Formal letter

We often write formal letters to people who we do not know very well. Polite forms are always used, even in letters of complaint. Formal letters use a lot of formulaic language, and even native speakers use the same phrases in their letters each time they write. You should try to include some of these phrases in your own work.

Titles and addresses

If the letter is not written on headed paper, it is common to write your address and telephone number at the top of the page. In British English, this appears on the right-hand side, with the date underneath. In American English, this appears on the left-hand side of the page, above the name and address of the person that you are writing to. There may also be a reference number, for example your order number or customer account number, beneath the date. The full name (Ms Penny Smith) or a suitable title (The Manager, Customer Services), and the address of the person you are writing to goes on the next line, on the left-hand side of the page.

If you know the name of the person to whom you are writing, begin your letter: Dear Mr Smith, Dear Ms Brown
If you do not know the name of the person you are writing to, begin your letter: Dear Sir - if you know that you are writing to a man, Dear Madam - if you know that you are writing to a woman, or Dear Sir or Madam, if you do not know the gender.
If you do not know the particular company or person you are writing to (for example, a general reference letter), begin your letter: To Whom It May Concern
Only write the title and the surname, not the first name *Dear Mr John Brown.

In British English, there is usually no punctuation after the opening greeting, although a comma is possible. In American English, a colon should be used.

Beginning your letter

A formal letter can begin by referring to the previous communication, stating the relationship between the two people, or by summarizing the purpose of writing the letter.

Begin by referring to previous communication Following our telephone conversation this morning, I am happy to confirm your offer of work with James PLC. | I am writing in reply to your letter dated 27th July. | I am writing in response to your advertisement for the position of tour guide in your London office, which appeared in the Daily Times today.
State the relationship between you I recently booked a holiday to Australia with your company.
Summarize the purpose of the letter I am writing to inform you of some changes we have made to your schedule. | I would like to be considered for this post. | I am writing to request more information on the voluntary work programmes you run.

Ordering ideas

Try to group your ideas into logical paragraphs. Group your paragraphs either chronologically or in order of importance. Use connectors to help structure this order.

Chronological order When I first placed the order with you, I was told that it would be delivered within two weeks. | Once you arrive, you will need to go to the warehouse.
Order of importance I was very pleased with the service I received. | First of all, the staff were particularly helpful.

Range

It is important to use high-level language and vocabulary in a formal letter. A good letter will make use of some of the formulaic phrases appropriate for the style. It will also use appropriate connectors. Another way you can show your language ability is by not repeating the exact phrases in the original communication (or exam question).

Change the part of speech of a word to avoid repetition If the instructions are You must have the appropriate qualifications, your answer could be I am a fully qualified accountant.
Use a synonym If the instructions are You recently bought a phone from this company, your answer could be I purchased a telephone from you a few weeks ago.
Change the order of ideas If the instriuctions are The schedule has been changed because of problems with staffing, your answer could be Problems with staffing have meant that we will have to make some changes to the schedule.