Formal Letter Writing Conventions 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: 1) Your Address the top right-hand section 2) 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) 3) 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: 1) 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. 2) 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: 1) Yours faithfully, If you do not know the name of the person, end the letter with “Yours faithfully,”. 2) Yours sincerely, If you know the name of the person, end the letter with “Yours sincerely,”. 3) Your signature Sign your name, then print it underneath the signature.
If it is potentially unclear what your title would be then include this in brackets next to your printed name. Content of a Formal Letter Formal writing – No casual approach No slang. No internet/facebook/SMS style words Introductory Paragraph Should be concise and should clearly state the purpose of the formal letter whether it is to lodge a complaint, make an enquiry or to request something. Main Body The main body of the formal letter should clearly state the points that you want to make in your letter.
When making a complaint, add more detail to convey the importance of what you are putting across. Concluding Paragraph The concluding paragraph of a formal letter should outline what action you would like the recipient to take: to make a refund, to send you information etc. A “thank you” letter to the managing director of a company, praising the excellent service and helpfulness of his or her staff. Kathmandu, Nepal Tel: 4343434
Mr. Rajesh Hamal Managing Director, Hamal and Hamal Pvt. Ltd Birgunj Nepal 24 January, 2013 Dear Mr. Hamal, Thank you for the wonderful experience that our team received during a visit to your company last week. I would also like to praise the excellent service and splendid helpfulness provided by your staff during our stay. I am hopeful that our meeting was productive and we could collaborate on our future ventures. Again, thank you so much for your generosity. I look forward to hearing from you soon. Yours sincerely, Rekha Thapa
Kathmandu, Nepal Tel: 4343434 Mr. Rajesh Hamal Managing Director, Hamal and Hamal Pvt. Ltd Birgunj Nepal 24 January, 2013 Hey Rajesh, Thank you so much for the super fantastic experience that we got during a trip to your company last week. Your staffs were also very cool. Say my thanks to them for their babbal service and helpfulness. And, I think our meeting went well.. so what do you say, are we doing the project together? Think about it. So call me up when you decide about it. See ya soon. Sleep tight, Rekha