Letter Writing

Two Types of Letters

Written communication is divided into two broad categories:

Formal Letters

Written to people you do not know personally, or in a professional context. Used for: job applications, complaints, official requests, letters to organisations, reference letters.

Informal Letters

Written to friends and family. Used for: personal updates, invitations, thank-you notes, keeping in touch.

The audience and purpose determine which style you use.

Key Terms

Formal Letter Layout

[Your address — top right]
[Date — below your address]

[Recipient's name and address — left side]

Dear Mr / Ms [Surname],        ← if you know the name
Dear Sir or Madam,             ← if you do not know the name

[Paragraph 1 — state the purpose of your letter clearly]

[Paragraph 2 — provide supporting details, explanation, or evidence]

[Paragraph 3 — state what action you expect or what happens next]

Yours sincerely,    ← used when you know the recipient's name
Yours faithfully,   ← used when you wrote "Dear Sir or Madam"

[Your handwritten signature]
[Your printed full name]

The sincerely / faithfully rule:

• Know the name = Yours sincerely
• Do not know the name = Yours faithfully

Language in Formal Letters

• Use polite, professional language throughout
• Avoid contractions — write "I am" not "I'm," "I would" not "I'd"
• Avoid slang, colloquialisms, and emotional outbursts
• Be clear and concise — state your purpose in the opening paragraph
• Use a measured, respectful tone even in complaint letters

Formal phrases to use:

• I am writing to enquire about...
• I would be grateful if you could...
• I look forward to hearing from you.
• Please do not hesitate to contact me if you require further information.

Informal Letter Layout

Your address and date still appear, but the tone is relaxed and personal:

[Your address — top right]
[Date]

Dear [First name],

[Opening — ask how they are / reference something personal]

[Body — share news, ask questions, tell stories]

[Closing — wrap up warmly]

Best wishes / Love / Take care / See you soon,

[Your first name]

Types of Formal Letters

Letter of Complaint

• State the problem clearly in the first paragraph
• Give specific details: dates, reference numbers, product names
• Be firm but polite — do not use rude or aggressive language
• State clearly what resolution you expect

Letter of Application

• State the position you are applying for and where you saw it advertised
• Highlight relevant skills and experience
• Express enthusiasm for the role
• Refer to your attached CV or portfolio

Letter of Request

• Clearly state what you are requesting and why
• Explain the benefit or necessity
• Thank the recipient for their time and consideration

Emails

Emails follow similar conventions to letters:

• Subject line: Keep it short and descriptive (e.g. Enquiry about Year 10 Work Experience)
• Formal emails: Use formal salutations, avoid slang, proofread carefully
• Informal emails: More casual, but still clear and organised
• Always include a professional email signature for formal correspondence

Worked Example

Opening of a formal complaint letter:

Dear Ms Williams,

I am writing to express my concern regarding the damage I discovered to my order (Reference: 1234-XY), which was delivered on 15 January 2026. When I opened the package, I found that the item was cracked and therefore unusable.

I would be grateful if you could arrange for a replacement to be sent at your earliest convenience.

This opening: states the purpose immediately, includes specific details, and uses a polite but clear tone.

Common Mistakes

• Mixing sincerely/faithfully: Always check whether you used the recipient's name in the salutation.
• Contractions in formal letters: "I'm" and "you're" are too informal — always expand them.
• Vague complaint letters: Always include specific details — dates, order numbers, descriptions.
• Missing your address: Even in emails, ensure the recipient knows who you are and how to contact you.
• Starting every paragraph with "I": Vary your sentence openings for a more sophisticated style.

Tips and Tricks

• Plan before you write: List the key points you want to make, then put them in logical order.
• One idea per paragraph: Each paragraph should focus on a single point.
• Proofread carefully: Errors in a formal letter undermine your credibility.
• Read your letter aloud to catch awkward phrasing before sending.
• For complaint letters, keep copies of all correspondence in case you need to escalate the matter.