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Formal and Semi-formal letters

There are various types of letters such as:

letters of complaint,
letters asking for/giving information,
letters of request,
letters asking for/giving advice,
letters of invitation,
letters accepting/refusing an invitation,
letters expressing congratulations/thanks/regret/sympathy,
letters giving news,
letters of apology,
letters of application for a job
letters to the editor providing solutions/suggestions

INTRODUCTION
Paragraph 1
reason(s) for writing
MAIN BODY
Paragraph(s) 2-3
development of the
subject
CONCLUSION
Final Paragraph
closing remarks
(full) name

A good letter should consist of:

a) an appropriate greeting ( Dear Mr Ford, Dear Sir/ Madam,);
b) an introduction clearly stating the reason you are writing;
c) a main body in which the subject is developed. Begin a new paragraph for each main point;
d) a final paragraph in which you sum up the topic or express your wish for something to be
done
e) an appropriate ending (Best wishes, + first name, Yours sincerely, /Yours faithfully, + full
name).

Style in Letters
The style of the letters varies depending on who it is addressed to. For instance, a letter to
someone you do not know requires a formal style, while a letter to someone you know but are
not intimate with requires a semi-formal style.
FORMAL LETTERS
The characteristics of FORMAL STYLE in letters are:
formal greeting (Dear Mrs Lee, Dear Sir/Madam,)
frequent use of the passive (e.g. A two-week package holiday to the picturesque village of
St Martins is being offered by our agency for only 3,400.)
formal language (complex sentences (e.g. Having spoken to the manater in person, i still
fell my requests have not been satisfied), non-colloquial English (e.g. Please keep me
informed regarding any further developments)).
advanced vocabulary (e.g. I feel it is appropriate to explain to you some of the practices
which are enforced throughout all of our branches.)
no abbreviated forms (no short forms)
formal ending (Yours sincerely, /Yours faithfully, Jason McNeil)
LINKING WORDS (e.g. Furthermore, moreover, in addition etc)
Formal letters begin with a) Dear Sir/Madam and end with Yours faithfully + full name or
b) Dear Mr/Mrs + surname and end with Yours sincerely + full name.
SEMI-FORMAL LETTERS
can begin with Dear Mr/Mrs + surname and end Best wishes/ Yours + first name/full name.

formal beginning (Dear Mr and Mrs Smith)

informal ending (Best Wishes/Yours + full name)

a respectful tone, depending on the relationship you have with the recipient of the letter.

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LETTER OR COMPLAINT
A formal letter of complaint is written to complain about a problem which has arisen (e.g. faulty
merchandise, rude staff, inaccurate information etc). It should explain the reasons for the complaint, and
usually includes a suggestion/request/demand concerning what should be done (e.g. refund,
compensation, etc).
Mild or strong language can be used depending on the writers feelings and the seriousness of
the complaint, but abusive language must never be used.
e.g. Mild complaint
I am writing to complain about a factual error in yesterdays newspaper.
I hope that you will give this matter your prompt attention.
Strong complaint:
I am writing to express my strong disapproval concerning the offensive behaviour of an
employee at your companys Winchester Road branch.
I demand a full, written apology or I will be forced to take legal action.
The nature of the complaint should be clearly stated in the first paragraph. Each aspect of the topic
should be presented in a separate paragraph containing a clear topic sentence. Each complaint should
be supported by clear justification.
Introduction

Useful language for letters of complaint.

