INTRODUCTION TO FORMAL LETTERS

OUTLINE MODEL

It is important to use the correct layout for formal letters as shown below.
YOUR ADDRESS ( BUT NOT YOUR NAME )
house number, street,
the town, postcode, (if included)
the country (if necessary)
e.g. 48 George Street,
Randwick, NSW 2031,
Australia.

THE DATE OF WRITING
day month, year
e.g. 23rd June,2004
YOUR CORRESPONDENT’S ADDRESS
Your correspondent’s name,
e.g. Mr. Robert Smith
Or simply title or position (if you do not know the name)
e.g. The Sales Manager
the company’s name
the company’s address

THE SALUTATION
Dear Sir, Dear Madam, (if you do not know the recipient’s name)
Dear Sir/ Madam (if you do not know the recipient’s name and sex)
Dear title + family name
e.g. Dear Mr. / Mrs. / Miss / Ms / Dr Smith,
Dear Professor Kennedy,


THE CONTENT OF THE LETTER

Use new paragraphs where appropriate



THE SUBSCRIPTION

Yours faithfully,
(if you have written Dear Sir/ Madam ) or
Yours sincerely,
(if you have written the person’s name, e.g. Dear Mr. Smith)

YOUR SIGNATURE



YOUR NAME LEGIBLY WRITTEN, WITH YOUR TITLE AND POSITION
e.g. Miss Amanda White
The Sales Manager





LETTERS OF REQUEST


MODEL
REQUEST FOR INFORMATION

Calle Mallona 34,
OSOGI Valencia
The Director of Courses,
Camford Polytechnic
Camford CM2 8JT March 20 1989

Dear Sir,

I am writing to you with reference to your advertisement in the ELT Monthly for one month courses in English at the Polytechnic this summer.

I would be grateful if you would send me further information on these courses, indicating the dates on which they will start, the timetable and the fees. I am particularly interested in Business English and would like to know how much time is spent on this option every day.

Could you also give me details of accommodation? Are the students lodged at the Polytechnic or with families outside?

I would also like to know whether groups of students with the same first language are lodged together or whether it is possible to meet others from different language backgrounds.

I look forward to hearing from you.

Yours faithfully,
Juan Martinez

JUAN MARTINEZ





REQUEST FOR GOODS OR SERVICES


46, Manor Way
The Sales Manager, Warwick,
Transatlantic Plastics Ltd, Warwickshire CV14 5BS
Ventnor ,
Isle of Wight
28th October, 1983
Dear Sir,

Thank you for the new Autumn catalogue received the other day. I would now like to order the following items from it :
100 A4-size Mini- grip plastic bags
4 large size pieces of plastic sheeting

I enclose a cheque for the sum of £11.80 to cover the cost of the items and postage and packing.

I would also be very grateful if you would send me a new catalogue every year.

Yours faithfully,

Robin Hopwood

Robin Hopwood



LANGUAGE NOTES

COMMON STRUCTURE OF A FORMAL LETTER OF REQUEST



BEGINNING


STATE THE REASON FOR THE LETTER

Are you writing the letter in reply to an advertisement to ask for further information about a course, goods, services or anything else?

How, when and where do you know about the advertisement?







BODY



WHAT ARE YOUR REQUESTS?
The first request?

The second request?

The third request?

........................ ?

Do you need to enclose anything, for example a cheque, a postage order or a deposit if you want to order goods or services?







CLOSING


- Make some reference to hearing from the recipient





2. USEFUL LANGUAGE

REQUEST LETTERS FOR GOODS AND SERVICES

BEGINNING

I am writing because I am interested in your advertisement for the new models of computers sold in your company.

I am writing on account of ..................................................................................

I am writing to ......................................................................................................


FIRST REQUEST

Could you possibly send me ................................................................. as soon as possible?

I would like you to ...............................................................................................

I would be grateful if you could / would ...................................................... without delay.

Would it be possible for you to send / sell ..........................................................

I would like to order ...................................................... from your company.

We would appreciate if you could .................................................................... immediately.

SECOND REQUEST

Could you also please send me