HOW TO WRITE A FORMAL LETTER

How to Write Formal Letters

Help with formal and business letter writing. A summary of writing rules including outlines for cover letters and letters of enquiry, and abbreviations used in letters.

Things to take into account are:

1. Layout of a formal      letter
2. Formal letter      writing rules
3. Content of a formal      letter
4. Abbreviations used      in letter writing

Layout of a Formal Letter

The example letter below shows you a general layout for a formal letter.

 

 

Rules for Writing Formal Letters in English

In English there are a number of conventions that should be used when writing a formal or business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language like contractions.

Addresses:

1) Your Address
The return address should be written in the top right-hand corner of the letter.

2) The Address of the person you are writing to
The inside address should be written on the left, starting below your address.

Date:

Different people put the date on different sides of the page. You can write this on the right or the left on the line after the address you are writing to. Write the month as a word.

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.

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.

 

Content of a Formal Letter

First paragraph

The first paragraph should be short and state the purpose of the letter- to make an enquiry, complain, request something, etc.

The paragraph or paragraphs in the middle of the letter should contain the relevant information behind the writing of the letter. Most letters in English are not very long, so keep the information to the essentials and concentrate on organising it in a clear and logical manner rather than expanding too much.

Last Paragraph

The last paragraph of a formal letter should state what action you expect the recipient to take- to refund, send you information, etc.

Abbreviations Used in Letter Writing

The following abbreviations are widely used in letters:

•asap = as soon as possible

•cc = carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them know)

•enc. = enclosure (when you include other papers with your letter)

•pp = per procurationem (A Latin phrase meaning that you are signing the letter on somebody else’s behalf; if they are not there to sign it themselves, etc)

•ps = postscript (when you want to add something after you’ve finished and signed it)

•pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side of the page)

•RSVP = please reply

LINKING WORDS

LINKING WORDS

Linking words help you to connect ideas and sentences, so that people can follow your ideas.

Giving examples

For example
For instance
Namely

The most common way of giving examples is by using for example or for instance.

• Namely refers to something by name.
• “There are two problems: namely, the expense and the time.”

Adding information

And
In addition
As well as
Also
Too
Furthermore
Moreover
Apart from

In addition to
Besides

Ideas are often linked by and. In a list, you put a comma between each item, but not before and.

• “We discussed training, education and the budget.”
• Also is used to add an extra idea or emphasis. “We also spoke about marketing.”
• You can use also with not only to give emphasis.
• “We are concerned not only by the costs, but also by the competition.”
• We don’t usually start a sentence with also. If you want to start a sentence with a phrase that means also, you can use In addition, or In addition to this…
• As well as can be used at the beginning or the middle of a sentence.
• “As well as the costs, we are concerned by the competition.”
• “We are interested in costs as well as the competition.”
• Too goes either at the end of the sentence, or after the subject and means as well.
• “They were concerned too.”
• “I, too, was concerned.”
• Apart from and besides are often used to mean as well as, or in addition to.
• “Apart from Rover, we are the largest sports car manufacturer.”
• “Besides Rover, we are the largest sports car manufacturer.”
• Moreover and furthermore add extra information to the point you are making.
• “Marketing plans give us an idea of the potential market. Moreover, they tell us about the competition.”

 

Summarising

In short
In brief
In summary
To summarise
In a nutshell
To conclude
In conclusion

We normally use these words at the beginning of the sentence to give a summary of what we have said or written.

Sequencing ideas

The former, … the latter
Firstly, secondly, finally
The first point is
Lastly
The following

 

The former and the latter are useful when you want to refer to one of two points.
“Marketing and finance are both covered in the course. The former is studied in the first term and the latter is studied in the final term.”

Firstly, … secondly, … finally (or lastly) are useful ways to list ideas.

It’s rare to use “fourthly”, or “fifthly”. Instead, try the first point, the second point, the third point and so on.

The following is a good way of starting a list.

“The following people have been chosen to go on the training course: N Peters, C Jones and A Owen.”

Giving a reason

 

Due to / due to the fact that
Owing to / owing to the fact that
Because
Because of
Since
As

Due to and owing to must be followed by a noun.

• “Due to the rise in oil prices, the inflation rate rose by 1.25%.”
• “Owing to the demand, we are unable to supply all items within 2 weeks.”
• If you want to follow these words with a clause (a subject, verb and object), you must follow the words with the fact that.
• “Due to the fact that oil prices have risen, the inflation rate has gone up by 1%25.”
• “Owing to the fact that the workers have gone on strike, the company has been unable to fulfil all its orders.”

