FORMAL

LETTER
Grade 10-11
English Second Language
 Formal Letter
• When we write a formal letter, we
usually want to request information,
to apply for a job, or to complain.
Look at the topic below. Then study
the plan and read the model.
 Parts of the letter

Details 

Opening 
Body 

Conclusion 

Closing 
CORRECT FORMAT
 Formal Letter:
Details

Address of person writing the letter 

Date 

Name and address of person of business

being written to 

Greeting 
Salutation or greeting:
1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is always advisable to try to find
out a name.
2) Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to
a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
 Formal Letter
Opening
• Clear reason for writing
 Formal Letter
Body
• Relevant information and questions
 Formal Letter
Conclusion
• Request for fast reply and polite finish
 Formal Letter
Closing

Ending a letter:
1) Yours faithfully
If you do not know the name of the person, end the letter this way.
2) Yours sincerely
If you know the name of the person, end the letter this way.
3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are
writing to might not know whether you are male of female, put you title in brackets after
your name.
 SIGNING OFF
•Signing off at the end of your letter is one of your last opportunities to make an impression.
Depending on your relationship and reason for writing to the recipient, there are several
options available to you. If in doubt, picture yourself as the recipient, how would you like to
be addressed?
•Very formal
•These options are acceptable when you’re contacting someone for the first time or
you’re discussing a serious issue.
1.Yours sincerely/ Yours respectfully/ Yours truly /Yours faithfully - appropriate if you
don’t know the recipient’s name
•Formal
•These options would still be acceptable when contacting someone for the first time but
demonstrate a friendlier tone.
1.Kindest regards/ Kind regards /Yours appreciatively
•Relaxed formal
•Once you’ve established a relationship with the recipient, there is no need to maintain a
formal tone (unless you’re discussing a serious issue).
1.Warm regards /Best wishes /With regards /Thank you /Best
 Formal Letter
Useful Language
• I am writing in response…
• I am writing to complain about…
• I read your advertisement for…
• I would be grateful for information about…
• Could you tell me if…?
• I wish to find out more about…
• I look forward to receiving a reply
What to avoid when you’re writing
a formal letter
• Spelling and grammatical errors.
• Not using a clear heading
• Using contractions, i.e. ‘i’m’ should read ‘I
am’. ‘That’s’ should read ‘that is’.
• Including unnecessary information.
• Making the same point multiple times
• Not using paragraphs.
• Not signing off.
RAFA RIBES

ALONSO OLAGÜE