of rank, their intent is to communicate an event or to do
some kind of order. They require the same clarity and
precision.
Basis points for the conduct of a
formal letter
 Using headlines or letterhead, help the reader to understand the
reason for the letter.

 Thinking and deciding what you want to communicate before writing

the letter.

 Using short and clear sentences, so that Formal Letters can be

understood in the first reading.

 Writing different ideas in separated paragraphs

 Using words which everyone can understand, considering the tone,

style and formality level.
The three "C" s of good writing:
 Your letter must be clear – so the reader can understand exactly the
message.
 Your letter must be complete – so the reader can receive all
necessary information.
 Your letter must be concise – so the reader is probably a busy
person.
Types of formal letters
Provide information

 I am writing in response to your letter requesting information.

 Do not hesitate to contact me if you need more help

Thanking


I am writing to express my gratitude for ...
 I am grateful for ...
Apology

 I am writing to offer my sincere apologies on

 Once again please accept our sincere apologies
Types of formal letters
Complaint or charge
Congratulations
• I am writing to draw your
attention…
 May I congratulate you… • I hope this issue can be solved
 Once again congratulations ...
Attention
• I would be grateful if you could..
Application • Thanks in advance for your help
 I am writing to apply for the in this matter
position…
 I look forward to hearing from
you
Structure of formal letters
Structure of formal letters
Sender information
• Name (person or company)
• Address
• Telephone number and contact
information

• Date

Dates can be written in different ways in English. Some of them are as

follows:
 November 19, 1998
 November 19th, 1998
 19th November 1998
 19 November 1998
Structure of formal letters

Receiver information

• Name
• Address
Structure of formal letters
Opening Remarks

We begin our letter with any of the following headings

• Dear Sirs,. If the letter is addressed to a company or organization.

• Dear Sir/Madam,. if you know the name of the person.

• Dear (name), . If you already know the name of the person.

• Dear Mr Davis
• Dear Mrs Johnson

• Mr: For men.

• Mrs: For married women.
• Miss: For single women.
• Ms: for women who do not know or do not want to specify their marital
status.
Structure of formal letters
 Introduction :
It consists of a sentence to generalize the main message to make clear
that subject of the letter.
 Body
• Main message is inserted all the details that we deem necessary.
• Avoid contractions.
• Avoid colloquial style.
• The body can be divided into more than one paragraph, and each with a
different idea.
Estructura de las cartas formales
Closing remarks:

Closing (complimentary close): There are a whole sentence and it should

always end endpoint.
 Yours faithfully, if you choose the greeting Dear Sir, ie you do not know
the name of the person.
 Yours sincerely, if the greeting was Mr Smith, that is, if you know the
name.
NOTE: both closing must be without puntuation

Signature: Often placed at the

left of the letter, written under
the name and last name
beginning with capital letters,
so there is no doubt what is
the name of the sender.
 Formal Letter Example
Via Moro
1. Sender information 3254
Venice
Italy
 
2. Date 5 March 2002
The Director
Royal Academy
St.John´s Road 3. Receiver information
London SW1
 
Dear Sir/Madam, 4.0 Greeting
               
I am writing to request information concerning courses at your college for students coming from abroad. I
tion am in my final year at the Municipal Conservatory of Venice and I would like to continue my studies in the
United Kingdom.

   I would like to know what courses are available for someone specialising in piano studies.

etter I would also appreciate detailed information concerning fees, accommodation and immigration
requirements for European Community students. 8. Despedida
    I would be glad to supply any further information concerning my background and academic studies, should
you require it.

    I look forward to hearing from you. 7. Closing

    Yours faithfully

8. Signature
PATRICIA BOTICCO 
Gracias por su atención