Mamun -university roman -german philology english department

Follow an official letter format when writing formal letters

In English there are a number of official letter format conventions that should be used when formatting 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.

1) Include your name and contact information

The return address should be written in the top right-hand corner of a formal letter. This will usually your address, but could be any other address to which a reply should be sent.

2) Include the recipient's name and address

Add the address of the person you are writing to. The recipient's address should be written on the left, often starting below your address. If you are going to print and post the letter using a windowed envelope, make sure you align this address with the clear plastic window.

3) Include the 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.

4) Use the right salutation

The tip to starting a formal English letter is to greet the person you're writing to in the correct way. This is known as the Salutation. If you know the name of the person you're writing to then use 'Sir' or 'Madam' here, otherwise write their full name, including their title. Remember, try not to be too informal or casual.

Examples:

a) If you do not know the name of the person you are writing to, use the following form (it is always advisable to try to find out a name):
Dear Madam,
Dear Sir,
Dear Sir or Madam,
b) If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the family name 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 both married and single women.
Dear Mr Jenkins,
Dear Ms Hamers,
Dear Mrs Hutchins,
Dear Miss Davis,
Dear Dr Green,
Etc.