To begin letters:
Mild complaint
I am writing to complain about/draw your attention to (the problem of)
I am writing to express my disappointment/dissatisfaction with
Strong complaint
I am writing to express my annoyance/extreme dissatisfaction with/anger at/
protest about
I regret to/feel I must inform you how appalled/shocked I was

To end letters:

Mild complaint
I hope/trust this matter will be dealt with/resolved as soon as possible.
receive your immediate attention.
not be treated lightly.
I feel that you should / I am entitled to compensation/ a refund/ a
replacement.
Strong complaint
I (must) insist on /insist (that) / demand /warn you that
Unless this matter is resolved / Unless satisfactory compensation is
offered
I will have no choice but to/ I will be forced to take further/ legal action
Dear Sir/ Madam,

Paragraph 1
state reason(s) for
writing

Main body
Paragraphs 2-3*
state complaint(s) with
justification
Paragraphs 4-5*
suggest what should be
done

Conclusion
Final paragraph
closing remarks
Full name
* the exact number and
division will depend on the
specific instructions for each
task

30 April 2007

I am writing to complain about the holiday apartment I rented from you on 15th August. I believe your
advertisement was misleading in a number of ways.
Firstly, the apartment was by no means spacious. The rooms were cramped and there was very little
storage space. Also, the distance from the beach was in fact ten times farther than you claimed.
Furthermore, the balcony railing was broken. This was quite dangerous and could have caused an
accident. In addition, it overlooked an unattractive car park in contrast to the 'great view' you advertised.
Finally, the kitchen was poorly equipped and a lot of essential items were missing, such as plates and
saucepans. Consequently, felt I could not stay any longer and returned home after three days.
As you can imagine, I am quite disappointed. I feel I am entitled to a partial refund in addition to an
apology for the inconvenience caused.
l look forward to receiving a prompt reply.
Yours faithfully,

Sandra Folkestone
Sandra Folkestone

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LETTER OF REQUEST (a polite or formal demand for something)
A formal letter of request is written to ask for permission, help, information, advice etc. It may also provide
information, explain a situation, make suggestions, present arguments in support of an opinion, etc, as
requested in the topic instructions.
Each point should be presented in a separate paragraph containing a clear topic sentence supported by
examples and/or justifications.
Introduction
Paragraph 1
state reason for writing

Useful language for letters of request.

To begin letters:
I am writing to ask if you would be so kind/generous as to ...
.
request your assistance concerning the matter of...
I wonder if you could possibly/if it would be possible for you to help me
I would (greatly) appreciate it if you could
I would be most grateful if you could
I am writing to ask/enquire if/whether you could possibly tell/inform me
I am writing to ask if/whether I might (perhaps) be permitted/allowed to

request your (kind) permission for

I wonder if I might ask you for/request your valuable advice on/concerning

Main body

To end letters:

Final paragraph
closing remarks
Full name

Paragraphs 2-3*
explain reasons for
making the request
Paragraphs 4-5*
state expected
results/consequences

Conclusion

I hope that my request will not inconvenience you too much.

I must apologise for troubling you with this matter.
I hope that you will forgive me for taking up your valuable time.
I look forward to hearing from you/receiving your reply as soon as possible.
Thank(ing) you in anticipation of your/in advance for your kind cooperation.

* the exact number and

division will depend on the
specific instructions for each
task

You have read the following advertisement in a youth magazine:

Interested in finding new pen friends from every corner of the world?
Write to us

About yourself (personal data, hobbies, interests)

About the pen friend you would like to have (sex, age, hobbies, interests,
home country)
Your data will be put into the computer. We will send you a list of possible pen
friends.
Our address:

Pen Friend Magazine

21 Dorchester Rd.
Maidstone
Kent CT5 DJ
UK

You are interested in finding

an
English-speaking
pen
friend.
Write a letter in answer to the
advertisement (120 words)
with the proper beginning and
ending, addresses and date
(note,
however,
that
the
addresses will not be counted in
the number of words).
To keep your anonymity, use
the following name for yourself:
Jri / Mari Tamm

SAMPLE ANSWER:
3 May 1997
Pen Friend Magazine
21 Dorchester Rd.
Maidstone
Kent CT5 2DJ
UK
Dear Sir or Madam
I am writing in answer to your advertisement about finding new pen friends.
I live in Estonia and I am eighteen years old. My hobbies include basketball and football. Besides that I am keen on
reading.
I would like to have a pen friend from an English-speaking country who is also eighteen years old. It does not matter
if my pen friend is a boy or a girl. It would be better if he/she had the same hobbies and interests as I.
I look forward to hearing from you.
Yours faithfully

JTamm
Jri Tamm

(100 words)

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LETTER OF ENQUIRY (a letter to get information)

Introduction

Useful language for letters of enquiry.

