There are a number of conventions that should be adhered to when producing a formal letter. It is important that the overall structure is as clear and concise as possible and that you avoid the use of colloquialisms.
Addresses:
- Your Address the top right-hand section
- The Address of the person you are writing to beneath your address on the left-hand side of your letter, remember to include the name of the person that you are writing to. (If known)
Date: n the right-hand side of the page on the line beneath your address and should be written in full format: e. g. 1st January 2012
Salutation & Greeting:
- Dear Sirs, If you do not know the name of the person that you are writing to, use the greeting “Dear Sirs,”. In some circumstances it is useful to find a name, especially if you are writing to make a request as this will show that you have done your homework and your letter is more likely to receive a response.
- Dear Mr Jones, If you know the name, use one of the following titles: Mr – for a male Mrs – for a married female Miss – for an unmarried female Ms – for a female whose status is unknown or would prefer to remain anonymous Dr – for a person with the status of a doctor This should be followed by the surname only (not the first name).
Concluding a Letter:
- Yours faithfully, If you do not know the name of the person, end the letter with “Yours faithfully,”
- Yours sincerely, If you know the name of the person, end the letter with “Yours sincerely,”
- Your signature Sign your name, then print it underneath the signature.
