How to Write a Formal Letter in English
Layout, opening lines, paragraphs and sign-offs for complaints, applications and requests, with a model and a checklist.
Formal letters and emails are written to people you don't know personally or to organisations: a company, a council, a school, a landlord, an employer. They need a clear purpose, polite language and a predictable structure.
The structure
- Greeting: Dear Mr Collins, (name known) or Dear Sir or Madam, (name unknown).
- Reason for writing: one or two sentences. I am writing to complain about…
- Details: one paragraph for each main point, with facts (dates, numbers, names).
- Request or action: what you want the reader to do.
- Closing line: I look forward to hearing from you.
- Sign-off: Yours sincerely (name known) or Yours faithfully (name unknown), then your full name.
Opening lines by purpose
| Purpose | Opening |
|---|---|
| Complaint | I am writing to complain about… |
| Request for information | I am writing to enquire about… |
| Application | I am writing to apply for the position of… advertised on… |
| Response | I am writing in response to your letter of… |
| Suggestion | I am writing to suggest… |
Polite requests
- I would be grateful if you could…
- Could you please let me know…?
- I would appreciate it if…
- Would it be possible to…?
Formal language, not complicated language
I would like to request clarification regarding the aforementioned matter at your earliest convenience.
Could you please explain the new timetable as soon as possible?
Formal means polite and precise. It doesn't mean long words.
Checklist
- No contractions (I am, not I'm).
- No slang or exclamation marks.
- One purpose per paragraph.
- A clear request at the end.
- The right sign-off for your greeting.
Practise: IELTS complaint about road works, B1 complaint email, C1 letter to the editor.
Quick practice
Fill in the gaps, then check.
- If you know the name, start "Dear Ms Brown," and end "Yours ,"
- If you don't know the name, start "Dear Sir or Madam," and end "Yours ,"
- "I am writing complain about the service."
- "I would be grateful you could reply soon."
- Avoid contractions: write "I am" instead of "".