OFFICIAL CORRESPONDENCE Formal layout

Layout variety and strict rules Sender‘s address Telephone, fax, email Department/dept Reference/Ref: Addressee: name, surname, address Date

Opening address Optional, obligatory Dear Mrs/Mr Dear Dr Sir/Madam To whom it may concern

Para 1 Reasons for writing, e.g. Previous correspondence Questions, queries Requests for information Complaints+ reminders suggestions

Para 2/3: Elaboration Summary and proposals Fuller explanation of the points mentioned in para. 1 Summary and proposals Dates, times, arrangements

Para 5/6: Rounding off Should you require any further information, please Any further queries should be addressed to I look forward to hearing from you at your earliest convenience A swift reply would be greatly appreciated (fax)

Concluding greetings, signing off With our thanks in advance Please, accept, Dear Sir, the assurances of my … yours sincerely/truly/, Sincerely yours – suitable for most formal occasions With best wishes, Best

Addition aspects to be considered The cultural tradition of the addressee related to : formality Esp. When addressing and greeting The communication channel