Friday, 25 June 2010

Formal Letter Writing

Layout of a Formal Letter
Rules for Writing Formal Letters in English
In English there are a number of conventions that should be used when writing a formal or business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language like contractions.
Addresses:
1) Your Address
The return address should be written in the top right-hand corner of the letter.
2) The Address of the person you are writing to
The inside address should be written on the left, starting below your address.
Date:
Different people put the date on different sides of the page. You can write this on the right or the left on the line after the address you are writing to. Write the month as a word.
Salutation or greeting:
1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.
2) Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
Ending a letter:
1) Yours Faithfully
If you do not know the name of the person, end the letter this way.
2) Yours Sincerely
If you know the name of the person, end the letter this way.
3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.
Content of a Formal Letter
First paragraph
The first paragraph should be short and state the purpose of the letter- to make an enquiry, complain, request something, etc.
The paragraph or paragraphs in the middle of the letter should contain the relevant information behind the writing of the letter. Most letters in English are not very long, so keep the information to the essentials and concentrate on organising it in a clear and logical manner rather than expanding too much.
Last Paragraph
The last paragraph of a formal letter should state what action you expect the recipient to take- to refund, send you information, etc.
Abbreviations Used in Letter Writing
The following abbreviations are widely used in letters:
• asap = as soon as possible
• cc = carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them know)
• enc. = enclosure (when you include other papers with your letter)
• pp = per procurationem (A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they are not there to sign it themselves, etc)
• ps = postscript (when you want to add something after you've finished and signed it)
• pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side of the page)
• RSVP = please reply
Outline: A Covering Letter
A covering letter is the one that accompanies your CV when you are applying for a job. Here is a fairly conventional plan for the layout of the paragraphs.
Opening Paragraph
Briefly identify yourself and the position you are applying for. Add how you found out about the vacancy.
Paragraph 2
Give the reasons why you are interested in working for the company and why you wish to be considered for that particular post. State your relevant qualifications and experience, as well as your personal qualities that make you a suitable candidate.
Paragraph 3
Inform them that you have enclosed your current CV and add any further information that you think could help your case.
Closing Paragraph
Give your availability for interview, thank them for their consideration, restate your interest and close the letter.
Outline: A Letter of Enquiry
A letter of enquiry is when you are approaching a company speculatively, that is you are making an approach without their having advertised or announced a vacancy.
Opening Paragraph
Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you are seeking, why you are interested and how you heard about them.
Paragraph 2
Show why their company in particular interests you, mention your qualifications and experience along with any further details that might make them interested in seeing you.
Paragraph 3
Refer to your enclosed CV and draw their attention to any particularly important points you would like them to focus on in it.
Closing Paragraph
Thank them, explain your availability for interview and restate your enthusiasm for their company and desire to be considered for posts that might as yet be unavailable.

1. Write a formal letter to enroll in an English school.
a. Dear Sir/Madam

I am a second year student on a Fine Arts course in Switzerland, at [name of institution], and am interested in transferring to [name of institution] to complete my Bachelor's course.

Before I apply to you for the third year or even your second year courses, I would like to be certain that it's possible. Despite the Bologna agreement, I have heard that my credits will not always be recognized in all art schools.
I would be grateful if you could inform me about that.

I enclose a copy of my ECTS credits and a detailed account of my educational background.

If you need more information, please do not hesitate to contact me.

I look forward to hearing from you.

yours faithfully

b. Dear Sir/Madam

I am a second year student on a Fine Arts course in Switzerland, at [name of institution], and am interested in transferring to [name of institution] to complete my Bachelor's course.

Before I apply to you for the third year or even your second year courses, I would like to be certain that (if instead of that?) it's possible. Despite the Bologna agreement, I have heard that my credits will not always be recognized in all art schools.
I would be grateful if you could inform me about that.

I enclose a copy of my ECTS credits and a detailed account of my educational background.

Enclosed you find a copy of ...

If you need more information, please do not hesitate to contact me.

Please do not ... , if you ....

I look forward to hearing from you.

Thanks in advance for your attention to this matter.

Yours faithfully,

3 comments:

  1. Useful Essay Words and Phrases

    Certain words are used to link ideas and to signpost the reader the direction your line of reasoning is about to take, such as adding more emphasis, or introducing an alternative point of view.