To begin letters:

opening remarks
Paragraph 1
state reason for writing

I am writing to inquire about / in connection with, etc.

Could you possibly send ...
I would be grateful if you could...
I would appreciate some information about ...
Could you also please send me / Another matter I also need information is

To end letters:

I look forward to receiving ..

I would appreciate it if you could inform me as soon as possible, etc.

Dog Obedience Classes

Train your dog in our special classes.
Register now for the autumn course.
For more information write to:
Smart dogs
3, Longhill Green
Wolfhill

You should lay your

answer out in the form
of a letter (120 words)
with the proper beginning and ending and date.

Dear Sir/Madam,

Main body
Paragraphs 2-3*
explain reasons for
making the request
Paragraphs 4-5*
state expected
results/consequences

Conclusion
Final paragraph
closing remarks
Full name
* the exact number and
division will depend on the
specific instructions for each
task

30 April 2007

I am writing to inquire about your advertisement in the September issue of Favourite Pets
magazine. I am interested in dog obedience classes but I would be grateful if you could
send me further details.
Firstly, I would like to know what breeds of dogs are accepted for the classes and whether
the dog must be a certain age in order to take part. I have a six-month-old male cocker
spaniel which I am anxious to train. He is very excitable and especially needs to learn how
to walk without pulling on his lead.
I also require information on the cost of the course, when it will commence and how long it
is likely to last.
I look forward to receiving details about the dog obedience classes. Thank you in advance
for your help.
Yours faithfully,

KMiller
Kristen Miller

(134 words)

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LETTERS GIVING INFORMATION
A letter giving information is a formal piece of writing related to a particular situation. Its
main purpose is to give information, usually when this has been requested by someone
else. It may also provide suggestions, request help, give an opinion, etc.
Each point should be presented in a separate paragraph containing a clear topic sentence
supported by examples and/or justification.
Introduction

Useful language for letters giving information.

To begin letters:
I am writing to inform you that/advise you of/ let you know that ...
I regret/ am delighted/ would like/ feel obliged to inform you
I am writing in response to your letter requesting information about
.
in reply to your enquiry about
.
with regard to our telephone conversation concerning
.
in connection with
I am writing (to you) on behalf of
.
In my capacity as .

To end letters:

I hope that this information will be of some assistance

I hope/ trust that I have been able to answer all of your questions
I would be pleased/ happy to provide you with any additional information
I look forward to being able to help you again in the future.
I look forward to answering any queries.
Please do not hesitate to contact me should you require further information.
Please do not hesitate to contact me should you have any further questions.

Paragraph 1
state reason(s) for writing

Main body
Paragraphs 2-3*
give information requested
Paragraphs 4-5*
provide further
explanation/suggestions/o
pinion as staed in the task
instructions

Conclusion
Final paragraph
closing remarks
Full name
* the exact number and division
will depend on the specific
instructions for each task

LETTERS GIVING / ADVICE / OPINION

A formal letter of advice is usually written in response to a request
of enquiry, whereas a letter making suggestions offers an opinion
and suggestions on particular situation.
Useful language for letters of advice.

To begin letters:

I am writing in reply/ response to your letter requesting advice about

Thank you for your letter requesting advice about
I hope the following advice/ suggestions will be of (some) help to you

Advice/Suggestions:

It might/ would be useful/ to your advantage (if you were) to

I feel/ believe (that) the/ your best course of action would be
I would like to offer one or two suggestions concerning
I would (strongly) suggest/ recommend + -ing (that)
You should/ ought to

Introduction
Paragraph 1
state reason(s) for
writing/express
understanding of problem

Main body
Paragraphs 2-3
offer advice/suggestions

Conclusion
Final paragraph
closing remarks
Full name

To end letters:

I hope that these suggestions will (prove to) be of some assistance.

