Formal Letter Writing

What is a formal letter?

• Letters written for professional / official

purposes, using formal language and
following a certain stipulated format
 What are the types of formal letters?
3

Inquiry
Excuse Complaint

Cancellation Thank you

Reference Apology

Invitation Request
Acceptance
 4

Structure of a Formal
Letter
Arrange the given sections of a formal
letter into a proper order
Leslie Parker With reference to your letter dated 26 March, I
31 Bloomington Street want to confirm the Order No. ABCD/34/09-10
London placed by our purchasing department. The order
SK45 BX123 was given on 3 March 2010.
Dear Mr Johansson
Leslie Parker Thank you
Leslie Parker Yours sincerely Carry Johansson
12 Hamilton Street
12 May 2009
Confirmation of the Order No. Brighton
ABCD/34/09-10 FH26KX

For your reference I am also

As far as the payment is concerned, I
sending the purchase order details
would appreciate if you could send me
as an attachment. This shall help
the account details where the payment
you in determining the amount
has to be made. As per the invoice, we
which needs to be deposited in the
are entitled to a cash discount of 2% if
account. Please contact me, if you
the payment is done within 30 days from
have any query.
the date of invoice.
Leslie Parker
31 Bloomington Street
London
SK45 BX123
12 May 2009

Carry Johansson Open

12 Hamilton Street Punctuation
Brighton & Full Block
FH26KX
Layout

Dear Mr Johansson

Confirmation of the Order No. ABCD/34/09-10

With reference to your letter dated 26 March, I want to confirm the Order No.
ABCD/34/09-10 placed by our purchasing department. The order was given
on 3 March 2010.

As far as the payment is concerned, I would appreciate if you could send me

the account details where the payment has to be made. As per the invoice, we
are entitled to a cash discount of 2% if the payment is done within 30 days
from the date of invoice. Full
Block
For your reference I am also sending the purchase order details as an
Layout
attachment. This shall help you in determining the amount which needs to be
deposited in the account. Please contact me, if you have any query.

Thank you
Yours sincerely Open
Leslie Parker Punctuation
Leslie Parker
 Formatting

When formatting the letter make sure to

• Leave a space between each paragraph left aligned

along with open punctuation (full block format)
• Use standard margins for your cover letter, such as one-
inch margins on all sides of the document
• Justify your paragraphs
 The Content
• The first paragraph should include
- who you are and the reason for writing

• The second paragraph should include

-the main information, and build on the purpose
mentioned in the introductory paragraph.

• The third paragraph

- ends with a call to action or an appropriate
closing expression.
 11

Language Expressions
 12

Introductory
Paragraph
• I, …(full name/name with initials) …, currently working as a …
(position).. for …(name)..company, am writing to …...
• I,……(full name/name with initials)., a first year undergraduate at
the Faculty of ….., am writing to……. 13

Introducing I am writing
yourself
(*if it’s the first
to...
contact) Reason for • inquire
writing about
Starting with a ‘Thank you’ • request….
when writing in response to an • inform
inquiry of some kind about..
• Thank you for your letter sent on (date) inquiring • apologize
about ... for..
• I would like to thank you for your letter sent on • confirm..
(date) asking for / requesting information about ... • comment
• In response to your letter received on (date), I on..
would like to thank you for your interest in ... • apply for…
 14

Body Paragraph/s
 Complaint
15
Details about the problem experienced & suggest what
can be done (be reasonable)
*the language or tone should not be angry, sarcastic, or
threatening Apology
Acknowledge the inconvenience occurred, include a
statement of regret, & provide some form of restitution
Request
Further details about the request and providing reasons
for the request
Invitation
Details , directions to the location
Acceptance of invitation, further Accepting
commentsan Invitation

Mentioning the inability of attending, giving reasons

Refusing an Invitation
 16

The Closure
Please do not hesitate to contact me if you have any
questions regarding this matter.
If you need further assistance please contact me.

I look forward to meeting / seeing you / meeting you

next Tuesday.
I look forward to hearing from you.

(Enclosed / Affixed ) please find + non

(Attached / Enclosed)herewith is/are….
(A copy/Copies of)….is/are (attached / enclosed /
affixed) herewith
17
 18

Make sure your formal letter has ….

Relevant &
Accurate Conciseness Clarity Courtesy
Information
 19

Use the following information and write a formal

letter
You are an undergraduate, who has been assigned to
conduct a research an educational institution for your
group presentation. Write a formal letter to the
Human Resource Manager of Edex Educational
Institute, Lake Road, Colombo 10, introducing
yourself and requesting an appointment with the
Registrar of the company, as you need information
regarding the structure and the functions of each
division of the institution, for the presentation.

Time: 20 minutes
 20

Use the following information and write a formal

letter
You bought a new camera but when you got home you
found it had some problems. You returned the camera
and spoke to the company representative a week ago
but the camera has still not been repaired.
Write a letter to the company. In your letter
○ introduce yourself
○ explain the situation
○ say what action you would like the company to take
Time: 20 minutes
 21

○ https://www.toppr.com/guides/english/writing/formal-letters/
○ http://

References www.workplace-english-training.com/emagazine/en/resources/business-
english-tip-of-the-week/85-section-business-english-tip-of-the-week-busi
ness-writing/661-open-punctuation-full-blocked-layout-style.html
○ https://
en.oxforddictionaries.com/writing-help/how-to-write-a-business-letter
○ https://www.desertpineshs.org/ourpages/auto/2013/10/3/56374745/Fo
rmal%20Letter%20Module.pdf