HOW NOT TO WRITE A FORMAL LETTER!
There are grammar mistakes, spelling mistakes, punctuation mistakes,
mistakes in the order of the paragraphs, and also mistakes in the lay-out. Work
in pairs and see how many you can find!
19 avenue road
Ealing W6 OER
Hampshire HR4 PMT
The nineteenth of January
dear Julia Rambert,
I am interesting in the job of Waitress advertised on "Metro" this morning
and I am enclosing a copy of my CV.
I hope you will consider my application carefuly and I look forward to hear
I am working as waitress in my own country since five years before I came
here and my former employer can provide you with a referee.
I imagine that you cater mainly for overseas tourists so I belief my language
skills would be usefull. In addition to speak both portuguese and english, I
also can understand spanish.
A N S W E R
19 Avenue Road
Ealing W6 OER
The Majestic Hotel
Hampshire HR4 PMT
Dear Julia Rambert,
I am interested in the job of Waitress advertised in "Metro" this morning and
I am enclosing a copy of my CV.
I worked as a waitress in my own country for five years before I came here
and my former employer can provide you with a reference.
I imagine that you cater mainly for overseas tourists so I believe my
language skills would be useful. In addition to speaking both Portuguese and
English, I can also understand Spanish.
I hope you will consider my application carefully and I look forward to
hearing from you.
A LOVE LETTER >> to someone you've known for a while
1735 Stanton Ave.
Richmond, VA 22045
May 15, 2006
My Dear Cheryl,
Loving you is so easy.
There are so many reasons why I love you…
The little things you do, the simple gestures you make, the feelings and
thoughts that you share with me. I adore the way you look, the way you move, and
your infectious smile.
There are so many things to love about you!
Do you know I love it when you daydream and you think no one is watching?
Do you know I love the way your eyes sparkle when you tell a funny story?
Do you know that I love the shape of your ears?
Do you know I love to watch you sleep?
I could go on and on.
It's important to me that you know that I love you - and how much I love you.
So whatever it is that you are doing, thinking or saying, as you go about your
day -- know that I am there with you, loving you.
A ROMANTIC LOVE LETTER >> to someone after
a special evening (or date)
11017 Ashley Dr.
Rockville, MD 21547
September 5, 2006
I was just reminiscing about Saturday evening; it was such a
The subtle breeze made me shiver from time to time, but I'm so glad they had a
table for us outside. What a wonderful way to spend an autumn evening.
Sitting across the table from you, listening to your fascinating stories, I was
You're so passionate and intense when you speak of the things you love. I find
that so attractive.
The wine you selected was perfect. Sipping it from the delicate glass enhanced
the taste and it warmed my body as it filled up my insides.
Dinner was sumptuous. The pasta was so flavorful; I savored every bite, sucking
each strand of linguini slowly through my pursed lips as I listened to you speak.
It was a luscious meal, and you were a delicious date.
I loved it after dinner when we sat there gazing into each other's eyes sipping
our wine. After each sip, the subtle taste of wine lingered on my lips, and I
licked them so slowly, catching every last drop. And when you touched my lip
with your finger, capturing that one drop of wine that I missed, and then licked
your finger, a tingling sensation flooded my entire body.
After dinner, as we walked along the sidewalk hand-in-hand, I realized just how
much I love being with you, sharing a meal with you, talking with you, and being
a part of your life.
Love and affection,
LETTER OF WELCOME >> to a new community
1350 Carling Ave.
Ottawa, ON, K2P 1P7
April 10, 2007
Mr. Peter Lawrence
1350 Carling Ave., Suite 1204
Ottawa, ON, K2P 1P7
Dear Peter Lawrence:
As Administrator for the Mountain Vista Residents Association I would like to
welcome you as a new member of our community. As a longtime resident I am sure
that you will enjoy living here. Below are some administrative and contact
details on the operations of the common facilities.
The Administration Office off the main lobby is open weekdays from 10:30 a.m. to
6:30. p.m. The phone number is (613) 232-4985.
The exercise room and whirlpool are open from 7:30 a.m. to 9:30 p.m., 7 days a
The two squash courts are accessible during the same hours as the Health Club.
Courts must be booked in advance using the sign-up sheet outside the office. A
new sign-up sheet is posted at 10:30 a.m. each day to book courts for the
following day only.
The outdoor pool is open daily from 7:30 a.m. to 9:30 p.m.; from May 15th to
The party room may be booked for special events through the Administration
Office at (613) 232-4985. A $100 damage deposit is required with each booking.
The general emergency number is 911. However, for any building-related
emergencies please call the special emergency beeper number at (613) 232-4300
and leave a message. Someone should get back to you within the hour.
At Mountain Vista we take pride in the cooperative and considerate way in which
our community operates. We ask you to join us in that spirit of cooperation as
you enter this community.
Please feel free to call me at (613) 233-9210 if you have any questions.
LETTER OF CONDOLENCE /CONDOLENCE LETTER >>
to an acquaintance or colleague, ideally, personal
Letters of Condolence should be hand-written
75A Fairmont Ave.
August 18, 2006
I would like to express my sincere condolences on the recent passing of your
father. Pamela and the children also send their thoughts and prayers to you and
your family at this difficult time.
Although I didn't know your dad that well, on the half dozen or so occasions
that I spent time in his company over the years, I did come to realize his great
kindness and compassion towards those less fortunate than him. And I do know
that he was very highly respected throughout this community and profession, and
his good works changed the lives of many.
You were truly fortunate to have such a man as a model in your life.
As you know, it was not that long ago that my own father passed away, so I
have some idea of what you and your family are going through. No comfort is
quite enough to replace the loss.
