How to Write: Formal Letter or Email

When is a letter or email formal? When it is written to someone you do not know or someone in a position of authority.


There are some format and style rules to follow when writing a formal letter but nothing too taxing!

Opening and Closing a Formal Letter

Sometimes you know the name of the person you are writing to and other times you don´t. 
If you do then you should use their surname and title as appropriate.

For example: the person is Fiona Wright. The modern way of addressing a woman is with the title Ms, as this can be for anybody whether married or not. So, you would open the letter, 
Dear Ms Wright,

If you do not know who you are writing to, for example it is to the complaints department, then you would open the letter, 
Dear Sir or Madam,

When you are writing to the editor of a newspaper or magazine, then you would use the job title as this is common practice.
Dear Editor,


How you close the letter depends on how you opened it. 
Dear Sir or Madam,                              Yours faithfully,
Dear Ms Wright,                                    Yours sincerely,

You should then leave a few lines before printing your own name. For example,

Yours sincerely,



Deborah Cater

Formal language

A formal letter or email requires formal language, this means that the polite form of requests and offers should be used and NO contractions.

Here are some examples of how informal language becomes formal language:

Informal                                                            Formal/Polite
I want to make a complaint                              I would like to make a complaint/I wish to                                                                                  make a complaint.

Can I have your answer quickly?                    I would like to request a speedy reply/I would                                                                           be grateful if you could reply soonest.

I want to ask about the job you advertised.    I wish to enquire about the job you advertised.

What is the annual salary?                             Could you please let me know the annual                                                                                 salary?

I wait for your reply.                                         I look forward to hearing from you./ I look                                                                                 forward to receiving your reply.

Thanks for your help.                                      Thank you in advance for your assistance.

I want the problem resolved now.                   Thank you in anticipation of your urgent                                                                                     assistance in this matter.

I want you to do what I said.                           Thank you in anticipation of your cooperation                                                                           in this matter.


Example Question and Model Answer (level B2).

You saw an ad for the position of Sports and Activities Organiser at a summer camp for young children in your local newspaper. You decide to apply for the job. Write a letter of application to the camp manager in 150-180 words. Say why you´re writing and:

• give details of your qualifications and experience
• say why you´d like the job
• mention some of the personal qualities that make you suited to the role.

Don´t forget planning is important, so make notes BEFORE you start writing the letter. That way you will create a letter that is logical, fluent and contains all the language functions and grammar that are appropriate.