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How to write a formal letter

HOW TO WRITE A FORMAL LETTER The Salutation • Dear Personnel Director, ( If this is the title) • Dear Sir or Madam: (use if you don't know who you are writing to) • Dear Dr, Mr., Mrs., Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with – VERY IMPORTANT use Ms for women unless asked to use Mrs. or Miss) • Dear Frank: (use if the person is a close business contact or friend) The Reference • With reference to your advertisement in the Times, (your letter of 23 rd March, ) • (your phone call today,) (Thank you for your letter of March 5th. The Reason for Writing I am writing to… • inquire about • apologize for • confirm Requesting • Could you possibly? • I would be grateful if you could Agreeing to Requests • I would be delighted to Giving Bad News • Unfortunately • I am afraid that Enclosing Documents • I am enclosing • Please find enclosed • Enclosed you will find Closing Remarks • Thank you for your help • Please contact us again if we can help in any way. • there are any problems. • you have any questions. Reference to Future Contact I look forward to... • hearing from you soon. • meeting you next Tuesday. • seeing you next Thursday. The Finish Yours faithfully, (If you don't know the name of the person you're writing to) Yours sincerely, (If you know the name of the person you're writing to) Best wishes, Best regards, (If the person is a close business contact or friend) Sample Letter Here is a sample letter using some of these forms: October 11, 2010 Eduardo Coello Sales Manager Beef Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr. Coello: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x sirloin Deluxe Ref. No. 856 The order will be shipped within six hours via UPS and should arrive at your store in about 10 hours. Please contact us again if we can help in any way. Yours sincerely, Michael Highlands Director of Mike’s Beef House