LETTER WRITING FORMAT 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 LetterFirst 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 WritingThe 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 LetterA 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 EnquiryA 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.
I regret to have to you trouble you with a complaint. Yesterday my bicycle was stolen when I kept it outside ` Raja café’ in the Main Road. At about 4 p.m. yesterday, I went into the hotel for a cup of coffee. I kept the bicycle in the cycle stand set up by the hotel management. I locked the cycle and the key is still with me. When I Came out of the hotel after about 15 minutes, I found my cycle missing. Enquiries in the surroundings were of no use. My bicycle is of ` Hero’ make. It was purchased three months ago. It bears te serial no.80072561. It is of blue colour. The saddle is of ` Brooks’ make. I request you to trace the culprit and restore the bicycle to me.
Thanking you, sir, Yours faithfully, M. Manohar.
II. Complaint to neighbor.
Kakinada, 15-6-2011.
Dear Mr.Mahesh , Had I not been deeply disturbed I would not have written to you. Your car is always parked infront of our house, obstructing our main entrance. I do not have any objection you have a car but please keep it in proper way. So may I request you to keep a check on it.
With regards,
Sincerely yours, B . sudhakar.
III. Complaint to municipal authorities.
Hyderabad, 12-12-2011.
Dear sir, I regret to inform you that unhealthy conditions prevailing in our locality fpr the past few months, are now poise serious health problems. I request you to see to it that the gutters are immediately repair and kindly arrange to remove the garbage dump, to prevent the spread of any disease. I hope you will take immediate action, and help in making the surroundings healthy.
Thanking you,
Yours faithfully, S. Swamy.
IV. Complaint against carelessness of the postman.
Vishakapatnam, 14-11-2011. Dear sir, I regret to bring to your notice that for the last few days, my mail is being given to small kids in the building to be delivered to me. Quite often my important mail not reached me in time. I hope you will ensure that the postman takes his duties more seriously in future. So please take immediate action and let me know about the same. I shall highly obliged for this favour.
Thanking you,
Sincerely yours, Ramana Rao.
V. Complaint to electricity board for over-billing of power.
Warangal , 11-12-2011. Dear Sir , I am surprised to receive such a heavy bill for domestic power consumed during the last two months. The powermeter in our home appears to be faulty. Please arrange to make necessary amendments and oblige. Thanking you, Yours faithfully, Srilekha.
VI. Letter accompying a birthday a birthday present 2-5-32,Anand Nagar, Hyderabad, 18 November 2011. My dear Ruthwik, It is your birthday on Sunday,so-Many happy returns of the day! I am presenting you a camera on this auspicious day to celebrate the event , as I know you are keen of photography, and hope you will find it useful. With all best wishes for the best of luck from your friend , John.
Yours lovingly , John.
{reply to the above letter} 26 M.G. street, Ahmedabad 380 005, 20 November 2012. My dear John, Ever so many thanks for your god wishes and jolly present. The camera ia a beauty—just the kind I have been waiting for a long time. I shall be able to take some really fine pictures with it. Thank you very much! Yours affectionately, Ruthwik.
To a newspaper, about a bad piece of road that is in need of repair
To The editor, “ The Hindu ”. Sir, Our municipality wants waking up; and, as private appeals to their office have had no effect, perhaps a little publicity will do no harm. For the last month chetty road has been almost impassable. The surface is badly broken up by the heavy rains, and on a dark night it is positively dangerous for motors or carriages to pass that way. Moreover, there are heaps of road metal on both sides of the road, which leave very little room in the middle. It is scandalous that we should be inconvinced n this way for weeks, and I hope the public will bring pressure to bear on those responsible so that the road may be put in thorough repair without further delay. Yours faithfully, Indignant.