Sunday, 2 February 2014

Speakout Advanced p 125. Formal Letters

23, Oxford Road                               Cheltenham  Gloucestershire                GL50  4QZ
4th August 2013

The Manager                                                                                                                       
The Wise Owl Bookshop                                                                                             
Market Street                                                                                                                      Malvern                                                                                                                         
WR12   2PO

Dear Sir or Madam,
I was interested in your advertisement in today’s edition of the ‘Evening Mail’ and I would like to apply for the position of part-time sales assistant.
I am 19 years of age and have recently returned from six months’ travelling in the United States. I have ‘A’ levels in French and Art History and I have gained some work experience since leaving school, both as a waitress and as an assistant in a newsagent’s shop.
My reason for applying for this position is that I hope to go to university next year and I would like to combine part-time work with studying for a further ‘A’ level. I feel that the work would be very interesting and that I would enjoy the opportunity to meet people and help them with their enquiries.
I would be free to attend for interview on any day after 11 a.m.

Yours faithfully,

Hazel Smith (Ms)


Write Dear + the person’s name, if you know it (Dear Mrs Smith). If not, begin Dear Sir (for a man), Dear Madam (for a woman), or Dear Sir or Madam (if it could be either). Don’t use a title like Dear Manager.
In the first paragraph, clearly state your reason for writing. Use the middle paragraph to explain the details, beginning a new paragraph for each main point. In the final paragraph, sum up and/or say what action you want to be taken.

When is it okay to use To Whom It May Concern?

Let’s say you’re writing a letter of recommendation for a colleague. He’s going to be making multiple copies to hand out at interviews, and those letters are meant to be seen by anyone interested in hiring him. In this case, because the correspondence is generally considered formal, and because there’s no single specific addressee or department, To Whom It May Concern works.
Some cases where To Whom It May Concern is appropriate:
  • Letters of recommendation/reference
  • Formal complaints lodged with a company
  • Letters of introduction
Always format “To Whom It May Concern” with a capital letter at the beginning of each word. Follow it with a colon. Double-space before you begin the body of your letter:
To Whom It May Concern:
I am writing to file a complaint about the service I received during my November 15 visit to your store.

Don’t forget! If you began with a person’s name, e.g. Dear Mrs Blake, you must end with Yours sincerely, not Yours faithfully,. These endings are followed by a comma.

First make it clear which job you are applying for, and mention where you saw the advertisement, and when. Give all the necessary information about yourself (including age, qualifications, past employment and other experience). Say why you are particularly interested in the job, and what you have to offer. Use a new paragraph for each main topic. It may also be useful to mention when you would be available for an interview:
·         I was interested in the advertisement in (newspaper/magazine) on (date) and I would like to apply for the post/ position of (job title).
·         I am 21 years of age and I have a Diploma in Business Administration.
·         My reason for applying is that I am interested in tourism and I would like to be able to use my foreign languages.
·         I would be happy/able to attend an interview at any time which is convenient to you.

Explain why you are apologising and what the reasons were for your behaviour. If possible, offer to make up in some way (e.g. by paying for the damage) and/or promise that the problem won’t happen again:
·         I am writing to apologise for the things I said at our last meeting/losing my temper
·         I would like to say how sorry I am about the trouble I have caused/that you were disturbed.
·         The reason I missed the meeting was that my car broke down.
·         Please let me know how much it cost and I will gladly replace it.
·         I assure you that this will never happen again.

State the subject of your complaint clearly in the first paragraph. Use the following paragraphs to give all the necessary details (including dates and times, the people involved, the inconvenience you’ve been caused, etc.). Try to be clear and factual rather than emotional. Use the final paragraph to say what action you want to be taken now:
·         I am writing to complain about a holiday I booked with your company.
·         I am writing to say that I am not satisfied with the standard of service at your restaurant.
·         I must insist that you refund the cost of the bill.
·         I must ask you to …

In the first paragraph, explain what information you need. If you are responding to an advertisement, mention where you saw this. Use extra paragraphs to mention any specific questions you would like to answer to:
·         I am writing to enquire about…
·         I was interested in your advertisement in ‘The Daily News’ and I would like to have further information about…
·         I would be grateful if you could send me full details of …
·         Could you send me your brochure/catalogue?
·         I look forward to hearing from you/receiving the information.

Introduce the topic and give details of any letter, article, book or TV programme you are responding to. Develop your argument in separate paragraphs and sum up in the final one:
·         I strongly disagree with/ I completely agree with Mr Smith’s letter, which appeared yesterday.
·         I was interested to read the article on immigration in Monday’s edition of your newspaper but I don’t think it gave all the facts.
·         I was horrified/shocked/disgusted to …
·         In my opinion there is far too much violence in television dramas these days.
·         In conclusion I feel/I believe …

You had a very bad meal at a restaurant recently. Write a letter complaining about the food and the service.

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