The Formal Letter
Identify and describe how texts are structured differently depending on their purpose and how language features vary in texts.
A formal letter is marked on two things: whether it looks right, and whether it sounds right. The layout is worth real marks on its own, and it never changes — so learn it once.
Method
Format is not decoration
A well-written letter in the wrong layout loses more than a plain letter in the right one.
Match the greeting to the ending
Dear Sir/Madam ends Yours faithfully. Dear Mrs Patel ends Yours sincerely. Mixing them is a standard error.
No contractions, no slang
Write do not, not don't. Write I am writing to complain, not I'm pretty annoyed.
Worked example
e.g. Write a letter to your local council asking them to repair the netball court at the community centre.
- Your own address, top right. No name above it.14 Rowan Street
Ashgrove QLD 4060 - The date, under your address.3 August 2026
- The receiver's name and address, on the left, lower down.The Facilities Manager
Ashgrove Council
2 Civic Place - The greeting, on the left.Dear Sir/Madam
- A subject line, underlined or in bold.REQUEST FOR REPAIRS TO THE NETBALL COURT
- Paragraph 1 — why you are writing. One sentence.I am writing to request repairs to the netball court at the community centre.
- Paragraph 2 — the detail. What is wrong, and what proof you have.Two of the surface panels have lifted, and a player was injured on 12 July.
- Paragraph 3 — what you want to happen, and by when.I would be grateful if the surface could be inspected before the season begins in September.
- The ending, matched to the greeting.Yours faithfully
- Your full name, printed.Aisha Nkomo
Practice
These are the errors that cost marks most often.
1
A letter opens Dear Mr Douglas and closes Yours faithfully. What is wrong?
AnswerThe ending does not match. Once you know the person's name you must close Yours sincerely. Yours faithfully is only for Dear Sir/Madam.
2
Rewrite this in a formal register: Hi there, I'm writing cos the court is a mess and it's not good enough.
AnswerDear Sir/Madam, I am writing to express my concern about the condition of the netball court, which I believe is no longer safe for use.
3
You have written a persuasive, well-argued letter but left out the subject line and the date. What is at risk?
AnswerThe format marks. In most marking schemes format is scored separately from content, so strong writing cannot make it back.
4
Why does the sender's address carry no name above it?
AnswerBecause your name goes at the bottom, under the sign-off. Putting it in both places is a common slip.