How to write a formal letter With the advent of email, it is becoming less and less common to write letters, but the few letters that you will write will probably be very important ones, such as covering letters for job applications, covering letters for questionnaires or surveys which are part of your research, or letters of complaint to your bank manager.
It is very important, therefore, that your letters have the desired effect on the reader. In order to achieve this, they should be:
in the correct format
short and to the point
relevant
free of any grammatical or spelling mistakes
polite, even if you’re complaining
well presented
This guide will give some general advice on letter writing and includes some sample letters.
If you are replying to a letter it can be a good idea to note how that letter has been formatted and expressed.
Business letter Whitcomb Polytechnic
20-30 Newcastle Road
Whitcombe
Tyne and Wear
WT5 4AH
11 October 1997
The General Manager
Fukuoka Motors (UK) Ltd
PO Box 137
York Road
Loughton
Durham
LT3 5HD
Dear Sir
I understand from my colleague, Professor William Jones, who visited your Loughton plant last month, that you sometimes allow groups of students to tour the factory and see for themselves how Japanese production techniques operate in a European environment. Professor Jones himself was most impressed by his own visit, and recommended that I write to you.
Would it be possible for a group of 20 Business Studies students - male and female, aged between 18 and 22 - from Whitcomb Polytechnic to visit you before the end of this term, which is on the 21 December? I realise that you must receive many requests for such visits, and that the time available may already be booked up. If it is not, and you are able to see us, I should be most grateful if you could suggest a date and let me know of any normal conditions you lay down for visits of this kind.
I look forward to hearing from you.
Yours faithfully
B Farrant (Dr)
Senior Lecturer
more examples :
