Letter Writing
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We write many different types of letters, varying our style to suit our purpose.
This unit will take you through the necessary layout and style for a formal business letter and will then look at the different language which is appropriate for a casual letter to a friend.
Types of letters
As we have seen, many everyday letters require a formal style and layout. So you need to be able to write formal letters properly.
Do you know how to layout a formal letter?
What sort of paper would you use to write a formal letter?
A formal letter requires formal paper: stick to plain white A4 size paper and you cannot go wrong.
Would you handwrite a formal letter or use a computer? Many people choose to word-process letters in formal
situations, but if you are writing by hand, remember that you want the person receiving it to be able to read it. A scruffy letter will create a bad impression.
The rules for the layout of formal
letters are slightly different depending on whether or not you are typing them out on a computer.
We shall look first at the layout for a word-processed letter, then at what you do if you are writing by hand.
Formal letters
14 White St Farham
Shortbridge West Mids SB19 2QN
What do you write first? Your address top right. The recipient’s address on the left and below your address.
The Grange Hotel Beach Street
Wilmerton Devon
TG24 8BF
The date in full on the right, below the second address. Friday 23rd May 2003
“Dear…” on the left,
below the level of the date.
Dear Sir/Madam
Below “Dear..” on the left.
I should like to ...
We shall be arriving... After “Dear
Sir/Madam” use “Yours
faithfully”. Yours faithfully
Jane Smith Leave a line
between paragraphs
14 White St Farham
Shortbridge West Mids SB19 2QN The Grange Hotel
Beach Street Wilmerton Devon
TG24 8BF
Friday 23rd May 2003 Dear Mrs Wilson
I should like to ...
We shall be arriving... Yours sincerely,
Jane Smith
What do you notice about this version of the letter which is different from the one on the previous slide?
Your
address and the date are in the same place, but punctuated. The address is set out on a slant.
14, White St,
Farham, Shortbridge, West Mids, SB19 2QN The recipient’s
address is set out the same way.
The Grange Hotel,
Beach Street,
Wilmerton,
Devon,
TG24 8BF Friday 23rd, May 2001
“Dear
Sir/Madam” needs a
comma after
it. Dear Sir/Madam,
Start the letter below the end of “Dear …” I should like to ...
Line up all paragraphs with the first one.
We shall be arriving...
Yours faithfully, Jane Smith
A handwritten letter
no contractions: can’t, shouldn’t, won’t, I’m …. no abbreviations: etc., e.g., info. ….
no slang
always keep it polite: “I should like…” not “I want…” always use full sentences
always use correct grammar
always write out numbers in words (apart from dates).
Appropriate language
4 Tile Hill Roding Bucks
W65 3MG The Manager
Quickshop 3 High Street Roding
Bucks
W65 7HV Monday 3rd June 2001
Dear Sir/Madam
The other day I got a thing of prawns at your shop. The top ones were O.K., but the ones at the bottom were really manky. Dead funny colour too. I’ve
shopped at your place quite a while now, but you won’t catch me coming there again after this. They was seriously off! I ain’t risking getting food poisoning for no-one.
Yours ever Sarah Hall
How NOT to complain formally
4 Tile Hill Roding Bucks
W65 3MG The Manager
Quickshop 3 High Street Roding
Bucks
W65 7HV Monday 3rd June 2001
Dear Sir/Madam
I purchased a packet of fresh prawns from your supermarket on Saturday. On opening the pack, I discovered that while the prawns which were visible were in good condition, those at the bottom of the packet were an unpleasant brown colour.
I have been a regular customer at your shop for several years. However, if this is to be the standard of the produce sold there, I shall take my custom elsewhere in future.
Yours faithfully Sarah Hall
Write the reply from the manager of Quickshop to Ms Hall. The manager’s name is Tariq Iqbal. Remember that your aim is to keep this customer, not to lose her, so you need to be polite… no matter what you really think of her complaint!
Activity
Respond to this advertisement.
You would like to take your family of five (two adults and three children, including a baby of nine months) on holiday to Polneath for 17 days arriving on July 28th. If possible, you would like to all be in one room and you would prefer a sea view.
Activity
We’re a small family-run hotel. We have 8 rooms, including 2 family rooms. Cots are available on
request. Lovely atmosphere, children very welcome. Sorry no pets. Beach is 2 mins walk away. Sea views from most rooms. Sunnyside Hotel, Cross St.
Write expressing an interest in the job.
Imagine you are sixteen. Ask about hours, duties and pay. Tell the landlady that you have experience of kitchen work at The Yew Tree public house in Kelmdon. Mr James
Whitham, the landlord, will give you a reference.
Activity
Wanted young person (16+) to work in The Red Lion pub as waiter/waitress and kitchen assistant.
These require less thought than formal letters as there are far fewer rules to remember.
In general you should put an address and a date at the top of your letter as you do for formal letters. However, this
may at times be inappropriate, for example in a note to the milkman. Apart from that, you may express yourself more casually when writing to a friend, and you can let yourself be more descriptive if that is appropriate. You may use
slang and abbreviations, but do remember that the person receiving the letter has to be able to follow what you are saying… or you have defeated the whole purpose of
writing letters in the first place: communication!
Choose and write two letters from the list below. A letter to a cousin, describing a recent summer holiday.
A letter to a friend inviting him/her to a party (give details).
A letter to a friend explaining why you can’t go to his/her party.
A letter to a friend finalizing arrangements for a surprise you are organizing.
