Before or after class, you can take a look at the example of a formal letter to see if the letter looks like what this description tells you. There could be both similar and different points since each piece of formal letters was written for different audience and for different format. Furthermore, formats can make these letters different.
Analyzing a letter: read the sample letter that you chose carefully and try to answer the following questions.
1. What kind of letter is it? An application , a complaint, a job offer, or a recommendation (and a lot more-- google it yourself!)
2. Who is the writer? You should be able to tell more than the writer's name; use the body (content) or other parts of the letter to identify some other information about this person.
3. Who is the recipient/intended audience? Again, use the context to identify this person.
4. What is the purpose of this letter? The purpose of writing can tell you the type of letter it is. For example, an application letter is written to apply for a job and it contains a position the writer is interested and his/her information that can draw attention of the prospective employer.
5. Identify parts of the letter (please pay attention to the format too.)
Rules for Writing Formal Letters
In English there is a variety of settlements being used when writing a formal or business letter. Moreover, you should focus on writing as simply and clearly as possible, and not to make the letter longer than necessary. Bear in mind not to use informal language like contractions.
• Addresses:
1) The Address of the sender (Yours address)
The address should be written in the top right-hand corner of the letter.
2) The Address of the recipient
The 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. Write the month as a word.
• Salutation:
1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.
2) Dear Mr. (Ms.) [Last Name],
If you know the name, use the title (Mr., Mrs., Miss or Ms., Dr., etc.) and the surname only. If you are writing to a woman and do not know if she is married, you can use Ms., which is for both married and single women.
• Formal letter ending:
1) Yours faithfully
If you don’t know the name of the person you are writing to, end the letter this way.
2) Yours sincerely
If you know the name of the person, end the letter this way.
3) Signature
Sign your name, and then print it underneath the signature. In a case a person you are writing to does not know whether you are male or female, put you title in brackets after your name.