 

Because / because of

• Because of is followed by a noun.
• “Because of bad weather, the football match was postponed.”
• Because can be used at the beginning or in the middle of a sentence. For example, “Because it was raining, the match was postponed.”
• “We believe in incentive schemes, because we want our employees to be more productive.”

Since / as

• Since and as mean because.
• “Since the company is expanding, we need to hire more staff.”
• “As the company is expanding, we need to hire more staff.”

Giving a result

Therefore
So
Consequently
This means that
As a result

Therefore, so, consequently and as a result are all used in a similar way.

“The company are expanding. Therefore / So / Consequently / As a result, they are taking on extra staff.”

So is more informal.

Contrasting ideas

But
However
Although / even though
Despite / despite the fact that
In spite of / in spite of the fact that
Nevertheless
Nonetheless
While
Whereas
Unlike
In theory… in practice…

 

But is more informal than however. It is not normally used at the beginning of a sentence.

• “He works hard, but he doesn’t earn much.”
  “He works hard. However, he doesn’t earn much.”

Although, despite and in spite of introduce an idea of contrast. With these words, you must have two halves of a sentence.

• “Although it was cold, she went out in shorts.”
  “In spite of the cold, she went out in shorts.”

Despite and in spite of are used in the same way as due to and owing to. They must be followed by a noun. If you want to follow them with a noun and a verb, you must use the fact that.

• “Despite the fact that the company was doing badly, they took on extra employees.”

Nevertheless and nonetheless mean in spite of that or anyway.

• “The sea was cold, but he went swimming nevertheless.” (In spite of the fact that it was cold.)
  “The company is doing well. Nonetheless, they aren’t going to expand this year.”

While, whereas and unlike are used to show how two things are different from each other.

• “While my sister has blue eyes, mine are brown.”
• “Taxes have gone up, whereas social security contributions have gone down.”
• “Unlike in the UK, the USA has cheap petrol.”

In theory… in practice… show an unexpected result.

• “In theory, teachers should prepare for lessons, but in practice, they often don’t have enough time.”

ESSAY WRITING  TIPS:

1. ANSWER THE QUESTION
2. PLAN YOUR ESSAY
3. REVISE YOUR ESSAY TO CORRECT MISTAKES.
4. 4 OR 5 PARAGRAPHS, WITH INTRODUCTION AND CONCLUSION
5. THE FIRST PARAGRAPH SHOULD BE A GENERAL INTRODUCTION TO THE SUBJECT
6. DEVELOP YOUR ARGUMENTS IN THE MIDDLE PARAGRAPHS
7. GIVE REASONS TO SUPPORT YOUR ARGUMENT
8. USE A VARIETY OF DISCUSSIVE WORDS AND PHRASES
9. GIVE EXAMPLES WHERE POSSIBLE
10. USE FORMAL LANGUAGE
11. DON’T USE CONTRACTIONS (WE’RE, I’VE ETC.)
12. SUM UP YOUR ARGUMENT IN THE FINAL PARAGRAPH
13. THE FINAL PARAGRAPH IS THE BEST PLACE TO EXPRESS YOUR OPINION CLEARLY.

PRACTISING ESSAY WRITING TOPICS

• ESSAY WRITING TOPIC 1

You have done a project on transport in your English class. Your teacher has asked you to write an essay giving your opinions on the following statement.

Because cars are so convenient public transport has no future.

Write your essay in 120-180 words for intermediate students and 250-400 for advanced students in an appropriate style.

• ESSAY WRITING TOPIC 2

You have had a discussion on fashion in your English class. Your teacher has asked you to write an essay, giving your opinions on the following statement.

Young people never want to dress the same as their parents

Write your essay in 120-180 words for intermediate students and 250-400 for advanced students in an appropriate style.

• ESSAY WRITING TOPIC 3

You have had a discussion on the media’s treatment of famous people in your English class. Your teacher has asked you to write an essay, giving your opinions on the following statement.

Famous people such as footballers, film stars and politicians, deserve to have a private life without journalists constantly following them.

