Rules for Writing Formal Letters in English

In English there are a number of conventions that should be used when writing a
formal or business letter. Furthermore, you try to write as simply and as clearly as
possible, and not to make the letter longer than necessary. Remember not to use
informal language like contractions.

Addresses:

1) Your Address
The return address should be written in the top right-hand corner of the letter.

2) The Address of the person you are writing to

The inside address should be written on the left, starting below your address.

Date:

Different people put the date on different sides of the page. You can write this on the
right or the left on the line after the address you are writing to. Write the month as a
word.

Salutation or greeting:

1) Dear Sir or Madam,

If you do not know the name of the person you are writing to, use this. It is always
advisable to try to find out a name.

2) Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname
only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can
use Ms, which is for married and single women.

Ending a letter:

1) Yours Faithfully
If you do not know the name of the person, end the letter this way.

2) Yours Sincerely
If you know the name of the person, end the letter this way.

3) Your signature
Sign your name, then print it underneath the signature. If you think the person you
are writing to might not know whether you are male of female, put you title in
brackets after your name.
Content of a Formal Letter
First paragraph
The first paragraph should be short and state the purpose of the letter- to make an
enquiry, complain, request something, etc.

The paragraph or paragraphs in the middle of the letter should contain the relevant
information behind the writing of the letter. Most letters in English are not very long,
so keep the information to the essentials and concentrate on organising it in a clear
and logical manner rather than expanding too much.

Last Paragraph
The last paragraph of a formal letter should state what action you expect the
recipient to take- to refund, send you information, etc.

Abbreviations Used in Letter Writing

The following abbreviations are widely used in letters:

• asap = as soon as possible

• cc = carbon copy (when you send a copy of a letter to more than one person, you
use this abbreviation to let them know)
• enc. = enclosure (when you include other papers with your letter)
• pp = per procurationem (A Latin phrase meaning that you are signing the letter on
somebody else's behalf; if they are not there to sign it themselves, etc)
• ps = postscript (when you want to add something after you've finished and signed it)
• pto (informal) = please turn over (to make sure that the other person knows the
letter continues on the other side of the page)
• RSVP = please reply

Outline: A Covering Letter

A covering letter is the one that accompanies your CV when you are applying for a
job. Here is a fairly conventional plan for the layout of the paragraphs.

Opening Paragraph
Briefly identify yourself and the position you are applying for. Add how you found out
about the vacancy.

Paragraph 2
Give the reasons why you are interested in working for the company and why you
wish to be considered for that particular post. State your relevant qualifications and
experience, as well as your personal qualities that make you a suitable candidate.

Paragraph 3
Inform them that you have enclosed your current CV and add any further information
that you think could help your case.
Closing Paragraph
Give your availability for interview, thank them for their consideration, restate your
interest and close the letter.

Outline: A Letter of Enquiry

A letter of enquiry is when you are approaching a company speculatively, that is you
are making an approach without their having advertised or announced a vacancy.

Opening Paragraph
Introduce yourself briefly and give your reason for writing. Let them know of the kind
of position you are seeking, why you are interested and how you heard about them.

Paragraph 2
Show why their company in particular interests you, mention your qualifications and
experience along with any further details that might make them interested in seeing
you.

Paragraph 3
Refer to your enclosed CV and draw their attention to any particularly important
points you would like them to focus on in it.

Closing Paragraph
Thank them, explain your availability for interview and restate your enthusiasm for
their company and desire to be considered for posts that might as yet be
unavailable.
Maheswary Murugan,

26, Lorong Empat, sender’s name, address

Kamunting, draw a line across

34000 Taiping

The Personel Manager,

15, Jalan Changkat, recipient’s address Date

Taman Tong,

3100 IPOH underline 3 August 2009

Dear Sir/Madam, greeting

Application for Post Secetary subject

----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
----------------------------------------------

2. -------------------------------------------------------------------------------------------------------
---------------------------------------------------------------------------------------------------------------- content
---------------------------------------------------------------------------------------------------------------- s
-----------------------------------------------------------------------------

3. -------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
-----------------------------------------------------------------------

Yours faithfully, Ending: your faithfully/yours truely

maheswary murugan Signature

(MAHESWARY MURUGAN) name in block letters and brackets

 Writing a Complaint Letter
The complaint letter should be written in the business letter format. When writing a
complaint letter you want to keep it short and to the point to help ensure that your
letter will be read in its entirety, if you write a seven page complaint letter, it's highly
unlikely that someone will sit down and read all seven pages.

