FORMAL LETTER
PREPARATION
STUCTURE OF THE FORMAL LETTER / EMAIL
1. Salutation
If you don’t know the name of the person you are writing to, use “Dear Sir or Madam,” whereas if you know
the person’s name you write “Dear Mr Smith” or “Dear Ms Smith”. Use the title “Ms” if you don’t know if
the woman is married or unmarried.
2. The first paragraph (opening)
Here, you state your reasons for writing the letter and, if needed, what you are responding to. This should not be
more than a couple of lines.
Useful phrases for the opening
I would like to apply for one of the scholarships I saw advertised in your prospectus.(applying for a
scholarship)
I am looking for outdoor work during the summer holidays and I would like to apply for the position
of hotel lifeguard assistant which I say advertised in my university’s student newspaper.(applying for
a job)
I have seen your advertisement for the job in the local newspaper. I am writing because I would like
to apply for the job.(applying for a job)
3. The next paragraphs (main content)
In the next paragraphs, you give more details about why you are writing. Give
relevant information, but don’t expand too much. Use linking structures to make
your letter flow.” Moreover”, “Furthermore”, “In addition” are all good
examples of words that can be used to link sentences together.
You should always be polite and respectful, even if you complain. A useful way to
achieve it especially in formal letters is to use ‘modal verbs’, i.e., would,
could or should.
4. The last paragraph
The last paragraph consists of telling the person what you would like them to do as
a result of the letter, whilst also thanking them for their time. – “Thank you for
your time. I hope to hear from you at your earliest convenience”
5. Closing
When signing off, look at how you started as a guide. If you don’t know the name of
a person you can sign off with “Yours faithfully,” and if you do know the name
of the person you should use “Yours sincerely,”. Your full name a surname
should then be written under this. It’s very important to write simply, clearly and
logically informal letters. Contractions should not be used (“I am” not
“I’m”). Therefore, keep your letter short, direct and to the point
EXAMPLE
FCE SAMPLE FORMAL LETTER/EMAIL
Dear Sir or Madam,
I am writing with regard to the advertisement posted in yesterday’s newspaper about the camp for diabetic children. I
would like to take part as a volunteer if it is possible.
As you can see in my résumé, I completed a degree in nursing, so I am qualified to teach children about it. Besides, I
suffer from diabetes, so I am quite familiar with this illness and how to deal with it.
Furthermore, I have some experience organising entertaining events for children, as I worked at a regular camp for
children last summer. For this reason, I am capable of organising and playing fun games with children.
Finally, I must say that I can speak 3 languages, since I have spent some time abroad, in England and Germany.
Therefore, apart from Spanish, I am fluent in English and German.
Can I ask about the duration of the camp? What is the daily timetable? I look forward to hearing from you.
Yours faithfully,
José
