LETTER WRITING Kindly contributed to the Adult Basic Skills Resource Centre http://www.skillsworkshop.org by Robert Holt, Rholt@henley-cov.ac.uk Henley College, Coventry. July 2007. Main curriculum links Wt/L1.4 Use language suitable for purpose and audience (a) understand that writers can select language at different levels of complexity, formality and specialism, and depending on context, audience and purpose (b) understand that some types of written communication have specific language associated with them (c) write different texts using the language appropriate to the form of communication and situation, e.g. an advert for a shop window or local paper, a letter of application for a job. Wt/L1.5 Use format and structure for different purposes (a) understand that there are different ways of organising and presenting text, depending on its type and purpose, e.g. paragraphs, numbered lists, bulleted points, charts, tables, sub-headings Wt/L2.4 use format and structure to organise writing for different purposes (a) understand which format, structure and layout are best for which sort of task, e.g. a table to organise information for reference or comparison, numbered points to separate stages in a process, paragraphs to develop an argument (b) understand that some forms of writing follow standard formats and structures, e.g. memos, business letters, agenda and minutes of meetings. Wt/L2.5 use formal and informal language appropriate to purpose and audience (a) understand that formality of language is a continuum, from informal speech with friends and family through to formal official written language (b) know how to judge the appropriate level of formality suitable for different types of writing tasks and contexts, e.g. letter to a friend, safety report.

When writing letters decide if they are going to be formal or informal

To people you don’t know INFORMAL To an organisation such as a bank or the council Possibly letters of complaint or letters asking for information INFORMAL To people you know such as friends or relatives

Writing a formal letter One side of the paper only Plan before you write Keep it simple

45 Orange Close West Burnham West Yorkshire 23rd March 2000 The Manager Barclay Building Society Long Street West Hartlepool Dear Sir Thank you for your letter dated 15th March. I am afraid I cannot agree with your letter. I have studied my bank statement and still cannot find the charges you say are outstanding. This is the third letter I have sent and if no action is taken within the next five days I will contact my solicitor. I hope this matter can be settled as soon as possible. Yours faithfully Ann Angry

NOTE 45 Orange Close West Burnham West Yorkshire 23rd March 2000 The Manager Barclay Building Society Long Street West Hartlepool Dear Sir Thank you for your letter dated 15th March. I am afraid I cannot agree with your letter. I have studied my bank statement and still cannot find the charges you say are outstanding. This is the third letter I have sent and if no action is taken within the next five days I will contact my solicitor. I hope this matter can be settled as soon as possible. Yours faithfully (Ann Angry) ADDRESSES AND DATE Space for signature but write or type your name clearly underneath

When writing formal letters Always Keep to the point be precise Use short sentences and simple words No commas outside the main body of the letter. Use proper paragraphs Never Use slang Use jargon

Writing formats Say Dear Sir or Madam if you do not know the name of the person you are writing to. This would end in Yours faithfully If you know the name write Dear Mr....../Dear Mrs....../ Or Dear Ms........... These would end in Yours sincerely Type or print your name at the bottom and leave a space just above it for your signature. Put Mr Mrs or Ms in brackets next to it.

Remember Layout of formal letters Your address on left hand side Date under address Their address under date Greetings Dear Sir/ Mr Jones 1st Paragraph introduction 2nd and maybe 3rd paragraph what you are writing about Final paragraph what you want them to do about it. Endings Dear Sir – Yours faithfully Dear Mr Jones – Your sincerely

Exercise 1 The Government has to save money and are making a lot of cuts to services. Write a formal letter to your local MP putting a case what cuts you think they should reconsider.

Exercise 2 You bought a second hand car for £700. It had only been running for a week when the engine broke down. Another garage says it will cost over £400 to repair. Write a letter: To the garage where you bought the car asking for your money back.