Practice
How to write a formal letter in English
A formal letter helps an official reader deal with a matter quickly. Its clear shape makes the purpose and next step easy to find.
Write a short formal letter in English with a clear purpose, suitable greeting, organised paragraphs, polite request, and closing.
Read and practice
Read the examples and try the written questions in this guide. Listening recordings are not available for this lesson yet.
Try the written questions
Yours sincerely /jɔːz sɪnˈsɪəli/
The short answer
Start with the reason for writing. Use a suitable greeting, explain the key facts in short paragraphs, state what you need, and finish with a polite closing and your name.
Dear Sir or Madam, I am writing to ask for a copy of my course certificate.
Why it works: The greeting fits when the writer does not know the reader's name, and the first sentence gives the purpose.
6 more examples
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Dear Ms Ahmed, I am writing about the invoice dated 12 May.
The writer says the subject in the opening sentence.
Not this:Hello,
there is a problem. What changes: This opening gives too little information. The reader cannot see which matter needs attention. -
I would be grateful if you could confirm the delivery date.
The sentence makes a clear, polite request.
Not this:
Tell methe delivery date now. What changes: The request may sound rude in an official letter. -
On 3 June, I paid £45 for a replacement card, but the card has not arrived.
A date and amount give the reader facts they can check.
Not this:I paid for it
a while ago, but it has not arrived. What changes: The time is unclear, so the reader may need to ask for more details. -
Could you confirm whether the appointment can be moved to Friday?
The final paragraph tells the reader the next action.
Not this:The appointment is
difficult for me. What changes: The reader knows about a problem but does not know what change the writer wants. -
Yours sincerely, Mina Patel
Use this closing after Dear Ms Patel or another greeting with a named person.
Not this:
Best wishes, Mina Patel What changes: This friendly closing may be too relaxed for an official letter. -
Yours faithfully, Mina Patel
Use this closing after Dear Sir or Madam when you do not know the reader's name.
Not this:
Yours sincerely, Mina Patel What changes: This is normally used when the greeting names the person, such as Dear Ms Ahmed.
Read the full guide
Use this guide when you need a clear letter for an official reader. Change the details to fit your own situation, but keep the useful order: reason, facts, request, and closing.
Plan the letter before you write
First, write a one-line note for yourself: why am I writing, and what do I need the reader to do? Gather the facts before you start. A date, reference number, payment amount, or document name can save the reader time.
Reason: ask the college to send my attendance letter.
Reference: student number 45721.
Date: I attended from September to December.
Deadline: I need the letter before 20 July.
Request: please send the letter by email.
Contact: [email protected].
Do not add every detail you know. Add the details that help the reader find the record and respond to the request.
Choose a greeting and closing that match
A greeting opens the letter. A closing ends it. The two need to match. If you know the reader's name, use Dear Mr, Ms, Mrs, or Dr with the surname. If you do not know the name, Dear Sir or Madam is a common choice.
Dear Mr Green,
Dear Ms Rahman,
Dear Dr Lewis,
Dear Sir or Madam,
Yours sincerely,
Yours faithfully,
Use Yours sincerely after a named greeting. Use Yours faithfully after Dear Sir or Madam. Write your full name below the closing.
State the purpose in the first paragraph
Say why you are writing in the first one or two sentences. This helps a busy reader understand the letter before they read the details. I am writing to is a useful opening for many official letters.
I am writing to complain about a damaged item in my order.
I am writing to ask whether there are places on the evening course.
I am writing to explain why I was absent on 8 June.
Use one purpose per letter when you can. If you have two requests, number them or put them in separate short paragraphs.
Give facts in a clear order
After the opening, give the facts the reader needs. A simple order is time, event, result. Keep each paragraph on one part of the matter. This makes it easier for the reader to check the information.
On 3 June, I paid for a replacement card online. The payment left my account the same day. I have not received the card or a delivery message.
Clear order: date, action, result. Less clear order: several dates and problems mixed in one long paragraph.
If you are making a complaint, stay calm and factual. Say what happened and include evidence you have, such as an order number or copy of a receipt.
Make the request easy to answer
The reader needs to know what you want next. Put your request in its own sentence near the end. You can ask for information, a correction, a refund, a new date, or a reply by a certain date.
Could you please send a corrected invoice by 15 June?
I would be grateful if you could confirm whether my application was received.
Could you confirm which documents I need to bring to the meeting?
A letter explains that a parcel was damaged. What should the final paragraph say?
Ask for a clear next step, such as a replacement, a refund, or instructions for returning the item.
Check the letter before sending it
Read the letter as the receiver. Can you find the purpose, facts, and request quickly? Then check the greeting and closing, names, dates, spelling, and any file you mention. A short check can prevent a long delay.
I have attached a copy of the receipt and the order confirmation.
Only include this sentence when the files are actually attached. If you post a paper letter, include copies when needed and keep the originals for yourself.
Before you go
Remember this
Give the reader a suitable greeting, explain why you are writing, include the facts they need, ask for a clear action, and finish with the right closing. Read the letter once before sending it.
Practice with the written examples
You can practice with the written questions in the Learn tab. Each answer includes an explanation.
Try the written questionsListening test not available yet
This lesson does not have the recordings needed for a listening test. Use the written questions in the guide to check your understanding.
Try the written questionsQuestions about "How to write a formal letter in English"
What is a formal letter in English?
A formal letter is written for an official situation, such as contacting a company, school, landlord, or public office. It uses a clear greeting, useful facts, a polite request, and a suitable closing.
Dear Ms Ahmed, I am writing about the invoice dated 12 May.
How do I begin a formal letter if I know the reader's name?
Use Dear with a title and surname, such as Dear Ms Rahman or Dear Mr Green. State why you are writing in the first paragraph, so the reader can understand the subject quickly.
Hello, there is a problem.
When should I use Yours faithfully?
Use Yours faithfully after Dear Sir or Madam when you do not know the reader's name. Use Yours sincerely after a greeting that includes the person's name, such as Dear Dr Lewis.
I would be grateful if you could confirm the delivery date.
What information should a formal letter include?
Include the reason for writing, the facts the reader needs, and the action you want. Dates, reference numbers, payment details, and document names can help when they are relevant to the matter.
Tell me the delivery date now.
How can I make a request sound polite in a formal letter?
Say exactly what you need with words such as Could you please, Please let me know, or I would be grateful if you could. Put the request near the end and include a date when you need a reply by a certain time.
On 3 June, I paid £45 for a replacement card, but the card has not arrived.
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