The complaint letter should be addressed to the customer service/consumer affairs

department or the head office if there is no customer service department. The
address and contact information of the customer service department should be
available on the company's products or website.

Complaint Letter Writing

In the first paragraph you should identify what the issue is and any relevant
information that you believe is important. Be sure to include the following information
if it's applicable to the situation: the date/time of the issue, location, name of person
on duty, name of product, what the problem was, your account number, model
number, price, warranty information and reference number. Be sure to stick with the
facts and avoid putting emotions into your letter.

The next paragraph should state what you would like done to resolve the situation. If
you received poor service, you could request an apology or a coupon. If a product
malfunctioned, you could request that you could exchange the product for a new one
or request a refund.

The last paragraph should thank the reader for the time. You can also throw in some
compliments about something you liked about their company's product or service.

You should include your telephone number/e-mail address after your printed name
so that they can contact you ASAP if necessary.

Be sure to keep a copy of the letter for yourself and include photocopies of any
relevant documents and enclose them with your letter.
 Sample Complaint Letter

65 Market Street
Val Haven, CT 95135
___________________________________________________________________

Customer Service
Cool Sports, LLC
8423 Green Terrace Road
Asterville, WA 65435 30 June, 2009

Dear Sir or Madam:

I have recently ordered a new pair of soccer cleats (item #6542951) from your
website on June 21. I received the order on June 26. Unfortunately, when I opened it
I saw that the cleats were used. The cleats had dirt all over it and there was a small
tear in front of the part where the left toe would go. My order number is AF26168156.

2. To resolve the problem, I would like you to credit my account for the amount
charged for my cleats, I have already went out and bought a new pair of cleats at my
local sporting goods store so sending another would result in me having two pairs of
the same cleats.

3. Than you for taking the time to read this letter. I have been a satisfied
customer of your company for many years and this is the first time I have
encountered a problem. If you need to contact me, you can reach me at (555) 555-
5555.

Sincerely,

Signature

Ken Thomas
 Requesting a Letter of Recommendation
Getting a good recommendation letter can significantly help you out in your
application process so it is important to ask someone who you are in good terms with
for a letter. It is also important to ask someone that knows you well for a
recommendation and ask them for it in person. If you are seeking a letter for college
or graduate schools, then it is recommended that you request letters from your
teachers/professors. If you are seeking a letter for a job, business or professional
school then it would be ideal if you got one from your current company. If you have
not been at your current company long or if you are not currently employed then
asking a previous employer is recommended. If that is not possible seek
recommendations from respected professionals that you may know, such as doctors,
lawyers, politicians, ministers and so on.

Ask for the letters early on, don't wait until the day before the letter is supposed to be
sent in to request the letters of recommendation. Instead ask ahead of time. If you
are going to apply to school ask your professor at least a month ahead of time. If you
are seeking a professional letter, ask for a letter of recommendation whenever you
leave a job.

Assist the writer with as much material as necessary, providing the writer with your
resume and a list of achievments will make it easier on the writer. You may also want
to give him/her any information that will help with the letter including your plans for
the future, your strengths, experiences and other qualities you want to be presented
in the letter. Be honest about the information you give, if you embellish it'll catch up
with you later.

You should provide the writer with a stamped and addressed envelope. Also if there
is a guideline that needs to be followed or any other material that needs to be filled
out, you should provide that to him/her.

After the letter is sent out, you should send a thank you note to the writer. You can
also thank them in person or over the phone as well.
 Sample Letter of Recommendation

562 Banquest Street

Fair Valley, AL 81356 28 September, 2009

To Whom It May Concern:

It is with great pleasure that I am recommending Rose Berdinger to you. I am the

Head Sales Manager at Vacuums Plus and Rose has been under my supervision
from November of 2000 to August of 2004 as a saleswoman.

2. Rose would be a great asset to any company. She is one of the brightest
employees that I have ever had. She also has a great drive and passion for her
work.

3. Rose is such a quick learner. Within her first two weeks at Vacuums Plus she
had learned all the product names, their features, and how they work. It normally
takes a new employee at least two months to get familiar with all the products that
we sell.