I hope that these suggestions have been useful/ of use.
I hope/ trust that you will accept/ follow this advice
I would be pleased/ happy to offer any addition advice you may require.
Please do not hesitate to contact me should you have any further questions/ queries/ problems.

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LETTERS OF APPLICATION
A letter of application may be written when we apply for a permanent/temporary job or
educational course. It is usually formal; therefore, the appropriate language and
expressions should be used.
Useful language for letters of application (for a job).

To begin letters:
I am writing with regard to your advertisement
I am writing to apply for the post/ job/ position of / which I saw advertised
in

Reference to experience

Paragraph 1
state reason(s) for writing

Main body

for the last/ past year I have been working as

Since/ for / I have had experience of
Two years ago I was employed as
I worked as before

Introduction

Paragraphs 2-3-4*
qualifications/training
previous
experience/qualities and
skills

To end letters:

I would appreciate a reply at your earliest convenience.

Please contact me regarding any queries you may have.
I enclose my CV and I would be glad to attend an interview at any time
convenient to you.
I look forward to hearing from you in due course.

Conclusion
Final paragraph
closing remarks
Full name
11 Sept 2007

Dear Sir/Madam,
I am writing to apply for the position of Physical Education teacher at the All Saints Girls school in
th
Liverpool as advertised in The Herald of 24 August.
I am twenty-six years old and obtained a degree in Sports Science at Liberpool University at 1991. I
am presently employed as a teaching assistant in the P.E. department at Highfield Grammar School in
Manchester where I have been for the last four hears. Prior to this, I spent two years as a swimming coach in
Middlesex at the Regent Leisure Centre.
I am extremely interested in the post available as a am eager to upgrade my present status from
teaching assistant to fully appointed P.E. teacher. I am patient and believe in encouraging all the pupils to
reach their full potential.
If you wish me to attend an interview, I shall be glad to do so.
I am looking forward to hearing from you.
Yours faithfully,

KMiller
Kristen Miller

(152 words)

Useful language for letters of application (for a course).

To begin letters:
I would like to apply for admission to the
I would like to be considered for

Reference to experience

I hold a certificate/ degree in

I am due to take examinations in / I have taken/passed the examination
I hold the following qualifications
I have completed the following courses/ degree course
My degree is in English

To end letters:

I would appreciate a reply at your earliest convenience.

I look forward to meeting/hearing from you
Please contact me regarding any queries you may have.
I enclose further details of my education and qualifications.
I hope that you will consider me for entry
I look forward to receiving your response in the near future.

Introduction
Paragraph 1
state reason(s) for writing

Main body
Paragraphs 2-3-4*
qualifications/reasons for
wanting to take the course.

Conclusion
Final paragraph
closing remarks
Full name

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LETTERS OF APOLOGY
If you have received a letter of complaint, it is polite to reply to it. The purpose for writing a
letter of apology is to explain the reason(s) for the problems stated in the letter of complaint
and to ensure that the situation will be resolved/improved. You may also offer some form of
compensation.
A letter of apology is written in a formal style and requires a dignified and polite tone.
Introduction

Useful language.

To begin letters:

Paragraph 1
state reason(s) for writing

I am writing to apologise for / offer my apologies for

Please accept my/ our sincere/profuse apologies for (the unavoidable delay, etc)
I must/ would like to apologise for (the unfortunate confusion etc).

Main body

To introduce new points

With regard to/ Ad regards

As far as is/are concerned
Firstly/First of all/ Secondly/ Finally

To emphasise what you say:

Clearly/ Obviously/ Needless to say, .

To express reality:

In fact/ As a matter of fact/ Actually/ Indeed,

Paragraphs 2-3
give explanations
Paragraphs 2-3
suggest compensation

Conclusion
Final paragraph
closing remarks
Full name

Making amends:

Please allow me to offer/ suggest as compensation (for)

I insist on (+ing) to make up for your loss/ inconvenience, etc

To end letters:

Once again, my/our sincere(st) apologies for the inconvenience caused.

