Formal Letter

Formal Letter Structure

Recipient's Address

Address Line 1

Address Line 2

Address Line 3

Date

2nd May 2012

Sender's Address

Address Line 1

Address Line 2

Address Line 3

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Dear [Recipient's Name/Sir/Madam],

In the first paragraph, state the purpose of the letter. Think of the tone: if you are asking for money, you will want to be persuasive. Ask yourself who will be reading the letter and keep this person in mind throughout. Avoid using contractions in formal writing, e.g., use 'do not' instead of 'don't'.

In the second paragraph, expand on the subject of the letter. Make sure you have made a plan and that there is a logical sequence to the paragraphs. When writing formal letters, skip a line before beginning each new paragraph.

In the third and subsequent paragraphs, continue to develop the theme of the letter, giving any facts that you think are relevant. Four or five points should be sufficient for the Leaving Cert letter. Remember to avoid slang, exaggeration, deeply personal anecdotes, and any remarks that may be racist, sexist, or otherwise prejudiced. Keep the tone as formal as possible.

The final paragraph is usually quite short, thanking the person for taking the time to deal with your complaint or consider your request. If you wish them to take some action on your behalf, this is the time to ask what they intend to do. You may also tell the recipient not to hesitate to contact you if they have any further queries.

Yours faithfully,

(if you have opened with Dear Sir or Madam)

Yours sincerely,

(if you have used the recipient's name at the start of the letter)

[Your Name]

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Using TAGS to Plan Your Response:

1. Topic: Identify key issues based on the exam question.
2. Audience: Usually a singular person, often in a higher position than the sender.
3. Genre: Ensure correct letter structure such as addresses, date, greeting, and sign-off.
4. Style: Maintain formality throughout; avoid slang, exaggerations, and offensive remarks.

How to Write a Formal Letter:

Title:

• Clearly indicate the topic of your letter.
• Example:

Concerns About the New Company Policy

Introduction:

• Begin with the correct form of address (e.g., "Dear [Recipient's Name/Sir/Madam],").
• State the purpose of your letter.
• Example:

"Dear Mr. Johnson, I am writing to share my concerns about the new company policy introduced last month."

Body Paragraphs:

• Develop your key points with supporting details, anecdotes, and evidence.
• Ensure each paragraph has a clear purpose and follows logically from the previous one.
• You should aim for about 3 key points and around 300 words.
• Example:

"The new policy has increased our workload without extra pay, which has lowered employee morale. Many of my colleagues feel more stressed and less satisfied with their jobs. Additionally, the lack of clear communication about the changes has caused confusion and frustration among the staff."

Conclusion:

• Summarise the main points of your letter.
• Reinforce the purpose and leave a strong final thought or call to action.
• Example:

"In conclusion, I ask that management reconsider the new policy or provide more support to help us manage the changes. Addressing these concerns will help improve morale and productivity. Thank you for your attention to this matter."

Closing:

• Use the appropriate formal closing phrase based on the recipient.
• Example: "Yours sincerely, [Your Name]" if the recipient's name is known.
• Example: "Yours faithfully, [Your Name]" if the recipient's name is unknown.

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Literary Techniques Used in a Formal Letter

Literary Technique	Description	Example
Clear and Concise Language	Use straightforward and precise language to communicate the message effectively.	"I am writing to express my concern regarding the recent policy changes."
Formal Tone	Maintain a respectful and professional tone throughout the letter.	"I respectfully request that you reconsider the decision."
Politeness and Courtesy	Use polite language to show respect and consideration for the recipient.	"Thank you for your time and attention to this matter."
Structured Format	Follow a clear structure with an introduction, body paragraphs, and a conclusion.	An introduction stating purpose, a body with details, conclusion summarising points.
Facts and Evidence	Use factual information and evidence to support arguments.	"According to the recent survey, 85% of employees are dissatisfied with the new policy."
Respectful Address	Address the recipient appropriately, using their title and last name if known.	"Dear Dr. Johnson,"
Formal Sign-Off	Use an appropriate formal closing phrase.	"Yours sincerely,"