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Writing formal letters

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This document provides instructions and an example for writing a formal letter of complaint. It includes the typical layout of a formal letter with sections for the sender's address, recipient's address, and date. It also provides guidance on addressing the recipient properly depending on whether their name or title is known. The example letter of complaint is addressed "Dear Sir/Madam" and details a problem with an order not being received after two months, requesting the recipient to look into the matter and ensure the items are delivered.

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LAYOUT OF A FORMAL LETTER. A LETTER OF COMPLAINT
Open Door School of Languages Av. Doctor Fedriani 21 41009 Sevilla Spain The Manager International Bookshop 37 Oak Avenue Oxford OX3 3DP 3 February 2014
1 Open Door School of Languages Av. Doctor Fedriani 21 41009 Sevilla Spain The Manager International Bookshop 37 Oak Avenue Oxford OX3 3DP 2 3 3 February 2014
1: YOUR ADDRESS 1. Write your address, but not your name. 2. Write your address as you want the recipient to write it on the envelope. Do not translate names or streets. 3. In some cases, your telephone number may be important. It would go after the last line of your address.
2: THE RECIPIENTS ADDRESS 1. Write the name of the person you are writing to (if you know it), followed by their position. The Manager is a good all-purpose option. 2. Write the address of the people you are writing to.
3: DONT FORGET THE DATE.
How to address people a) If you do not know the name of the person you are writing to, you can use: Dear Sir, Dear Sir/Madam, Dear Sir or Madam b) If you know the name, use it: Dear Mr Heger, Dear Ms Greene, c) If your correspondent has a title, use it: Dear Dr Kay, Dear Professor Wright, d) Never use (:) after the name; either write a comma, or nothing
TYPICAL ENDING: I look forward to hearing from you. Yours faithfully, / Yours sincerely, CARMEN GARCA.
Yours faithfully Dear Sir/Madam, Yours sincerely Dear Mr Jones,
A LETTER OF COMPLAINT
Dear Sir/Madam, On 23 June I ordered 16 copies of All Alone by Victoria Holdett, to be sent to me at the above address. Two months later, those books have not yet been received. I would be grateful if you could look into this matter and ensure that the books reach me as soon as possible. Yours faithfully, Celia Fern叩ndez.
PARAGRAPH 1: Say why you are writing. Say when it happened. If you are replying to a letter, mention the date of that letter. PARAGRAPH 2: Give precise details. This part is the substance of your letter. PARAGRAPH 3 (IF NECESSARY, NOT INCLUDED IN PREVIOUS EXAMPLE): Give further details and say how the problem has affected you. PARAGRAPH 4: Demand some sort of compensation, or some action to be taken, i.e., how you want the person to respond to your letter.

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Writing formal letters

  • 1. LAYOUT OF A FORMAL LETTER. A LETTER OF COMPLAINT
  • 2. Open Door School of Languages Av. Doctor Fedriani 21 41009 Sevilla Spain The Manager International Bookshop 37 Oak Avenue Oxford OX3 3DP 3 February 2014
  • 3. 1 Open Door School of Languages Av. Doctor Fedriani 21 41009 Sevilla Spain The Manager International Bookshop 37 Oak Avenue Oxford OX3 3DP 2 3 3 February 2014
  • 4. 1: YOUR ADDRESS 1. Write your address, but not your name. 2. Write your address as you want the recipient to write it on the envelope. Do not translate names or streets. 3. In some cases, your telephone number may be important. It would go after the last line of your address.
  • 5. 2: THE RECIPIENTS ADDRESS 1. Write the name of the person you are writing to (if you know it), followed by their position. The Manager is a good all-purpose option. 2. Write the address of the people you are writing to.
  • 6. 3: DONT FORGET THE DATE.
  • 7. How to address people a) If you do not know the name of the person you are writing to, you can use: Dear Sir, Dear Sir/Madam, Dear Sir or Madam b) If you know the name, use it: Dear Mr Heger, Dear Ms Greene, c) If your correspondent has a title, use it: Dear Dr Kay, Dear Professor Wright, d) Never use (:) after the name; either write a comma, or nothing
  • 8. TYPICAL ENDING: I look forward to hearing from you. Yours faithfully, / Yours sincerely, CARMEN GARCA.
  • 9. Yours faithfully Dear Sir/Madam, Yours sincerely Dear Mr Jones,
  • 10. A LETTER OF COMPLAINT
  • 11. Dear Sir/Madam, On 23 June I ordered 16 copies of All Alone by Victoria Holdett, to be sent to me at the above address. Two months later, those books have not yet been received. I would be grateful if you could look into this matter and ensure that the books reach me as soon as possible. Yours faithfully, Celia Fern叩ndez.
  • 12. PARAGRAPH 1: Say why you are writing. Say when it happened. If you are replying to a letter, mention the date of that letter. PARAGRAPH 2: Give precise details. This part is the substance of your letter. PARAGRAPH 3 (IF NECESSARY, NOT INCLUDED IN PREVIOUS EXAMPLE): Give further details and say how the problem has affected you. PARAGRAPH 4: Demand some sort of compensation, or some action to be taken, i.e., how you want the person to respond to your letter.