It is
mainly written to the people whom you have not met before or have no any
relation. Moreover,
people whom you don’t know or are senior to you are related to this
letter. You will be provided such topics of the letters are like: job
applications, letters of complaint, letter of request to your manager, or
requesting information.
You
should mainly focus on the two things:
Starting:
Dear sir/madam,
Ending: Yours faithfully,
Note: you
should make your writing in a formal way. It should show the complete meaning.
You cannot use short abbreviations and contractions.
Here is the
formal letter structure
Dear
Sir/Madam,
Paragraph 1- Say why you are writing to them. (I am
writing with regard to…)
Paragraph 2- Bullet point 1 and supporting details
Paragraph 3- Bullet point 2 and supporting details
Paragraph 4- Bullet point 3 and supporting details
I look
forward to hearing from you.
Yours
faithfully,
[Your
Full Name]
Useful
Language
Below is a
selection of useful language for you to use in a formal letter. The
phrases you choose will depend on the context of the question.
Beginning
§ I am writing this letter with regard
to…
§ I am writing to bring to your
attention…
§ I am writing to inform you that…
§ I am writing to express my
dissatisfaction with…..
Requests and Suggestions
I would be grateful if you would…
·
I would like you to…
·
I am entitled to request
that you….
·
I was wondering if it
would be at all possible to….
·
I would like to suggest
that….
Ending
·
I look forward to
hearing from you.
·
I look forward to
receiving your response.
·
I await your prompt
service.
·
I thank you for your
consideration.
·
Please respond at the
earliest convenience.
Sample 1
On a recent holiday you
lost a valuable item. Fortunately, you have travel insurance to cover the cost
of anything lost.
Write a letter to the
manager of your insurance company. In your letter
• describe
the item you lost
• explain
how you lost it
• tell the
insurance company what you would like them to do.
Dear Sir/Madam
I am writing to inform you that I recently lost my digital camera
while on holiday in Vietnam.
The camera is a black Canon 70d and cost $1550 when I bought
it new last month. It has a resolution of 20 megapixels, a Canon 67-millimeter
lens and was in a brown leather case with my name on it.
I lost it when I was having coffee with my husband in the
backpacker area of Ho Chi Minh City. I believe the coffee shop was called
Highlands Coffee and it was on Pham Ngu Lao Street. We had been at the
coffee shop for around 45 minutes when I noticed it was missing.
I am entitled to make a claim for the value of the above-mentioned
item and request that you send me details on what I need to do in order to
proceed.
I look forward to hearing from you at your earliest convenience.
Yours faithfully
John Smith
(162 words)
Sample 2
You should spend about
20 minutes on this task.
You are due to start a
new job next week but you will not be able to because you have some problems.
Write a letter to your
new employer. In your letter
• explain your situation
• describe your problems
• tell him/her when you think you can start.
You should write at
least 150 words.
You do NOT need to write your own address.
Begin your letter as
follows:
Dear ...............,
Dear sir/madam,
I am writing concerning the position of Assistant Office Manager
that I am due to begin next Monday. However, a problem has arisen.
As you know, I currently work for my uncle's food-packing
business, and you will remember from my interview that I have gained valuable
experience there. Unfortunately, he has had to go into hospital for an
operation, leaving my aunt in charge of both the home and the business. She has
asked me, as this is a particularly busy time of year, to stay on and help her
with the running of the office. I realize this will be inconvenient to you, but
very much hope that, given the circumstances, you would be prepared to allow me
to take up my position with you two weeks later than planned. I would like to
emphasize that I remain very keen to work with you, and that I will be gaining
further useful experience during this time.
I look forward to
hearing from you.
Yours sincerely,
John Forbes
(170 words)
Sample 3
On a recent holiday you
lost a valuable item. Fortunately, you have travel insurance to cover the cost
of anything lost.
Write a letter to the
manager of your insurance company. In your letter:
• Describe the item you lost
• Explain how you lost it.
• Tell the insurance company what you would like them to do.
Dear Sir or Madam,
I am writing in connection with a laptop I lost last weekend which was under
the travel insurance with your company.
That was the ‘HP’ brand laptop which I bought last month with a
price of USD 650.00. It was black colored and with the latest i-7 core
processor technology covering 2 years of warranty.
