Use your opening paragraph to introduce yourself and your reason for writing the letter. It's crucial that your message is direct and underlines why you're contacting the recipient. Consider this paragraph as a direct way to capture their attention.
Main body
Use this space to delve into the issues raised in the opening paragraph. Give more detail of what you're offering or asking of the recipient, backed up by relevant information. Consider this paragraph as an exploration of the points raised in the opening paragraph.
Closing statement
Ensure that you include a closing statement that thanks the recipient for their time, knowledge or help with the discussed points. It's good practice to include a line such as 'please contact me at your earliest convenience' to show your interest in communication and readiness to act.
Signing off
Signing off at the end of your letter is one of your last opportunities to make an impression. Depending on your relationship and reason for writing to the recipient, there are several options available to you. If in doubt, picture yourself as the recipient, how would you like to be addressed?
"Example"
Dear Sir/Madam,
I am writing to apply for the job of Fitness Instructor, as advertised in Thursday's Courant. This is an ideal job for me given my enthusiasm for sport, my related experience and qualifications.
Sport and fitness training have always been important to me, which is why I chose to take a BTEC Diploma in Sports Science. I obtained distinctions in the Sports Anatomy and Physiology and Sports Injuries modules last year and am confident that I will get similar marks in Exercise Physiology, Mechanics of Sport and Sports Supervision and Management this year. I am a confident user of Microsoft Office 2000 and have worked extensively with Fitness Publisher, a program for analysing fitness.
As you can see from my CV, I've taken the opportunity to gain extra qualifications that were on offer at college, which has helped me get part-time work as a pool attendant. I'm called on to provide cover during busy times so am used to working irregular hours at short notice. I've also run a lunchtime aerobics class at college since the start of this year.
I finish college in six weeks and am keen to find a job rather than carry on with further full-time study. I could start any part time work or training sooner as many of my classes are finishing and most of my assignments are done. I look forward to hearing from you.
Yours faithfully, Jack Goodwin
" Useful Phrases for Formal Letters "
Starting
We are writing you with reference to (the above order).
With reference to your advertisement/letter of 10 March……
We are pleased to have your inquiry of 25 of July….
We acknowledge the receipt of your letter dated 12 April …..
With reference to your letter inquiring about…
With reference to our telephone conversation yesterday (about…),…
We wish to remind you that…..
I am writing this letter to request the cancellation of……..
I am writing this letter to complain in the strongest terms about the poor service that I have received from your company.
Action
Please advise us as soon as the…….
Please open a ………….in favour of (name of the company)……….
Payment can be made on any basis acceptable to you.
Could you please supply us with information about the company's standing.
We have been informed (by one of our clients) that……….
We regret to inform you, (however,) that….
Please accept our apologies for the inconvenience caused.
We must insist on…
Please note that the closing date/deadline for the ……… is 30 September, so will you please complete the attached forms and return them as soon as possible.
Any information you supply will be treated confidentially.
May we remind you that your statement is still outstanding.
Will you kindly balance your account promptly.
We are puzzled to have had no remittance from you.
You already have an overdraft of….
Please give the matter your immediate attention.
We will be left with no alternative but to (take legal action)… unless payment is received within the next seven days.
Our circumstances do not allow us to wait/to go on waiting any longer.
Please look into the matter.
We were dissatisfied to find that….
We shall have to terminate the contract.
On examination we have found…
We greatly appreciated your patience in this matter.
Enclosures and Attachment
We would be grateful if you could forward/send any further information (you may have) about…. (products and terms of payment/this case)
We will be pleased to supply any further information you require.
We are sending the herewith the……
We look forward to doing business to our mutual advantage.
We would like to make a decision on this as soon as possible.
In the meantime, we suggest that you call the ………
We hope to meet your requirements.
Please send us by return the terms and conditions on …………..
For purposes of quick contact a reply by telephone would be appreciated.
We look forward to the opportunity of being at your service.
Could you please let us know in your earliest convenience whether the above terms and conditions are acceptable for you.
We hope that the matter will be settled to our mutual satisfaction.
We very much hope that you will be able to…..
I would be grateful if you could spare me a few minutes.
As our demand/request/issue is very urgent, a quick answer would be appreciated.
Would you (also forward details of charges)………. at your earliest convenience?
I should/would be pleased if you could send me …….
We trust/hope you will find this condition acceptable.
If there is any other information you need, please do not hesitate to contact us at the above e-mail address.
Thanking you in advance.
I would be most grateful if you would reply as soon as possible so that this matter can be resolved to everyone's satisfaction.