4. Rose's drive has led her to great success at Vacuums Plus. She has had the
honor of receiving the "Top Sales Person of the Month Award" ten times in her last
year at Vacuums Plus, which is a feat that no employee has ever achieved here
before.

5. I believe that Rose Berdinger will be an excellent fit for your company. Rose
has been nothing short of an exemplary employee. If you have any further questions,
feel free to contact me at (555) 555-555 and I'll be happy to answer any questions
you have.

Sincerely,

Signature

Peter Ziggad
Head Sales Manager
 Business Email Writing
The following are some tips to help you when you are writing business letters
through email.

A heading is not necessary in an email (your return address, their address, and
the date).

Use a descriptive subject line.

Avoid using an inappropriate or silly email, register a professional sounding

address if you don't have one.

Use simple formatting, keep everything flush with the left margin; avoid special
formatting and tabs.

Keep your letter formal, just because it's an email instead of a hard copy is no
excuse for informality (don't forget to use spell check and proper grammar).

Try to keep your letter less than 80 characters wide, some email readers will
create line breaks on anything longer and ruin the formatting.

If possible avoid attachments unless the recipient has requested or is expecting

an attachment. If it is a text document, simply cut and paste the text below your letter
and strip off any special formatting.

If the persons name is unknown, address the person's title i.e. Dear Director of
Human Resources.
 Sample Business Letter

3519 Front Street

Mount Celebres, CA 65286
___________________________________________________________________

Ms. Betty Johnson

Accounts Payable
The Cooking Store
765 Berliner Plaza
Industrial Point, CA 68534 05 October, 2009

Dear Ms Johnson:

It has come to my attention that your company, The Cooking Store has been late
with paying their invoices for the past three months.

2. In order to encourage our customers to pay for their invoices before the due
date, we have implemented a discount model where we'll give you 2% off your
invoice if you pay us within 10 days of receiving the invoice.

3. I hope that everything is going well for you and your company. You are one of
our biggest customers, and we appreciate your business. If you have any questions,
you can feel free to contact me at (555) 555-5555.

Sincerely,

Signature

Bob Powers
Accounts Receivable
Sivanesan s/o Balasubramaniam,
IPGM Campus Temenggong Ibrahim,
80350 Johor Bahru,
Johor.
___________________________________________________________________

Director of IPGM Campus Temenggong Ibrahim,

Campus Temenggong Ibrahim,
80350 Johor Bahru,
Johor. 20 July 2009

Dear Sir,

Suggestions To Improve The Facilities In Hostel

On behalf of residents of Block H, I would like to lodge some suggestions to improve

the facilities in hostel.

2. First and foremost, I would like to tell about the problems that faced by the
training teachers in Block H. Sir the facilities in block H are not much and very few
for the amount of training teachers who staying here. For the example, the water
cooler easily getting damage at least twice in a month. It is also giving troubles to the
training teachers to use the water cooler. It would be useful for us if the water cooler
is repaired or changed to a new water cooler.

3. Moreover, we did not have enough boilers and iron boxes in the pantry rooms.
Here I would like to remind you sir that the students are not allowed to use their own
boiler or iron box. And most of the iron boxes and boilers are in highly damaged
condition. So, every morning we have to wait in a long queue to get ready for the
classes. So we hope that amount of boilers and iron boxes would be increased in the
pantry room so on the training teachers wont face the same problem again.

4. The next is about the rest room. Block H has a well managed rest room but,
we did not have enough furniture such as chairs and tables. Most of the students
love to spend their time in the rest room by watching television but the television also
very old and counting the days for its last day. Other than that, the wireless
connection is very poor where the connectivity is very low. The wireless connection
also would be turned off on weekends. For your knowledge sir, the students are
highly depend on internet to do their assignments and they are facing problems to
complete their assignments. It is also would be better for us if the internet
connectivity would be improved and didn’t turn it off on weekends.
5. Last but not least, the unused tables and chairs that on broken condition are
more than the useful furniture. So we hope that the unused furniture would be taken
back and replaced with some new furniture. It is quite important for us because the
rest room is the place we are getting gathered every time when we are having our
block meeting. Moreover, the students also love to do group studies or group work
at the rest room. So, it would be better if the amount of furniture would be increased
and the television would be changed to the new one

So, I hope that you would take the prompt actions to improve the facilities in our
hostel by looking at our suggestions.

Your Sincerely,

_____________________
(SIVANESAN S/O BALA)
Student Chairmen,
Block H.