Please pass my deepest sympathies on to your mother, and brother, and sister,
and to all of your father's grandchildren.
How to Write a Business Letter
There are many different reasons for writing a business letter. However, most
business letters follow some general guidelines as described below
- Use block style - do not indent paragraphs.
- Include address of the person you are writing to at the top of the letter,
below your company address.
- After the address, double space and include date
- Double space (or as much as you need to put the body of the letter in the
center) and include the salutation. Include Mr. for men or Ms for women,
unless the recipient has a title such as Dr.
- State a reference reason for your letter (i.e. "With reference to our
- Give the reason for writing (i.e. "I am writing to you to confirm our
- Make any request you may have (i.e. "I would be grateful if you could
include a brochure..."
- If there is to be further contact, refer to this contact (i.e. "I look
forward to meeting you at...")
- Close the letter with a thank you (i.e. "Thank you for your prompt help...")
- Finish the letter with a salutation (i.e. "Yours sincerely,")
- Include 4 spaces and type your full name and title
- sign the letter between the salutation and the typed name and title
- Keep the letter brief and to the point
- Do not use shortened verb forms - write them out (i.e. "don't instead of
- Always keep a copy of correspondence for future reference
Business Email Basics
Example 1: Formal
I read on your web site that you offer Music CD
copying for large quantities of CDs. I'd like to inquire about the procedures
involved in these services. Are the files transferred online, or are the
titles sent by CD to you by standard mail? How long does it usually take to
produce approximately 500 copies? Are there any discounts on such a large
Thank you for taking the time to answer my
questions. I look forward to your response.
Sales Manager, Young Talent Inc.
(709) 567 - 3498
Example 2: Informal
At 16.22 01/07/2002 +0000, you wrote:
> I hear you're working on the Smith account.
If you need any information don't hesitate to get in > contact with me.
Listen, we've been working on the Smith account
and I was wondering if you could give me a hand? I need some inside
information on recent developments over there. Do you think you could pass on
any information you might have?
Account Manager, Tri-State Accounting
(698) 345 - 7843
Important Points to Remember
- Email is much less formal than a written
letter. Emails are usually short and concise.
- If you are writing to someone you don't know,
a simple "Hello" is adequate. Using a salutation such as "Dear Mr Smith," is
- When writing to someone you know well, feel
free to write as if you are speaking to the person.
- Use abbreviated verb forms (He's, We're, He'd,
- Include a telephone number to the signature of
the email. This will give the recipient the chance to telephone if necessary.
- It is not necessary to include your email
address as the recipient can just reply to the email.
- When replying eliminate all the information
that is not necessary. Only leave the sections of text that are related to
your reply. This will save your reader time when reading your email.
Sample Letters of Recommendation
Sample Letter of Recommendation for Employment
To Whom It May Concern:
It is with great privilege that I write to you in recommendation of
Marty McFly. Until recently, I have been Marty’s direct supervisor. I
have found him to be a pleasant, generous person who is never afraid to
take on a challenging task. He has been one of our most dedicated
Marty is an independent, self directed person who is able to
communicate effectively and meet even the most demanding challenges.
During his three year tenure here, he set an unprecedented record in
portfolio growth. Marty’s stock picks averaged returns 500% higher than
the S&P, much to our competitors dismay.
While his on the job performance has been nothing less than stellar,
Marty has also become a close friend to many of us. We pride ourselves
on our corporate values and close knit community, and in this area he
truly shines. Marty, along with his father George, have organized many
family picnics complete with story telling and live music. Marty is not
only gifted in his uncanny ability to foresee growth opportunities, he
is also a very talented musician!
Though we are all deeply disappointed to lose Marty, I highly
recommend him for employment with your organization. He is a team
player, a great person and an absolute financial genius.
McDuck Financial Services
Sample Character Reference Letters
Dear Mr. McDuck,
I have known Gilbert Lowell for 20 years. He has been a friend, a
confidant and a business partner. Just recently, my wife and I named him
the god father of our new born son.
Gilbert is incredibly intelligent and is an amazing leader. I first
met Gilbert when he was the president of my college fraternity, Lambda
Lambda Lambda. Not only did he led our chapter to academic success, but
we also managed to take control of the Greek Council under his
direction. After graduation, Gilbert and I became business partners and
started a small calculator accessory manufacturer. His financial
intelligence as well as his leadership have made our firm the 2nd
largest vendor at the Brevard County Super Flea every Sunday afternoon.
It is with great pleasure that I write to you in recommendation of
Gilbert Lowell. He is a honest, caring individual who will make an
extremely valuable asset to your organization.
If you have any questions, please do not hesitate to contact me.
Friend of Gilbert Lowell
Sample Recommendation Letter for Graduate School
To Whom It May Concern:
It gives me immense pleasure to write in recommendation of Alvin
Seville for admission to your graduate program in Applied Mathematical
Marketing. I have known Alvin for three years, and have instructed him
in four separate courses. I have also served as Alvin’s academic adviser
for the last two years.
Alvin has routinely ranked in the top 10% of his class, and is
consistently one of the top students in each of his individual courses.
He is hardworking, energetic and curious. I have no doubt that he will
succeed in his future academic endeavors.
Last semester, Alvin and his brother Theodore presented their
mathematical model for determining sales patterns amongst video game
magazines. Not only did this project earn him top honors, Barnes & Noble
took notice and has now hired Alvin on for a summer internship. This
project was carried out during the course of one semester, demonstrating
Alvin’s strong work ethic.
I have no doubt that Alvin will make a tremendous impact on the world
at large. I am positive he will make outstanding contributions to your
Dr. Rebecca Miller
Professor, University of Central Florida