I hope that you will accept my apologies/ that my apologies will be accepted.
I hope that you can forgive/overlook this regrettable error.

FOLLOW-UP LETTERS
A thank-you letter / postcard should include the following parts:
a) expressing thanks for the first time;
b) explaining what you are thanking the person for (how much you appreciate the present
and how you are going to use it; how much you enjoyed your stay, etc.);
c) expressing thanks for the second time.
Your English friend Miriam has sent you an English-English dictionary for your birthday. Write a thank-you
letter to her. (80-100 words)
20 October 2002
Dear Miriam,
Thank you very much for the birthday present. It was a complete surprise!
I wanted to buy an English-English dictionary long ago, but they are terribly expensive. I really need one
because I want to be well prepared for my English exam. I had to visit the University Library every time I
wanted to use a good dictionary. Now all I have to do is to take it from my bookshelf.
Thank you once again. I couldnt have wished for a better present.
I hope you and your family are well.
Best wishes,
Martin Smith

(100 words)

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Rules for writing a formal letter

1. The sender's address in the top right-hand corner should be written according to the
traditions of the sender's country, viz. Estonia, as it is an Estonian postman who it is primarily
meant for, not the English-speaking addressee. Thus we can start with the number of the
house followed by the name of the street (2 Lai St.). However, if the address also includes a
flat number, it is more reasonable to start with the name of the street (Lai 2-18). When writing
a letter to a foreign country we should not forget to add Estonia at the end of the address.
Note, however, that the sender's name should not be included in the address. Punctuation in
the address is not necessary.
2. The acceptable forms of the date below the sender's address are: 3 May 1997; May 3 1997;
3rd May 1997; May 3rd 1997. Be careful with the last two versions, though, because as the
examination papers have proved, many students do not know the correct forms and write 3th,
3nd or 3st instead. Although some textbooks accept the form 3/5/97, in the USA that would
mean March 5. It is not acceptable to shorten the name of the month; it should be written out in
full. Again, no punctuation is needed.
3. The address of the addressee should be written according to the format used in Englishspeaking countries, that is, the way it is given in the task. Do not forget to write the name of the
country.
4. The opening expression. If we know the name of the person we are writing to, we start with
Dear Mr Smith /Dear Ms Brown. If we do not know the name, there is only one version: Dear
Sir or Madam. The use of a comma after the opening expression is not obligatory any more.
However, if we use a comma after the opening expression, it should also be used after the
closing expression.
5. The rule for the closing expression is quite straightforward: if we know the person's name, we
close the letter with Yours sincerely; if we do not know the name, we write Yours faithfully. In
both cases the signature follows.
6. The signature should be placed on the left-hand side. After the signature the sender's name
should be written in legible hand, advisably in block letters or printed. This is the only place for
the name. It is not customary to mention the sender's name in the body of the letter.

Tips for the student:

1. Read the task carefully and make sure you know what your letter is expected to
contain. In the example above, you are asked to mention six criteria about your
would-be pen friend: sex, age, hobbies, interests, home country and language of
correspondence (English). If you fail to mention some of these criteria, you will lose
points on task completion.
2. Consider carefully what is relevant information and what is not. Imagine yourself
in the role of the addressee of your letter. If you were the editor of the Pen Friend
Magazine, you would probably have to read dozens of letters every day. Would
you like to read lengthy stories about people's cats, dogs and grandmothers or
would you prefer short, matter-of-fact letters that contain only the necessary
information (personal data, hobbies, interests)?
3. Begin your letter with an introduction (I am writing in answer to your
advertisement...); do not forget a conclusion (I look forward to your answer).
4. Do not use contracted forms (isnt, haven't, I'm, etc.) in a formal letter. Slang and
ungrammatical forms (aint, wanna, gonna) are not acceptable in any form of
written English produced by an educated person.