1. Writing a formal letter or an e-mail

2. The structure of the letter
There are 6 parts of the letter
Heading
The inside address
The greeting
The body
The complimentary close
The signature line
There are skips between the paragraphs.

3. Letter formats
Semiblock Modified block Block

4. The heading Contains the return adress with the date on the last line
Phone number, adress
Line is skiped between the address and the date.
Laszló Kovács
Budapest, 23 Eperjes St.
23rd August, 2007.

5. The inside address The address you are sending the letter to.
Make it as complete as possible.
Include titles and names if you know
This is always on the left margin.
Peter Ryder
Personnal Manager
Bradbury Public Library
34 Main St. Bradbury

6. The greeting/salutation
Dear + always includes persons last name
Use Mr, Miss, Mrs,
Dear Sir, Madam, Sirs, Sir or Madam
Dear Mr Kovács:
Dear Mrs Kovács:

7. The body of the letter Business letter is never hand written.
Skip lines between paragraphs
Reference
Reason for writing
Requesting/Agreeing to requests
Enclosing documents
Closing remarks
Reference for future contact
The finish

8. Reference
With reference to your advertisement in the Times/ your letter of 23rd March/ your phone call today….
Thank you for your letter of March 23rd …
In reply to your letter of …
Regarding your inquiry about…
Under our agreement…
In accordance with our previous discussions…
The British Embassy in Budapest / Mr Zoltán Kovács has adviced me to get in touch with you in concerning

9. The reason for writing I am writing to inquire about apologize for
confirm

10. Requesting/agreeing to requests
Could you possibly…
I would be grateful if you could …
I would be delighted to …

11. Giving bad news Enclosing documents Unfortunately … I am afraid that
I am enclosing …
Please find enclosed
Enclosed you will find …

12. Reference to future contact
Closing remarks
I thank you in advance for you reply.
Thank you for attention.
Thank you very much for understanding the matter.
I would welcome a personal interview.
Reference to future contact
I look forward to …hearing from you soon/meeting you next Tuesday/seeing you next Thursday

13. The finish Yours faithfully, (no name of the person) Yours sincerely,
Yours thuly
Very formal
Respectfully yours,
Very respectfully,

14. Ken's Cheese House 34 Chatley Avenue Seattle, WA Tel: Fax:
October 23, 2006
Fred Flintstone Sales Manager Cheese Specialists Inc Rubble Road Rockville, IL
Dear Mr Flintstone:
With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856
The order will be shipped within three days via UPS and should arrive at your store in about 10 days.
Please contact us again if we can help in any way.
Yours sincerely,
Kenneth Beare Director of Ken's Cheese House