I have visited Goa to spend my yearly holiday along with my entire
family member. The laptop was stolen from my hotel room where we were at sea
beach. It is to be mentioned here that the room was locked during that time.
After returning I found myself in this unpleasant situation and contacted to
the hotel authority immediately and made a serious complaint. Moreover, I have
made a General Diary to the nearest police station for the same reason. The
copy of the GD is enclosed here.
Therefore, I request you to properly investigate the matter and
arrange to pay the claimed amount under insurance by a cheque at an early date
so that I can purchase a new one. Your early action in this regard will be
highly appreciated.
Yours faithfully,
John Jolly
(195 words)
Sample 4
You travelled by plane
last week and your suitcase was lost. You have still heard nothing from the
airline company.
Write to the airline and
• explain what happened
• describe your suitcase and tell them what was in it
• find out what they are going to do about it
Dear Sir / Madam,
I am writing to you
regarding my suitcase, which was lost on the British Airways flight from London
to New York (BA123) on January 2nd. When I realized the loss on my arrival in
New York I reported it to the counter staff. The agent promised to give my
hotel a call within the next hours, but unfortunately this did not happen. I
have contacted British Airways numerous times since by phone without being able
to locate the suitcase.
My suitcase is made of
dark blue fabric with black handles and a single. It contains clothing,
presents for friends I will visit and photographic equipment I was planning to
use on my trip. I already had to buy some cloths and toiletry for which I
attached the receipt to this letter expecting you to refund my expenses.
I hope this matter can
be resolved very soon as I plan to continue my trip to California on the 7th of
January and will no longer be able to pick up the suitcase in New York after
this date. You can reach me on my mobile 123456789.
Yours Faithfully,
Chuck Berry
(193 words)
Question 1
You and your friends ate
a meal at a restaurant to celebrate a special occasion, and you were very
pleased with the food and service.
Write a letter to the
restaurant manager. In your letter:
• Give details of
your visit to the restaurant
• Explain the
reason for the celebration
• Say what you
liked about the food or service
Write at least 150
words. You do NOT need to write any addresses.
Begin your letter as
follows:
Dear Sir/ Madam,
Dear
Sir or Madam,
I am writing this letter
to let you know how pleased I and my friends are after celebrating my friend’s
27th birthday at your restaurant.
By the way, we were
planning to celebrate my friend’s birthday at another place, but we had to
change our plan at the eleventh hour for some reason. But, after coming to your
restaurant and seeing how you have flawlessly planned for the birthday, I am so
glad that we actually went to your place.
Anyway, the seating
arrangement for so many guests was just perfect. The foods and desserts were
just outstanding as they tasted like they were so fresh and right out of the
oven. In fact, I would never forget the chewy taste of those mushrooms which
were cooked with Italian pasta. And, as for the services, all of your staff
members were courteous and professional, and some of them even went out of
their ways to write few poetry lines to cheer up our birthday boy.
So, all in all, we all
had a great time at your restaurant, and we sure would like to come back again
in future.
Yours faithfully,
Shyam Sunder
Practice questions
Question 1
You and your friends ate
a meal at a restaurant to celebrate a special occasion, and you were very
pleased with the food and service.
Write a letter to the
restaurant manager. In your letter:
• Give details of
your visit to the restaurant
• Explain the
reason for the celebration
• Say what you
liked about the food or service
Write at least 150
words. You do NOT need to write any addresses.
Begin your letter as
follows:
Dear Sir/ Madam,
Question 2
You have been invited to
attend an admissions interview for a prestigious college. Unfortunately, you
cannot come at the proposed time due to a previous appointment.
Write a letter to the
admissions tutor and explain your position. In your letter:
• Introduce
yourself and state your interest in the program
• Apologize
and offer to come at a different time
• Ask how
long the interview will be and if you will have to take an exam
Write at least 150
words. You do NOT need to write any addresses.
Begin your letter as
follows:
Dear Sir/ Madam,
Question 3
Your local newspaper
published an advertisement asking people to offer time for local environmental
initiatives in your area.
Write a letter to the
project manager to offer your help. In your letter:
• Describe a
local volunteer project that you are passionate about
• Explain
what you would like to do to help
• Suggest how
to gather more support for the cause
Write at least 150
words. You do NOT need to write any addresses.
Begin your letter as
follows:
Dear Sir or Madam,
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