1. OFFICIAL CORRESPONDENCE
Formal layout

2. Layout variety and strict rules
Sender‘s address
Telephone, fax,
Department/dept
Reference/Ref:
Addressee: name, surname, address
Date

3. Opening address Optional, obligatory Dear Mrs/Mr Dear Dr Sir/Madam
To whom it may concern

4. Para 1 Reasons for writing, e.g. Previous correspondence
Questions, queries
Requests for information
Complaints+ reminders
suggestions

5. Para 2/3: Elaboration Summary and proposals
Fuller explanation of the points mentioned in para. 1
Summary and proposals
Dates, times, arrangements

6. Para 5/6: Rounding off
Should you require any further information, please
Any further queries should be addressed to
I look forward to hearing from you at your earliest convenience
A swift reply would be greatly appreciated (fax)

7. Concluding greetings, signing off
With our thanks in advance
Please, accept, Dear Sir, the assurances of my …
yours sincerely/truly/, Sincerely yours – suitable for most formal occasions
With best wishes, Best

8. Addition aspects to be considered
The cultural tradition of the addressee related to :
formality
Esp. When addressing and greeting
The communication channel