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Year 10 English — Writing a formal letter

Write a letter to an official that names its business at once and keeps its language businesslike to the end.

Name: ________________________

Before you start

A formal letter with each of its blocks marked. Notice how far down the page the greeting comes, and how short the subject line is beside the body.

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  1. 1. Your own address
  2. 2. The date
  3. 3. The officer's address
  4. 4. Salutation
  5. 5. Subject line
  6. 6. Body paragraphs
  7. 7. Sign-off and name

Everything above the greeting is addresses and dates. The letter itself does not begin until the body.

  1. 1.You are writing to the municipal officer about waste that is no longer being collected. Which closing sentence is best?

    • a) I hope you will do something about it.
    • b) That is all I have to say on the matter.
    • c) I request that you arrange for collection to resume without further delay.
    • d) Please look into it whenever you happen to have time.

  2. 2.Sort each sentence from a complaint letter by what it is doing.

    Groups: States a fact · Asks for action

    • May I request an early reply.
    • The lane is unlit after seven in the evening.
    • Three complaints have already been made.
    • Kindly arrange for an inspection this week.
    • I request that you have it repaired.
    • The gate has been broken since Monday.

  3. 3.Sort each sentence by whether its language suits a formal letter.

    Groups: Suits a formal letter · Too informal

    • Write back soon, okay?
    • It's been going on for ages now.
    • I just wanted to say something about this.
    • I am writing to draw your attention to the matter.
    • The problem has continued for three weeks.
    • I should be grateful for an early reply.

  4. 4.A formal letter spells its verbs out in full. Write "don't" as a formal letter would write it.

  5. 5.Put the steps of drafting a formal letter in the order you should do them.

    • First, name in one line what the letter is about.
    • Then set out the details, in the order they happened.
    • Finally, say clearly what you are asking the reader to do.
    • Next, say in the opening sentence why you are writing.

  6. 6.Match each part of a formal letter to what it holds.

    • Subject line
    • Salutation
    • Opening paragraph
    • Middle paragraph
    • Closing paragraph
    • Sign-off
    • The action you are asking for
    • The polite phrase before your name
    • The greeting to the reader
    • One line naming what the letter is about
    • The reason for writing
    • The details of the matter

  7. 7.What should the first sentence of a formal letter do?

    • a) Say why you are writing
    • b) Describe the weather that week
    • c) Apologise for taking up any time
    • d) Ask after the reader's family

  8. 8.A formal letter avoids short forms. Write "we can't" out in full, in two words.

Answer key — Year 10 English — Writing a formal letter

  1. 1. c) I request that you arrange for collection to resume without further delay.
  2. 2. The gate has been broken since Monday. → States a fact; Three complaints have already been made. → States a fact; The lane is unlit after seven in the evening. → States a fact; I request that you have it repaired. → Asks for action; Kindly arrange for an inspection this week. → Asks for action; May I request an early reply. → Asks for action
  3. 3. I am writing to draw your attention to the matter. → Suits a formal letter; I just wanted to say something about this. → Too informal; The problem has continued for three weeks. → Suits a formal letter; It's been going on for ages now. → Too informal; I should be grateful for an early reply. → Suits a formal letter; Write back soon, okay? → Too informal
  4. 4. do not
  5. 5. 1. First, name in one line what the letter is about. 2. Next, say in the opening sentence why you are writing. 3. Then set out the details, in the order they happened. 4. Finally, say clearly what you are asking the reader to do.
  6. 6. Subject line → One line naming what the letter is about; Salutation → The greeting to the reader; Opening paragraph → The reason for writing; Middle paragraph → The details of the matter; Closing paragraph → The action you are asking for; Sign-off → The polite phrase before your name
  7. 7. a) Say why you are writing
  8. 8. we cannot