How to write a Formal Letter.

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Presentation transcript:

How to write a Formal Letter

take note of the following: When writing letters, take note of the following: 1. Purpose for writing 2. Your audience 3. The structure and layout 4. Language used

1. Purpose Make sure your letter clearly serves your purpose. Are you writing to:  invite  inform  complain  persuade  apologise  express thanks, or  request for information? Make sure your letter clearly serves your purpose.

2. Audience The formality of the language used when writing to your Clearly identify your audience. Who is going to read your letter? Why is identifying your audience important? The formality of the language used when writing to your Principal will be different from that used for writing to a Friend!

An example of a formal letter: 3 June 2016 Dear Sir/Madam, I am writing to request for a visit to . . . The purpose of this visit is to . . . We hope to visit your factory on . . . Thank you for your attention and consideration. I look forward to your reply. Yours faithfully, Joanne Tan

3. Structure and Layout 3 June 2016 Dear Sir/Madam, A formal letter: 3 June 2016 Dear Sir/Madam, I am writing to request for a visit to . . ..The purpose of this visit is to . . . Thank you for your attention and consideration. I look forward to your reply. Yours faithfully, Joanne Tan Formal address: Use the surname but if you don’t know it, use Sir or Madam

3. Structure and Layout 3 June 2016 Dear Sir/Madam, A formal letter: 3 June 2016 Dear Sir/Madam, I am writing to request for a visit to . . . The purpose of this visit is to . . . Thank you for your attention and consideration. I look forward to your reply. Yours faithfully, Joanne Tan Add a comma after the address.

3. Structure and Layout A formal letter: State the PURPOSE. Get straight to the point. Do not need any greetings. 3 June 2016 Dear Sir/Madam, I am writing to request for a visit to . . The purpose of this visit is to . . . Thank you for your attention and consideration. I look forward to your reply. Yours faithfully, Joanne Tan

3. Structure and Layout 3 June 2016 Dear Sir/Madam, A formal letter: 3 June 2016 Dear Sir/Madam, I am writing to request for a visit to . . . The purpose of this visit is to . . . Thank you for your attention and consideration. I look forward to your reply. Yours faithfully, Joanne Tan Ending: Have an appropriate ending for the letter.

3. Structure and Layout 3 June 2016 Dear Sir/Madam, A formal letter: 3 June 2016 Dear Sir/Madam, I am writing to request for a visit to . . . The purpose of this visit is to . . . Thank you for your attention and consideration. I look forward to your reply. Yours faithfully, Joanne Tan Formal close

When writing a formal letter, you need to sign off formally. (A) If you have used the name of the reader: Yours sincerely, Kenneth Leong (B) If you have used “Dear Sir/Madam,”: Yours faithfully, Joanne Tan

3. Structure and Layout 3 June 2016 Dear Sir/Madam, A formal letter: 3 June 2016 Dear Sir/Madam, I am writing to request for a visit to . . . The purpose of this visit is to . . . Thank you for your attention and consideration. I look forward to your reply. Yours faithfully, Joanne Tan Add a comma after the close.

3. Structure and Layout 3 June 2016 Dear Sir/Madam, A formal letter: 3 June 2016 Dear Sir/Madam, I am writing to request for a visit to . . . The purpose of this visit is to . . . Thank you for your attention and consideration. I look forward to your reply. Yours faithfully, Joanne Tan Formal address: The name and surname of the writer.

As a good guide, use the tense 4. Language Keep your sentences short and simple. This will minimise the number of errors made in the exam. As a good guide, use the tense given in each of the 6 pointers.

Some examples of formal letters: 31 August 2016 Dear Mr Samuel Wong, I am writing to express my displeasure with the electric fan I purchased from your company. Instead of the Sharp 203 model which I had paid for, your deliveryman delivered the 103 model. I pointed out the mistake to him but he insisted that there was no mistake. He was also very rude and dared me to complain if I was unhappy. I would greatly appreciate it if you could help look into the matter. Yours sincerely, Mrs Carol Lin A B 9 March 2016 Dear Sir/Madam, I am writing to request for a visit to Cadbury Chocolate Factory. My classmates and I would like to find out how chocolates are produced and how the cocoa beans for the chocolates are harvested as part of our Science project. We hope to be able to visit your factory in the morning on 25 April 2016. There will be about forty of us. Thank you for your attention and consideration. I look forward to your reply. Yours faithfully, Joanne Tan

Time for practice!