How to Write A Formal Letter

Powerpoint On How To Write A Formal Letter

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The Do’s and Don’ts in Formal Letter

Always address your cover letter to a specific company or person. If possible, find out the name of the person in the company who will be doing the hiring.  Be sure to spell their name correctly.  Also avoid creating a form letter; personalize the note for each position.

Include all your personal information: name, phone numbers, address, email address.  You want to be sure they can contact you easily for an interview.

Be formal. Do not address the person by their first name and avoid using slang.  Do not use contractions (won’t, wouldn’t, that’s).

Be clear on the position that you are applying for and where you heard about it. Employers may be hiring for multiple positions and you do not want them to become confused about which one you are applying for.

Be creative. Make your intentions clear in your own words.  Be sure not to use coloured paper or stationery as this does not look professional.  Letterhead is acceptable.

Make your qualifications for the position clear to the person reading the letter. If certain skills are mentioned in the job description, be sure to mention them as well in your cover letter.

Don’t sell yourself short; try not to be modest about your accomplishments. You only have a couple of paragraphs to convince the employer they should consider you for the position.  Show that you know what you’re talking about.

Keep it brief. Only mention your most important achievements and skills related to the position.  Remember that you have more room in the resume.

Mention your knowledge of the company or the industry. Make the employer think that it was not random choice of yours to apply for the position.  Be careful not to go overboard.  Be sure to research in order to be sure that your information is accurate.

Be sure to sign the letter. This is an important personal touch.  Ensure that your name is typed below the signature.

Limit your cover letter to approximately three to four short paragraphs. In the first paragraph make it clear what position you are applying for, how you came across this position, and why you want to be considered for this job.  In the second paragraph, write about your experiences, accomplishments and skills that relate to the position.  In paragraph three, request an interview and thank them for their consideration.

Proofread. Use your computer spellchecker and read your letter over thoroughly.  Consider having someone else proofread it for you as well.  Remember that one error can give an employer a bad impression.

Formal Letter To Apply Job

SPM ENGLISH
By JUGDEEP KAUR GILL

 

WRITING a formal letter can be difficult for some students but with the right guidance and some practice it can be made easy.

When writing a formal letter, you must pay attention to the format/layout of the letter. Besides, you must also keep it short and to the point.

Also, make sure your points or ideas are well-presented. Most importantly, pay attention to the tone and language. A formal letter must be polite.

There is no need to be rude even if you are expressing your unhappiness or dissatisfaction. Remember, you should not use informal language or contractions in a letter of this nature.

These days there are several formats available for writing formal letters but we will only look at the format which is used in Malaysian government departments and taught in the Malaysian school system.

Guidelines for Writing a Formal Letter

1. Your address

• Your address should appear on the
• left-hand corner.

2. A horizontal line across the page sepa rates your address from the recipient’s address.

3. Address of the person to whom you are writing

• The recipient’s address should be
• below your address.
• The postcode and name of the town should be underlined.

4. Date

• The date is written on the right along the same line as the last line of the recipient’s address.
• The month should be spelt out (i.e. it should be in words, not numbers). It must be written in full (do not use abbreviations such as Sept) and in capital letters.

5. Salutation/Greeting

• If you know the name of the recipient, then do use his surname (Dear Mr Tan)
• If you do not know the name of the person to whom you are writing, then use Dear Sir or Madam

6. Subject heading

• The subject heading gives the reader an idea what the letter is about.
• Write the subject heading directly below the salutation and it should be underlined

7. The body of the letter

• The body of the letter refers to the contents of your letter.
• It should be divided into short and clear paragraphs.
• All paragraphs should be numbered except for the first and last paragraphs.

a. In the first paragraph, you should state the reason for writing (whether it is to inform, to complain, to invite etc).

b. From the second paragraph onwards, you should include information that is deemed necessary, depending on what you are writing about.

The number of paragraphs depends on what you are writing.

c. In the last paragraph, state what you expect from the recipient. This is usually in the form of an action or response. It is a common practice to end a formal letter with phrases such as I look forward to hearing from you or I hope prompt action will be taken to solve this problem.

A note of thanks is usually included

• Remember to organise the information in a clear and logical manner.
• Also, do not write lengthy paragraphs.

8. Ending

• You can end the letter by writing “Yours faithfully”.
• In practice, we usually use “Yours
• sincerely”, if we know the recipient but for exam purposes I would advise you to use only “Yours faithfully”.

9. Signature

Do not forget to sign the letter and write your name below it in capital letters with in brackets.

Above is a letter of job application. The numbers refer to the notes above.

Exercise: How to Write A Permission Letter

You and your classmates are planning for a learning vacation to Jakarta and Bandung. As a secreatary you are asked to write a formal letter to your principal and explain about your objective and what will you do during the vacation. By using the pictures given , write a permission letter to your teacher.  Your letter must include: time, venue, reasons of learning vacation and budget to go for the vacation.

How To Write A Formal Letter

Characteristics Of A Formal Letter

Instructions

Things You’ll Need:

• Stationery with a matching envelope
• Recipient’s name and address

1. Step 1

   Choose formal 8 1/2-by-11 inch stationery with a matching envelope. The paper should be a neutral color such as white, cream or beige. Avoid stationery with bright colors or distracting graphic elements. If the letter is for businesses purposes, use company letterhead.

2. Step 2

   Include your return address in the top-right corner of the letter. Add the recipient’s address on the left of the page just below the return address.

3. Step 3

   Skip two lines and write the date. Be sure to spell out the month. Always avoid abbreviations in a formal letter.

4. Step 4

   Skip two lines and begin the letter with an appropriate greeting. Include the name of the recipient if possible. If you are unable to determine the name, direct the letter to “Sir or Madam.” Be sure to include the correct title in the salutation (such as Mr., Mrs., Miss, Ms. or Dr.). If the recipient is a woman and you are not sure how she likes to be addressed, use the neutral title “Ms.”

5. Step 5

   Skip two lines and write the introduction. The initial paragraph should state the purpose of the letter, whether to inquire about a job, file a complaint or request information. Do not be vague. The recipient should not have to guess at the meaning of your letter. This is also the place to introduce yourself if the recipient does not know who you are.

6. Step 6

   Write the main body of the letter. This should include relevant information that supports the purpose of the letter. Make sure your comments are organized in a clear and concise manner, and avoid unnecessary information.

7. Step 7

   Create a closing paragraph that communicates an action you expect the recipient to take, such as sending you information, contacting you for an interview or providing you with a refund. This is also a good place to make reference to future contact if you expect to see this person or talk to her at a future date. If the purpose of the letter was to make an apology or express appreciation, restate that intention.

8. Step 8

   Write closing remarks. Use “Sincerely,” “Yours” or “Yours Faithfully” if you do not know the recipient’s name and “Yours Sincerely” or “Yours Truly” if you do. Use “Best Wishes” if the recipient is a close friend.

9. Step 9

   Skip four lines and include your name and title, if necessary. The four lines will allow you enough space to sign the letter before sending it.