1. What is a formal letter?

- We write formal letters (or emails) when we are writing to organizations or

people we do not know.
- The purpose of a formal letter can be to request information, to apply for a job or
to make a complaint.
- Formal letters normally follow a particular layout and contain fixed expressions.

2. Structure
Greeting
Begin with a suitable formal greeting.

First paragraph
Explain why you are writing.
*Use fixed formal expressions.

Middle
paragraph(s) Give information and / or ask questions. Use a new paragraph for
each new topic.
*Remember to use polite, formal language.

Closing
Finish your letter with a suitable closing expression.

3. Content
 Use the correct layout. Put your address at the top right of the page, and write
the date underneath the address.
Under the date, on the left of the page, put the address of the person you are
writing to.

 Explain why you are writing, and what you would like to happen next.
  Use formal language, and do NOT use colloquialisms or short forms (I am not
rather than I’m not).

 Use indirect question forms to make requests (Would it be possible to…?).

 Remember to sign your full name below the letter, then print your name neatly
below.

4. Vocabulary and useful language

Greetings:
- Dear Mr / Mrs / Miss / Ms / Dr + surname, (if you don’t know the name of the
person)
- Dear Sir, (If you do not know the name of the person, but it is a man)
- Dear Madam, (If you do not know the name of the person, but it is a woman)
- Dear Sir or Madam, (if you don’t know the name of the person you are writing
to, or whether it is a man or a woman)

Explaining why you are writing (Starting a letter):

- I am writing because…
- I am writing in response to…
- I am writing in order to…
- I am writing to enquire about / apply for / complain about…

Starting other kinds of formal letters:

- I am writing / I would like to enquire about…
- I am writing / I would like to inform you that…

Sequencing ideas:
- Firstly,
- Secondly,
- Thirdly,
- Finally,
- Also,
- In addition,

Linkers of purpose:
 - In order (not) to + infinitive
- In order that + clause
- To + infinitive
- So as (not) to + infinitive
- So that + clause

Making enquiries:
- I would be interested to know…
- I wonder if you could send me…
- Would it be possible to tell me more about…?
- Could you tell me when/if… will…?
- Could you let me know the cost of/how long/when…?

Making complaints:
- I would like to express my dissatisfaction about…
- It was clearly stated that… but…
- I was shocked / disappointed to find that…
- It caused me considerable inconvenience / embarrassment.
- I would like a full refund / a replacement / a formal apology

Other useful formal expressions:

- I would like to point out that…
- I would be grateful if you could…
- I saw your advertisement in the newspaper / on your website.
- I am afraid I…
- I have a few queries.
- I enclose some information / my CV.
- Please do not hesitate to contact me if you require any further information.

Closing the letter:

- I look forward to your response.
- I look forward to hearing from you (at your earliest convenience / soon).
- Thank you for your help with this matter.

Saying goodbye:
- Yours sincerely, (If you know the name of the person you are writing)
*If you start with Dear Mr / Mrs / Miss / Dr, finish with Yours sincerely.
- Yours faithfully, (If you don’t know the name of the person you are writing to)
 *If you start with Dear Sir / Madam, finish with Yours faithfully.

Useful linkers:

Adding ideas
Also
And
Apart from
As well
Besides
Furthermore,
In addition,
Moreover,
What’s more
Expressing cause
As
As a result of
Because
Because of
Due to
Owing to
Since
Expressing contrast
Although
But
Despite
Despite the fact that
Even though
However,
In spite of,
In spite of the fact that
Nevertheless,
Nonetheless,
On the one hand,
On the other hand,
Though
Whereas
Yet
Expressing purpose
In order to
In order that
So as to
So that
To
Expressing result
As a consequence,
As a result,
Consequently,
For this reason,
For that reason,
So
Therefore
This means that
Making conditions
As long as
But only if
In case
Providing that
Unless
Sequencing
After
Afterwards
At last
Before
Finally,
Firstly,
In the end,
Lastly,
Last of all,
Next,
Secondly,
Then,
Thirdly,
Summarizing
All in all,
In conclusion,
To conclude,
To sum up,

Punctuation:
Remember to check your punctuation as well as your grammar, spelling and word order.
(Capital letters, commas, apostrophes, numbers)

Example of a PLAN:
Write a letter applying for a job:
 Start with Dear Mr / Mrs / Ms + surname or Dear Sir / Madam if you don’t
know the surname.
 Write four paragraphs:
1. Reasons for writing.
2. Information about experience, interests and qualifications.
3. Information about your character and personality.
4. Request for more information.
 Close the letter.
If you start with Dear Mr / Mrs / Ms, finish with Yours sincerely.
If you start with Dear Sir / Madam, finish with Yours faithfully.

Write a formal letter of a complaint about a product you have bought or a service you
have received:
- Paragraph 1: Opening paragraph
State what you are complaining about.
- Paragraph 2: Details
Give details about what happened.
- Paragraph 3: Further information
Give further details about your complaint.
- Paragraph 4: Closing
Explain what you would like to happen next. End your letter politely.
Example of A FORMAL LETTER: 16 Greenacre Street
Camberton
CA3 5TY

Your address

The date 19 May 2022

Bournemouth English The address of the

26 Linton Street person/organization you are writing to
Bournemouth BU34
1RW

Dear Sir or Madam Greeting

I am writing to enquire about the summer course which I saw advertised on your

website. [Say why you are writing] I am extremely interested in this

course, and I would be grateful if you could send me more information.

[Formal expression]

In addition [Sequence your ideas] I have a few specific queries.

Firstly, [sequence your ideas] I would like to know the dates when the course
would start and finish. [Making enquires] Secondly, [sequence your ideas]
I would like to know what kind of after school activities are available. Do students
take part in sports or cultural visits? Finally, [sequence your ideas] could you let me
know whether accommodation is provided with a local family?
 I would like to thank you in advance for your help. I look forward to hearing from
you. (formal expression )

Yours faithfully, saying goodbye

Signature

Peter Brown Printed name