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Formal Letter Writing Guide

This document provides guidelines for writing formal letters in English, including formatting, structure, content, and style. It recommends writing clearly and concisely, including the sender and recipient's addresses, date, salutation, main body, and closing. The main body should state the purpose in the first paragraph and provide relevant details in subsequent paragraphs. Abbreviations like asap, cc, and ps are also defined for inclusion in formal correspondence. Formal language without contractions or informal terms should be used throughout.

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2K views18 pages

Formal Letter Writing Guide

This document provides guidelines for writing formal letters in English, including formatting, structure, content, and style. It recommends writing clearly and concisely, including the sender and recipient's addresses, date, salutation, main body, and closing. The main body should state the purpose in the first paragraph and provide relevant details in subsequent paragraphs. Abbreviations like asap, cc, and ps are also defined for inclusion in formal correspondence. Formal language without contractions or informal terms should be used throughout.

Uploaded by

moomoojung
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
  • Introduction to Formal Letter Writing: Introduces the topic of formal letter writing and official correspondence, setting the theme for the presentation.
  • Rules for Writing Formal Letters: Outlines essential rules for writing formal letters emphasizing clarity and formality.
  • Addresses in Formal Letters: Describes how to properly position your address and the recipient's address in a formal letter.
  • Date Placement and Formatting: Provides guidelines on where to place and how to format the date in formal communications.
  • Salutation or Greeting: Shares formats and appropriate language for saluting the recipient in a formal letter.
  • Ending a Letter: Advises on how to properly conclude a formal letter with suitable closings.
  • Layout of a Formal Letter: Illustrates the overall layout of a formal letter with emphasis on key components.
  • Content of a Formal Letter: Discusses the structure of the letter's body, including introductory, middle, and closing paragraphs.
  • Abbreviations Used in Letter Writing: Lists common abbreviations used in letter writing and their meanings.
  • Final Notes: Concludes presentation with an invitation for questions, indicating the end of the lesson.

Formal Letter Writing

& Official Correspondence


Rules for Writing Formal Letters in English

 Write as clearly & simply as possible


 Do not make the letter longer than
necessary
 Be to the point
 Use formal language
 Do not use informal language like
contractions
Addresses
 Your address:
- The return address should be written in the
top right hand corner of the letter

 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
 You must write the month as a word

i.e. write January & not Jan or 01


Salutation or Greeting
- Language Used
 Dear Sir or Madam,
- If you do not know the name of the
person you are writing to, use this
- Sir is for a male, madam is for a female
- It is always advisable to try to find out
a name
Salutation or Greeting
- Language Used
 Dear Mr. Jenkins,
- If you know the name, use the title (Mr,
Mrs., Miss. or Ms., Dr., etc.) & the
surname only
- If you are writing to a woman & do not
know if she uses Mrs. or Miss., you can
use Ms., which is used for married &
single women
Ending a Letter
 1) Yours faithfully
- If you do not know the name of the
person, end the letter this way
i.e. when you use ‘Dear Sir or Madam’

 2) Yours sincerely
- If you know the name of the person, end
the letter this way
Ending a Letter
 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 your title in brackets after
your name i.e. (Mrs.)
Layout of a Formal Letter
Address of the
person you are Your address
writing to
Salutation or Date
greeting

Main body of
Ending the letter
letter

Your signature
Content of a Formal Letter
 First paragraph
- should be short & concise
- should state the purpose of the letter
i.e. to make an enquiry, complain, request
something, etc.
- but avoid writing ‘I am writing to you
because……..’
Content of a Formal Letter
 Middle paragraph(s)
- should contain the relevant information
behind the writing of the letter
- keep information to essentials
- concentrate on organising it in a clear &
logical manner
- avoid hearsay or information that cannot
be substantiated
Content of a Formal Letter
 Last paragraph
- should state what action you expect the
recipient to take i.e. refund, send you
information, etc.
- Again, this should be brief & to the point
Abbreviations Used in
Letter Writing
 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)
 en c. = enclosure (when you include other
papers with your letter)
Abbreviations Used in
Letter Writing
 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 (i nforma l) = please turn over (to make
sure that the other person knows the letter
continues on the other side of the page)
 RSVP = please reply
Any Questions?
Let’s have a break!

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