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Structure

A letter has a conventional structure with addresses at the top, an opening address using ‘Dear …’ and ending with a standard salutation such as ‘Yours sincerely’ (if you know the reader’s name) or ‘Yours faithfully’ (if you have started your letter ‘Dear Sir/Madam’). In a formal letter, the opening paragraph should outline the overall aim of the letter and the conclusion should summarise the main points. Each paragraph should link to the purpose.

Language

The language used will depend on the audience of the letter; if you are trying to persuade the recipient of a particular idea, then your language may be positive and upbeat in tone. If the letter is being used to make a complaint, the language is more likely to be formal, with emotive language to describe the experience or service.

Example

Here is an example of a job application letter. The writer’s overall purpose is to persuade the reader of their suitability for the role.

Dear Mr Hopkins,

I am writing in response to the recent advertisement for the position of sales assistant that has become available in your shop. I would like to be considered for the position.

I am currently working in a local coffee shop, where I am responsible for the service and distribution of food and drink to customers. I am a key holder for the premises, and my daily duties include taking orders, dealing with customer queries and managing the till takings at the end of the working day. I work as part of a small team to ensure that the needs of the customers are met.

Before working in the coffee shop, I spent several years working as a sales assistant in a bookshop. In this role, I gained extensive experience of organisation, stocktaking and meeting specific requests for customer orders. In this full-time role, I developed interpersonal skills and confidence within customer service.

In addition to this I can offer competent skills with Microsoft Office software and I am currently completing an evening course in accounting. I have included details of my GCSE qualifications in my attached CV.

Thank for you taking the time to read my application; I look forward to hearing from you.

Yours sincerely,

Marisa Ahmed

The opening paragraph outlines the purpose of the letter to the recipient. The writer then explains their previous experience in sales and refers to their qualifications to show that they are suitable. The closing paragraph refers back to the overall purpose, and assumes that the writer expects to hear from the recipient - this shows confidence.

Notice that formal language is used throughout.