 

Linking words

CONNECTIVES

 

Adding   and also as well as moreover too	Cause and Effect   because so therefore thus consequently
Sequencing   next then first(ly), second(ly), third(ly) finally meanwhile after	Qualifying   however although unless except if as long as apart from yet
Emphasising   above all in particular especially significantly indeed notably	Illustrating   for example such as for instance as revealed by in the case of
Comparing   equally in the same way similarly likewise as with like	Contrasting   whereas instead of alternatively otherwise unlike on the other hand

 

 

IPA —– International Phonetic Alphabet

/SOUNDS/ ARE NOT THE SAME AS [LETTERS]

TRY TO PRONOUNCE THE FOLOWING WORDS, IT MIGHT BE A BIT TRICKY:

• Beer Bear Beard Bird Bored Board
•  Can`t Can Cat
•  Hot Hat
•  Pan Tan Ban Van Fan Sun
• church Chat
• That Thin thing Thick
• Sip Zip  Ship Sheep
• Might Night Right  Height

Now that you have realised you need a bigger explanation let’s move on to the IPA.

what’s IPA? — IPA stands for international phonetic alphabet as it is worldwide recognised as the standard of pronunciation.

** WARNING: DO NOT READ FURTHER WITHOUT THE SUPERVISION OF AN EXPERIENCE TEACHER ;).

REFERENCE:

• http://www2.elc.polyu.edu.hk/CILL/pronunci.htm
• http://www.englishcorner.vacau.com/pronunciation/pronunciation.html

MATERIALS & EXERCISES WITH AUDIO.

• http://www.englishcorner.vacau.com/pronunciation/pronunciation.html

WRITING A REPORT

TASK TYPE: A REPORT

Content Should include an evaluation of each of the three proposals in terms of the benefits to the local economy and to local people. The report must include a decision at the end about which proposal to support.

Range Language of evaluation and opinion, as well as the language of making recommendations.

Organisation Should have the organisation of a report, with clear sections, perhaps with the use of sub-headings, bullet points or numbered paragraphs. Should state the scope of the report in the first paragraph and the report should be ordered logically. The decision should appear at the end of the report.

Register Formal.

Target reader The chairman would be informed about which proposal should be carried out.

Language accuracy Should not contain major errors that lead to misunderstanding or which irritate the reader.

 

EXERCISE:
Your home town has been allocated a large sum of money to make improvements to the facilities in ONE of the following areas: sports, culture and heritage, or the performing arts. At a recent meeting of the Planning Committee three proposals were made. Evaluate each one in terms of a) benefit to the local economy and b) benefit to local people. Say which suggestion you support the most and why.

Minutes of the meeting of 25 March The following ideas were proposed: 1. build a new sports stadium with state-of-the-art facilities 2. update the museum of local and national history; use extra money to set up a special educational centre for children 3. move the existing arts centre (with cinema, theatre, dance studio and art gallery) which is currently 3 kilometres from town centre to a more central location

 Write your report for the Chairman of the Planning Committee. (Around 220-260 words).

What you need to do to pass
Read our checklist first to understand what the examiner is
looking for in a good answer.

Ideas for writing
Ask yourself the following questions to help you get started:

• Divide your page into 2 sections. First, make a list of the benefits of each one to the local economy. Do you have any reservations?
  E.g. Sports centre
  – Could host national and international events; good for bringing visitors to the town
  – Would create many jobs in the building trade BUT
  – Does our town have the infrastructure needed to support huge sporting events?
  Do the same for the museum and arts centre.
• Next, think about the benefits to the local people. How much would they use each facility? What would satisfy the majority of the local population?
• Which proposal have you decided to support? Make sure you give a good reason for your choice.
  Each of the proposals have merit, but on balance I believe that the best idea is …. because ….

Drafting and proofreading your work

You should look at your first draft of the task and decide:

• Have you answered the question?
• Is the layout and organisation appropriate?
• Is the language accurate with a good range of structures?
• Is the style appropriate and consistent?
• Will it have a positive effect on the reader?

If the answer is ‘no’ to any of these questions then you will need to do some more drafting!

 

Conditional sentences I, II & III

Conditional Sentences

The tiger Vs. The Lamb

WELCOME TO THE WONDERFUL WORLD OF POETRY

Follow the instructions for the lesson plan and let me know after it if you have enjoyed.

• Play the video and read the poems several times.
• Read and record “at first sight” a short paragraph from an english book (you might choose your class readings book).
• Read these two major poems from William Blake as many times as you need while you listen to the video.

• Open in a new window by clicking here for the poems with the right button: The lamb & The tiger 
• Play the video:

• Once you are confident enough (might be after 30 readings 😉 )  Pleas, record your own version of both poems.
• Read again and record “at first sight” the short paragraph you already chose from the english book. the same as point 1

COMPOUND ADJECTIVES

Reading pack 1

FCE reading pack 1

Reading mock exam

At your entire disposal by clicking the link below you will find a 2008 FCE reading exam.

Click here:   FCE_Reading mock exam