A formal letter is written for an official or professional purpose. You may need to contact a company, a local council, a school, an organisation or a person you do not know personally.
- ask for information;
- request help or action;
- make a complaint;
- apply for a course, a volunteering opportunity or a job;
- express your opinion about an important issue;
- suggest a solution to a problem.
1. Before you begin, answer four questions:
- Who will read my letter?
- Why am I writing?
- What details does the reader need to know?
- What response or action do I expect?
Your answers will help you decide which information to include and how formal your language needs to be.
2. Follow the layout
A formal letter has a clear visual structure.
A formal letter has a clear visual structure.
Your address
Town or city
Postcode
Date
Recipient’s name or job title
Organisation
Recipient’s address
Town or city Postcode
Dear Sir or Madam,
Paragraph 1: Explain why you are writing.
Paragraph 2: Give the most important details.
Paragraph 3: Explain what action or response you expect.
Yours faithfully,
Your signature
Your full name
3. Choose the correct greeting and closing phrase
The ending of your letter depends on whether you know the recipient’s name.
The ending of your letter depends on whether you know the recipient’s name.
When you do not know the person’s name:
begin with: Dear Sir or Madam,
end with: Yours faithfully,
end with: Yours faithfully,
When you know the person’s name:
begin with the person’s title and surname: Dear Mr Wilson, / Dear Dr Green,
end with: Yours sincerely,
end with: Yours sincerely,
Use "To whom it may concern" when you do not know the name of the person who will read the letter. It is suitable when the letter may be read by different people or when it is not addressed to one specific recipient. A letter beginning with "To whom it may concern" usually ends with: Yours faithfully,
4. Organise your ideas into paragraphs
A formal letter is easier to understand when each paragraph has a clear purpose.
Useful expressions:
I am writing to enquire about ...
I am writing to request ...
I am writing to express my concern about ...
I am writing to complain about ...
I am writing in response to ...
I am writing to suggest ...
Useful linking words and expressions:
Firstly, ...
In addition, ...
Furthermore, ...
For example, ...
As a result, ...
This means that ...
One possible solution would be to ...
Useful expressions:
I would be grateful if you could ...
I would appreciate it if you could ...
I kindly ask you to consider ...
I hope that appropriate action will be taken.
I look forward to receiving your response.
Thank you for considering my request.
A formal letter is easier to understand when each paragraph has a clear purpose.
Paragraph 1: State your purpose. Tell the reader why you are writing. Do not begin with a long introduction.
I am writing to enquire about ...
I am writing to request ...
I am writing to express my concern about ...
I am writing to complain about ...
I am writing in response to ...
I am writing to suggest ...
Paragraph 2: Give the necessary details. Explain the situation clearly. Include relevant facts, examples, dates or reasons.
Firstly, ...
In addition, ...
Furthermore, ...
For example, ...
As a result, ...
This means that ...
One possible solution would be to ...
Paragraph 3: Explain what you expect. Tell the reader what you would like them to do next.
I would be grateful if you could ...
I would appreciate it if you could ...
I kindly ask you to consider ...
I hope that appropriate action will be taken.
I look forward to receiving your response.
Thank you for considering my request.
5. Use formal language
A formal letter should sound respectful and professional. Avoid language that is common in casual conversations or messages to friends. You studied the difference between formal and informal tone earlier in Form 10. Pause for a moment here and revise: Non-Fiction and Style: Choosing the Right Text and Tone
A formal letter should sound respectful and professional. Avoid language that is common in casual conversations or messages to friends. You studied the difference between formal and informal tone earlier in Form 10. Pause for a moment here and revise: Non-Fiction and Style: Choosing the Right Text and Tone
Read a Model Formal Letter
18 Meadow Lane
Greenford
GF4 8PL
30 May 2026
The Environmental Services Manager
Greenford Town Council
25 Market Square
Greenford
GF1 2AB
Dear Sir or Madam,
I am writing to express my concern about the limited number of recycling bins in Meadow Park. The park is visited by many residents, particularly during weekends and school holidays, but there are currently very few places where visitors can sort their rubbish correctly.
As a result, plastic bottles, cans and food packaging are often placed in general waste bins. Some rubbish is also left on the ground when the bins become full. This creates an unpleasant environment and reduces the amount of waste that can be recycled. One possible solution would be to install clearly labelled recycling bins near the main entrance and the picnic area.
I would be grateful if the council could consider improving the recycling facilities in the park. Thank you for considering my suggestion. I look forward to hearing from you. Contact me by email at emma.carter@email.com if you require any further information.
Yours faithfully,
Emma Carter