Writing a Letter

Purpose

A formal letter is used for official written communication between individuals or organisations. Letters may:

• Complain — raise an issue with a business, authority, or service provider
• Request — ask for information, action, or assistance
• Apply — submit an application for a job, programme, or opportunity
• Persuade — argue a position or advocate for a course of action

Structure

• Sender's Address — your full postal address, top left; no name here
• Date — written in full below the sender's address
• Recipient's Address — recipient's full name (if known), title, organisation, and address
• Salutation — Dear [Title] [Surname]: — colon for formal, comma for informal
• Opening Paragraph — state the purpose directly; no filler openers
• Middle Paragraph(s) — supporting details, evidence, or elaboration
• Closing Paragraph — your specific request, next steps, or how to reach you
• Complimentary Close — Yours sincerely (name known) / Yours faithfully (name unknown)
• Signature and Name — your full name with title in brackets

Key Conventions

• Do not open with "I am writing this letter to…", "I hope this finds you well", or "My name is…"
• All text is left-aligned in block format — no paragraph indentation
• Use a colon after the salutation in formal letters; a comma in personal letters
• Yours sincerely when you know the recipient's name; Yours faithfully when you do not
• Your name never appears at the top — it goes at the end, after the signature
• Address format — Street → Town → Kingston (number, if applicable) → Parish. Only add the country when writing to someone abroad.