Watch: Writing a letter
There are all sorts of reasons that you might want to write a formal letter. They can be used to say thank you, to keep in touch with relatives, for booking holidays or applying for a job or work experience.
Watch this video to learn about the key features of a formal letter.
Learn how to write a formal letter using the correct layout and language
SPEAKER 1: Enter.
SPEAKER 2: Latest application for the position, ma’am.
SPEAKER 1: Feed it into the projector. Let’s analyse this applicant’s letter-writing skills and see if she understands the correct layout and language of a formal letter.
SPEAKER 1: Address, top right. Aligned right, as it should be. Email included underneath. She’s online, that’s good. Date underneath her address, correctly formatted with the date, then month, then year.
SPEAKER 2: Very nice formatting, ma’am.
SPEAKER 1: Our address, next line down. Aligned left. So, both her address and ours are correctly placed and formatted. Excellent.
SPEAKER 1: How did she get my office number, Fleming?
SPEAKER 2: Not sure, ma’am.
SPEAKER 1: Strong investigatory skills, I suppose.
SPEAKER 2: ‘Dear Sir/Madam,’
SPEAKER 1: Always good to use ‘Dear’ in a formal letter. The number of times I’ve seen a simple ‘Hi’! Dreadful! A full name is best, but I suppose in this case, our security protocols are working and she couldn’t find one out.
SPEAKER 2: Yes, ma’am. ‘I am writing to enquire about the recent opening for the position of International Person of Mystery in the MI6 organisation.’ Clear purpose stated in the first paragraph. Grammatically correct, appropriately formal language as well.
SPEAKER 1: If I wanted your opinion, Fleming, I would have asked for it.
SPEAKER 2: Sorry, ma'am.
SPEAKER 2: ‘If given the opportunity, I can demonstrate the determination and cunning you require of a spy, while at the same time reflecting the values of your organisation.’
SPEAKER 1: But … you’re right. She’s using her wide vocabulary, while maintaining a formal and serious tone. I like her.
SPEAKER 2: ‘Please find enclosed my current CV and do not hesitate to get in touch if you require anything further. Thank you in advance for taking the time to consider my application.’
SPEAKER 1: She gives us a clear course of action and is unfailingly polite.
SPEAKER 1: How does she sign off?
SPEAKER 2: She leaves the correct spacing, one line, then writes, ‘Yours faithfully’.
SPEAKER 1: Good work, Ms Bond. ‘Yours faithfully’ is correct when you don’t know the name of the person you are writing to. ‘Yours sincerely’ is wrong in that situation. You should only write that when you know their name.
SPEAKER 2: Then she signs ‘Jane Bond’, printed underneath too.
SPEAKER 1: Nice signature … and a great name for a spy. Bond. Jane Bond.
SPEAKER 2: Shall I call her in, ma’am?
SPEAKER 1: Well, she has great language skills and she knows the correct format and layout of a formal letter. Get her in for practical testing.
SPEAKER 2: Very good, ma’am.
Key features of writing a letter
When writing a formal letter there are a few key things to remember. The list below will help you get started!
Key features of a formal thank you letter
1. Layout - including address and date
- Your address should be written in the top-right corner of the page.
- The date should be written below your address.
- Below the date on the left hand side of the page, write the recipients address.
2. Who are you writing to?
- If you do know the person; use their name. For example: Dear Ms M Coles.
- If you don’t know the person/people then use Dear Sir/Madam.
- Remember, add a comma after their name.
3. Beginning the letter
Your opening sentence should get to the point and clearly state why you are writing.
- I am writing to say thank you for …
- I write to share my gratitude for…
4. Tone (the way the letter sounds)
- The aim is to sound businesslike whilst also being warm and friendly.
- Avoid using too much casual or chatty language.
5. Paragraphs
- Include all the relevant details of why you are thankful.
- Make sure that each point you make has a separate paragraph.
6. Closing statement
- Restate the main point of your letter.
- Make sure that you provide an action for the reader. For example: Keep smiling and take care.
7. Ending your letter
- Use yours sincerely if you do know the person.
- Use yours faithfully if you don’t know the person.
Activity 1
Test your knowledge of the features of a formal letter by completing this quiz.
Activity 2
Write your own letter to someone who inspires you.
Remember to use the correct features of a formal letter.
Top tip!
Remember, checking your work and redrafting is part of the writing process. Don’t be afraid to make mistakes!
Super challenge
Can you make your letter more interesting by using adjectives, similes and metaphors?
Play our fun English game Crystal Explorers! game
Use grammar, punctuation and spelling skills to explore jungles, caves and tombs on your mission.
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