Writing a formal letter General Guidelines

1 2 3 4 5 6 7 8 9 General Layout Sender’s address Date Recipient’s address 4 Dear… 5 INTRODUCTION BODY 6 7 CONCLUSION 8 Salutation 9 Name and Signature

Section 1: Sender’s (your) address Right-aligned (sometimes left aligned in the US) Not necessary to put your name E.g. US UK Crusoe Laboratories, 123 Broad Street, Madison, WI, 53705 Winston’s Windows Ltd., 456 Station Road, Derby, Derbyshire, DE13 8PR

Section 2: Date British: American: 24 February 2017 (or 24/02/2017) This numerical format can cause confusion so it is better off avoided February 24, 2017 (or 02/24/2017)

Section 3: Recipient’s address Left-aligned Can often include the recipient’s title – CEO, director etc. – but does not always include their name. Can include a department if applicable – e.g. accounts department. E.g. Accounts Department, Smith & Sons, 35 High Street, Stamford, Lincolnshire, PE9 1QB Ms. Michelle Johnson, President, Johnson Family Center, 207 Western Lane, New York 10027

Section 4: Dear… Dear Mr Smith (not Dear Robert Smith) Dear Ms Johnson, for a woman (unless you know that she prefers Miss or Mrs) If you do not know who the recipient of your letter is then use: Dear Sir/Madam Note that British people tend to be quite informal and begin using first names at an early stage.

Section 5: Introduction Helps the reader understand why you are writing Often includes one (or more) of the following: An explicit explanation as to why you are writing (I am writing to you with regard to…) Background information (Last week I purchased one of your dishwashers…) Thanks/reference to previous contact (Thank you for your letter regarding…/Further to our meeting last week,…)

Think Section 6: Body Stick to the essentials One idea per paragraph Keep it relevant; short and sweet Organise the information logically Think Imagine being the recipient of your letter, would you understand it?

Section 7: Conclusion In a conclusion, you can: Thank the recipient (Thank you for taking the time to consider our proposal.) Offer further help or information (If you have any further questions, please do not hesitate to contact me.) Refer to the next contact (I look forward to receiving your feedback on…) Note – in this context ‘look forward to’ highlights an expectation

Section 8: Salutation Left-aligned If you wrote Dear Mr Smith: Yours sincerely If you wrote Dear Sir/Madam: Yours faithfully BUT: In any case Regards (Kind/Best regards) is generally acceptable Slightly less formal: Best wishes (for someone you know but who may not be a friend).

Section 9: Name and Signature Sign the letter and then write your name underneath Surname is not written in capitals Surname should always come after first name E.g. Yours faithfully, [Signature] Elliott Labouré Head of Procurement Yours sincerely, [Signature] Dr James Meadows

Time to see if you have been listening! Sender’s address 1 2 Date 3 Recipient’s address 4 Dear… 5 INTRODUCTION BODY 6 7 CONCLUSION 8 Salutation 9 Name and Signature

Short Quiz 1. Which of the following is correct in a formal letter? Dear Jack Jones, Dear Jack, Dear Mr Jones, 2. What title should we use when addressing a woman whom we do not know? Mrs Ms Miss 3. I do not know who I am writing to, how should I begin my letter? Dear Sir/Madam 4. I started my letter ‘Dear Mr Jones,’, what salutation should I use? Yours sincerely, Yours faithfully, Love, 5. Which of these is the correct way to finish a letter? Salutation, Elliott Labouré [Signature] Salutation, [Signature] LABOURE, Elliott Salutation, [Signature] Elliott Labouré