Formal Letters

  1. Formal

A letter written for an official purpose is known as a formal letter. For example:  letter to boss, editor of newspaper, teacher etc. This type of letter should have a formal tone throughout.

  • The letter should be started with an opening salutation (Dear Sir/Madam).
  • The contents of the letter can be divided into 3 paragraphs.
  • The letter should be completed with a closing salutation (Yours sincerely).
Dear Sir/Madam,

I am writing this letter to ……(purpose of the letter)…………
…………………………………Elaborate first point of the question……………………
…………………………………Elaborate second point of the question…………………
…………………………………Elaborate third point of the question……………………
Yours sincerely,

Margaret Smith

 

Formal letter example:

You have a full time job and are also doing a part time evening course.
You now find that you cannot continue the course.
Write a letter to the course tutor. In your letter:

  • Describe the situation
  • Explain why you cannot continue at this time
  • Say what action you would like to take
Dear Sir,

I am a student of your evening class on Basic Computer Functions and I am writing to inform you that, unfortunately, I will not be able to pursue this course anymore.

The main reason, due to which I have to step back, is that I work for all the weekdays for full-time. Although, I had planned out the things well in advance, but, the change in my work timings is forcing me to leave the course unfinished.

Actually, I work as an English teacher at a coaching institute and my normal work timings allow me to be free at 5:00pm. However, recently, my co-worker met with an accident due to which I have to stay at my workplace for longer duration. Consequently, it will not be feasible for me to reach for the class in time, so, I thought it would be wise not to do it this time.

Nevertheless, I am looking forward to do this course in the next semester and it is my earnest request to you to put my name for the advance registration of this course for the next term. I hope you will be compassionate enough to understand my situation.

Yours sincerely,

Margaret Smith