Formal Letters
Learn to write professional formal letters in English.
Letter Format
[Your Address]
[City, Postcode]
[Date]
[Recipient's Name]
[Company Name]
[Address]
[City, Postcode]
Dear [Mr./Ms. Surname],
[Opening paragraph - state your purpose]
[Body paragraphs - details and information]
[Closing paragraph - call to action]
Yours sincerely,
[Your signature]
[Your typed name]Greetings and Sign-offs
| Greeting | Sign-off | When to use |
|---|---|---|
| Dear Mr./Ms. [Name] | Yours sincerely | You know the person’s name |
| Dear Sir/Madam | Yours faithfully | You don’t know the name |
| To Whom It May Concern | Yours faithfully | Very formal, no specific person |
Useful Phrases
Opening:
- I am writing to apply for…
- I am writing with reference to…
- I wish to enquire about…
Body:
- I would like to bring to your attention…
- Please find enclosed…
- I would be grateful if you could…
Closing:
- I look forward to hearing from you.
- Please do not hesitate to contact me.
- Thank you for your consideration.
The sincerely/faithfully rule is a classic British English convention: “Yours sincerely” when you know the person’s name (Dear Mr. Smith), “Yours faithfully” when you don’t (Dear Sir/Madam). In American English, “Sincerely” or “Best regards” are used regardless. Always type your name below your signature — handwriting alone is not sufficient in formal correspondence.
Types of Formal Letters
| Type | German | Purpose |
|---|---|---|
| Cover letter | Anschreiben | Job applications |
| Complaint letter | Beschwerdebrief | Report problems |
| Request letter | Anfrageschreiben | Ask for information |
| Resignation letter | Kündigungsschreiben | Leave a job |