© Boardworks Ltd 20031 of 16

Letter Writing

This icon indicates that detailed teacher’s notes are available in the Notes Page.

For more detailed instructions, see the Getting Started presentation.

This icon indicates the slide contains activities created in Flash. These activities are not editable.

© Boardworks Ltd 20032 of 16

We write many different types of letters, varying our style to suit our purpose.

This unit will take you through the necessary layout and style for a formal business letter and will then look at the different language which is appropriate for a casual letter to a friend.

Types of letters

How many types of letters can you think of?

© Boardworks Ltd 20033 of 16

Formal or informal?

© Boardworks Ltd 20034 of 16

As we have seen, many everyday letters require a formal style and layout. So you need to be able to write formal letters properly.

Do you know how to layout a formal letter?

What sort of paper would you use to write a formal letter?

A formal letter requires formal paper: stick to plain white A4 size paper and you cannot go wrong.

Would you handwrite a formal letter or use a computer?

Many people choose to word-process letters in formal situations, but if you are writing by hand, remember that you want the person receiving it to be able to read it. A scruffy letter will create a bad impression.

Formal letters

© Boardworks Ltd 20035 of 16

The rules for the layout of formal letters are slightly different depending on whether or not you are typing them out on a computer.

We shall look first at the layout for a word-processed letter, then at what you do if you are writing by hand.

Formal letters

Do you know what the differences are?

© Boardworks Ltd 20036 of 16

14 White StFarhamShortbridgeWest MidsSB19 2QN

What do you write first?Your address

top right.

The recipient’s address on the left and below your address.

The Grange HotelBeach StreetWilmertonDevonTG24 8BF

The date in full on the

right, below the second

address.Friday 23rd May 2003“Dear…” on the left, below the level of the date.

Dear Sir/MadamBelow “Dear..” on the left. I should like to ...

We shall be arriving... After “Dear Sir/Madam” use “Yours faithfully”.

Yours faithfully

Jane Smith

Leave a linebetweenparagraphs

A word-processed letter

© Boardworks Ltd 20037 of 16

14 White StFarhamShortbridgeWest MidsSB19 2QN

The Grange HotelBeach StreetWilmertonDevonTG24 8BF

Friday 23rd May 2003

Dear Mrs Wilson

I should like to ...

We shall be arriving...

Yours sincerely,

Jane Smith

What do you notice about this version of the letter which is different from the one on the previous slide?

A letter that starts with a name, always ends with “Yours sincerely”. Name used

“sincerely” not “faithfully”

© Boardworks Ltd 20038 of 16

Your address and the date are in the same place, but punctuated. The address is set out on a slant.

14, White St,Farham,

Shortbridge,West Mids,

SB19 2QN

The recipient’s address is set out the same way.

The Grange Hotel,Beach Street,

Wilmerton,Devon,

TG24 8BFFriday 23rd, May 2001

“Dear Sir/Madam” needs a comma after it.

Dear Sir/Madam,Start the letter below the end of “Dear …”

I should like to ...Line up all paragraphs with the first one.

We shall be arriving...

Yours faithfully,

Jane Smith

A handwritten letter

Sign off as before, but in the centre of the page.

© Boardworks Ltd 20039 of 16

no contractions: can’t, shouldn’t, won’t, I’m ….

no abbreviations: etc., e.g., info. ….

no slang

always keep it polite: “I should like…” not “I want…”

always use full sentences

always use correct grammar

always write out numbers in words (apart from dates).

Appropriate language

Formal letters should be written using appropriate language:

© Boardworks Ltd 200310 of 16

4 Tile HillRodingBucksW65 3MGThe Manager

Quickshop3 High StreetRodingBucksW65 7HV Monday 3rd June 2001Dear Sir/Madam

The other day I got a thing of prawns at your shop. The top ones were O.K., but the ones at the bottom were really manky. Dead funny colour too. I’ve shopped at your place quite a while now, but you won’t catch me coming there again after this. They was seriously off! I ain’t risking getting food poisoning for no-one.

Yours ever

Sarah Hall

How NOT to complain formally

Find all the things which are wrong with this letter.

© Boardworks Ltd 200311 of 16

4 Tile HillRodingBucksW65 3MGThe Manager

Quickshop3 High StreetRodingBucksW65 7HV Monday 3rd June 2001Dear Sir/MadamI purchased a packet of fresh prawns from your supermarket on Saturday. On opening the pack, I discovered that while the prawns which were visible were in good condition, those at the bottom of the packet were an unpleasant brown colour.

I have been a regular customer at your shop for several years. However, if this is to be the standard of the produce sold there, I shall take my custom elsewhere in future.

Yours faithfully

Sarah Hall

How to complain formally

© Boardworks Ltd 200312 of 16

Write the reply from the manager of Quickshop to Ms Hall. The manager’s name is Tariq Iqbal. Remember that your aim is to keep this customer, not to lose her, so you need to be polite… no matter what you really think of her complaint!

Activity

Now look at the situations on the next two slides. You are given information about two completely different situations which require a formal letter. Try to put your skills into practice, remembering that both layout and language are important.

© Boardworks Ltd 200313 of 16

Respond to this advertisement.

You would like to take your family of five (two adults and three children, including a baby of nine months) on holiday to Polneath for 17 days arriving on July 28th. If possible, you would like to all be in one room and you would prefer a sea view.

Activity

We’re a small family-run hotel. We have 8 rooms, including 2 family rooms. Cots are available on request. Lovely atmosphere, children very welcome. Sorry no pets. Beach is 2 mins walk away. Sea views from most rooms. Sunnyside Hotel, Cross St. Polneath, Cornwall PA31 8QN.

© Boardworks Ltd 200314 of 16

Write expressing an interest in the job.

Imagine you are sixteen. Ask about hours, duties and pay. Tell the landlady that you have experience of kitchen work at The Yew Tree public house in Kelmdon. Mr James Whitham, the landlord, will give you a reference.

Activity

Wanted young person (16+) to work in The Red Lion pub as waiter/waitress and kitchen assistant.

Apply to Rose Harrold, landlady.

© Boardworks Ltd 200315 of 16

These require less thought than formal letters as there are far fewer rules to remember.

In general you should put an address and a date at the top of your letter as you do for formal letters. However, this may at times be inappropriate, for example in a note to the milkman. Apart from that, you may express yourself more casually when writing to a friend, and you can let yourself be more descriptive if that is appropriate. You may use slang and abbreviations, but do remember that the person receiving the letter has to be able to follow what you are saying… or you have defeated the whole purpose of writing letters in the first place: communication!

Casual letters

© Boardworks Ltd 200316 of 16

Choose and write two letters from the list below.

A letter to a cousin, describing a recent summer holiday.

A letter to a friend inviting him/her to a party (give details).

A letter to a friend explaining why you can’t go to his/her party.

A letter to a friend finalizing arrangements for a surprise you are organizing.

Casual letters