Formal letter writing

• Engels
• Middelbare school
• vwo
• Leerjaar 4

Intro: Formal letter writing

What Can You Use a Formal Letter For?

Requests: Asking for information or assistance.

Complaints: Reporting a problem with a service or product.

Applications: Applying for a job, program, or scholarship.

Information: Sharing important details.

Structure of a Formal Letter

Your Address

Recipient's Name and Address

Date

Salutation

Introduction

Body Paragraphs

Closing Paragraph

Closing Sentence

Signature and Name

1) Your Address 

Use the Dutch address format (Nederlandse adresindeling aanhouden):

Example:

Hoornselaan 10

1442 AX Purmerend

The Netherlands

2) Recipient's Name and Address

Include their name if you know it.

Mr Peter Jones

Town Hall

14 Crescent Road

Bristol BS1 5UH

Great Britain

3)Date

Write the full date:

British English:

19 November 2024

(Day Month Year, no commas)

Avoid abbreviations!

Write the full date.

American English:

November 19, 2024

(Month Day, Year, with a comma after the day)

4)Salutation (Aanhef)

If you know their name: Dear Mr Jones,

If you don’t know their name: Dear Sir/Madam,

Introduction

State the purpose of your letter.

Example:

I am writing to request information about your upcoming events.

Body paragraphs

Provide details or elaborate on your request/message. Start with your main point. One to three paragraphs is enough.

Background information

Example:

Could you please provide the schedule for the upcoming events?

In short:

Introduction = Brief statement of purpose.

Body Paragraphs = Detailed explanation or arguments supporting your request or purpose.

Closing Paragraph

Summarize your request, express appreciation, and do not  introduce new information.

Example:

Thank you for your assistance. I look forward to your response

Closing Sentence (Afsluitende Zin)

End politely.

Yours sincerely, (if you know the name)

Yours faithfully, (if you don't know the name)

Signature and Name 

Sign your letter and write your full name.

Example:

[Your signature]

Jake Brown

What are things you should avoid when writing a formal letter?

Important Rules for Writing a Formal Letter

• Align everything to the left: No indentation is needed.
  
• Spacing: Leave a blank line between sections.
  
• Formal language: Avoid contractions (do not instead of don’t).
  
• Polite tone: Use phrases like Could you please and I would appreciate it if you could...
  
• Month of the year: Always capitalize the month (e.g., November, not November).
• Use "I" instead of "i": Always capitalize the pronoun "I."

How to Enhance Your Writing?

Use Connecting Words

1. To Add Information:

Furthermore

Moreover

Additionally

2. To Compare or Contrast:

However

On the other hand

In contrast

3. To Give Examples:

For example

Such as

In particular

4. To Show Cause and Effect:

Therefore

As a result

Hence

5. To Summarize or Conclude:

In conclusion

To sum up

Overall

6. To Emphasize a Point:

Indeed

Especially

Above all

How should you begin a formal letter if you do not know the recipient's name?

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Mini Exercise: Formal Letter

You were unhappy with the service at a hotel. Write the salutation and the introductory paragraph of a formal letter to the hotel manager requesting a refund.

Start with the correct salutation (if you know the name or not).
Write a brief introductory paragraph stating the purpose of your letter.