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FORMAL LETTER

Sender's Address in a Business Letter

Write your own address, only give the following information: house number, street, area code, place, country, telephone. (Don't include your name here; in English the name is only put at the end of the letter.)

Note: The order for sender's addresses in English is: house number, street, area code, place.

Position: the sender's address is usually placed in the top right corner of the letter.
 

Date in a Business Letter

Write: 30 October 2010

Position: on the right, one line below the sender's address

Recipient's Address in a Business Letter

       Ms / Miss / Mrs / Mr / Dr ...

       house number, street

       place

       area code

       COUNTRY (in capital letters).

Position: on the left

the recipient's address starts on the same line as the date or one line below the date.

 

Salutation in a Business Letter

If you know the person's name:

Dear Ms / Miss / Mrs / Mr / Dr + surname

Dear Mr Miller

You can also write the person's full name. In this case, leave out the title (Mr/Mrs). This way of writing the salutation is very handy if you don't know the gender of the person.

Dear Chris Miller

If you don't know the person's name:

There are several possibilities to address people that you don't know by name:

salutation

when to use

Dear Sir / Dear Sirs

male addressee (esp. in British English)

Gentlemen

male addressee (esp. in American English)

Dear Madam

female addressee (esp. in British English)

Ladies

female addressee (esp. in American English)

Dear Sir or Madam

gender unknown (esp. in British English)

Ladies and Gentlemen

gender unknown (esp. in American English)

To whom it may concern

gender unknown (esp. in American English)

Business partners often call each other by their first names. In this case, write the salutation as follows:

Dear Sue

Punctuation

In British English, don't use any punctuation mark or use a comma.

Dear Mr Miller or Dear Mr Miller,

Ms, Miss or Mrs?

§  Mrs – to address a married woman

§  Miss – to address an unmarried woman (rarely used now)

§  Ms – to address a woman whose marital status you don't know; also used to address an unmarried woman

Note: The abrreviations Mr, Mrs etc. are usually written without full stops (Mr) in British English and with full stops (Mr.) in American English

Subject Line in a Business Letter

A subject line is not really necessary. You may want to use one, however, so that the reader immediately knows what your letter is about. There are three common methods to distinguish the subject line from the body of the letter:

§  Use "Subject:" or "Re:"

§  Type the subject in bold letters

§  Type the subject in capital letters

The subject line is usually placed between the salutation and the body of the letter (with a blank line in between).

Body of a Business Letter

Capitalise the first word of the text (even if the salutation ends with a comma). The text is left-justified and a blank line is put after each paragraph. It is not common to indent the first line of a paragraph.

Content

§  first paragraph: introduction and reason for writing

§  following paragraphs: explain your reasons for writing in more detail, provide background information etc.

§  last paragraph: summarise your reason for writing again and make clear what you want the recipient to do

Note: Your text should be positive and well structured.

 

 

 

 

 

Greeting in a Business Letter

If you used the recipient's name in the salutation, use 'sincerely'.

If you did not use the recipient's name in the salutation, use 'faithfully'.

Salutation - Greeting

British English

Salutation

Greeting

Dear Ms Wexley
Dear Jane Wexley
Dear Jane

Yours sincerely / Sincerely yours

Dear Sir
Dear Sirs
Dear Madam
Dear Sir or Madam

Yours faithfully / Faithfully yours

In emails you could also write:

§  Regards

§  Kind regards

§  Best wishes

Note: If you end the salutation with a comma or colon, use a comma after the greeting. If you didn't punctuate the salutation, don't punctuate the greeting.

Position: Write the greeting two lines below the last paragraph and left-justify it. If the date is centre-justified, however, do also centre-justify the greeting.

Leave 4 blank lines after the greeting (space for the signature) and write the sender's name below that space.

ĉ
Imad Shahanez,
Dec 20, 2010, 7:20 AM
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