Letter: Form

Letter: Form

  • A formal letter should always begin with the sender’s address at the top left of the page.
  • Following the sender’s address, date the letter underneath the sender’s address.
  • The receiver’s address should go on the left-hand side, below the date.

Salutation

  • Begin the letter with a salutation, such as ‘Dear Sir/Madam’ when the recipient’s name is unknown or ‘Dear Mr/Mrs/Miss/Dr [Surname]’ when it is known.

Subject Line

  • Ideally, include a brief and clear subject line after the salutation. This gives an immediate idea what the letter is about.

Content

  • The letter should open with a formal greeting and a brief introduction explaining the purpose of the letter.
  • Use paragraphs to divide the content into sections each covering a different point.
  • The main body of the letter should clearly detail your argument or the information you are conveying.
  • Remain formal and polite throughout the content of your letter, even if expressing a complaint.

Closing

  • Sign off the letter suitably based on your relationship with the recipient. Use ‘Yours faithfully’ for unknown recipients or ‘Yours sincerely’ if you addressed the person by name.
  • Leave a gap after the sign off for your handwritten signature, then type your full name below it.
  • In formal letters, it’s common to include a line of thanks before ending the letter.

Language and Style

  • The language in a formal letter should be simple, clear and precise. Avoid overly complex vocabulary or long sentences.
  • It’s crucial to stay respectful and courteous throughout the text, regardless of the letter’s purpose.
  • Use first person (‘I’ or ‘we’) when writing letters.
  • Make sure your letter is free of spelling and grammar mistakes, as these can undermine its credibility and effectiveness.

Additional Details

  • If sending a physical letter, use good quality paper and an appropriate envelope size.
  • If necessary, include attachments or enclosures with the letter and make sure to mention them within the content or after the signature.
  • Use ‘cc’ (Carbon Copy) and ‘bcc’ (Blind Carbon Copy) when sending emails, when other people need to be informed of its content.