    Below is a selection of words used to link ideas, depending on the direction of your argument.


    Adding more to a point already made
    moreover; furthermore; again; further; what is more; in addition
    besides; above all; as well (as)
    either; neither…nor; not only…but also; similarly; correspondingly; in the same way; indeed
    in fact; really; in reality, it is found that…
    as for; as to; with respect to; regarding

    Writing in lists
    first(ly); second(ly); third(ly)
    another; yet another; in addition; finally
    to begin with; in the second place
    moreover; additionally; also
    next; then; and to conclude; lastly; finally

    Putting the same idea in a different way
    in other words; rather; or; better; in that case
    to put it (more) simply
    in view of this; with this in mind
    to look at this another way

    Introducing examples
    that is to say; in other words
    for example; for instance; namely; an example of this is
    and; as follows; as in the following examples; such as; including
    especially; particularly; in particular; notably; chiefly; mainly; mostly

    Introducing an alternative viewpoint
    by contrast; another way of viewing this is; alternatively; again; rather; one alternative is; another possibility is
    on the one hand…on the other hand
    conversely; in comparison; on the contrary; in fact; though; although

    Returning to emphasise your earlier viewpoint
    however; nonetheless; in the final analysis; despite x; notwithstanding x; in spite of x
    while x may be true, nonetheless
    although; though; after all; at the same time; on the other hand; all the same; even if x is true; although x may have a good point


    Showing the results of something
    therefore; accordingly; as a result
    so, (then,) it can be seen that
    the result is; the consequence is
    resulting from this; consequently; now
    we can see, then, that; it is evident that
    because of this; thus; hence; for this reason; owing to x; this suggests that; it follows that
    in other words; otherwise; in that case; that implies

    Summing up or concluding
    therefore; so, my conclusion is
    in short; in conclusion; to conclude; in all; on the whole
    to summarise; to sum up briefly; in brief; altogether; overall; thus; thus we can see that


    Useful phrases to introduce quotations

    •as X points out,…
    •According to X,…
    •To quote from X, ‘…’
    •X states/suggests that…
    •X tells/shows us that…
    •In an article entitled ‘Name of Text’, X makes the point that…
    •Referring to …, X argues that
    •As X stated/wrote/argued/discussed/expressed the concern, …
    •In Name of Text, X primarily suggests …
    •Whilst acknowledging … X makes the significant claim that …
    •Writing in 1926, X argued that …

    Useful phrases to follow quotations

    •However, Y suggests that
    •Yet this does not go far enough
    •This seems untenable because
    •This theory best fits the known facts, since…

    References

    Stella Cottrell The Study Skills Handbook (Basingstoke: Palgrave MacMillan, 2003)

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  2. Useful expressions
    It is considered good style in Spanish not to repeat words and expressions when an alternative can be used. The following list of linking expressions contains some synonyms for this purpose as well as expressions which are useful generally in one's writing.
    •es decir = that is to say
    •a saber = that is to say
    •en otras palabras = in other words
    •dicho de otra manera = in other words
    •primero = first, firstly, in the first place
    •primeramente = first, firstly, in the first place
    •en primer lugar = first, firstly, in the first place
    •en segundo lugar = second, secondly, in the second place
    •por último = finally
    •finalmente = finally
    •en comparación con = by comparison with
    •comparado –da con = compared with
    •hoy en día = nowadays
    •actualmente = at present, currently
    •en la actualidad = at present, currently
    •respecto a = regarding, with regard to
    •en cuanto a = regarding, with regard to
    •por otra parte = on the other hand
    •porque = because
    •a causa de = because of
    •en resumidas cuentas = briefly
    •en efecto = in fact
    •efectivamente = in fact
    •por lo menos = at least
    •la gran mayoría de = the great majority of
    •no obstante = nevertheless
    •sin embargo = nevertheless
    •a pesar de = in spite of
    •ahora bien = however, now
    •recalcar = to emphasize
    •enfatizar = to emphasize
    •hacer hincapié en = to emphasize
    •subrayar = to underline
    •señalar = to point out
    •dar algo por sentado = to assume something, take something for granted
    •asumir = to assume

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Pamplona, Nsder, Colombia
Master in Teaching English as a Foreign Language.