1. Writing formal letters By Cathy Pownall May 2008

2. Formal letters use standard English and have strict rules to follow

3. Leave a line between each box

4. Whatever the subject, a formal letter should be laid out like this template.

6. You don’t need to put your name here; you only need to write your address.

7. Write the date in full: not in numbers

8. You can put the person’s name above their address if you know it. Mr David Shaw 48 Main Street Narborough Leicester LE9 5DB If you know the job title, include it after the name: Mrs Sheila Trent Head Teacher St Mary’s School Easton Leicester LE9 2AF

9. If you start your letter with: Dear Sir/Madam you should end your letter with: Yours faithfully Remember to use a capital Y and a lower case f If you start your letter with: Dear Mr Bond you should end your letter with: Yours sincerely Remember to use a capital Y and a lower case s

10. It’s not always necessary to use a reference. However, lots of letters do have references. For example: Dear Mr Bank Manager Re: bank account number 390898 Dear Doctor Reference: appointment 21.03.08 Dear Teacher Reference: Payment for trip Re is short for reference Dear Estate Agent Re: 28 Northern Ridge Road

11. This is where you tell the reader why you are writing. I am writing to inform you that I will no longer be needing your window cleaning services. I write with regard to your advertisement in the Leicester Mercury last Tuesday. I am writing to complain about the service I received in your restaurant on 12 th May 2008.

12. This is the main part of your letter and is usually several paragraphs long. A paragraph is a group of sentences on the same subject. The first sentence of each paragraph is the topic sentence and should be linked to the other sentences in that paragraph.

13. This can be quite a short paragraph summing up or ending your letter. Sometime it can be an incomplete sentence as it leads into the salutation: Looking forward to your favourable reply, Notice the comma. I am hoping that the above information meets with your approval and I await your reply at your earliest convenience.

14. In formal letters, you must put your full name at the bottom of the letter and, if appropriate, your job title. Amanda Everton Sales Manager Mrs A Everton Sales Manager This sounds more serious, perhaps for a complaint or to express anger Mandy Everton Sales Manager This is still formal but quite friendly This is very business-like

15. Sign between the salutation and the name Leave a line Continue on another sheet if necessary (Remember the blank line between boxes too)

16. Now it’s your turn!