Saturday, October 15, 2011

Formal Letter for SPM

Tips Skema Soalan UPSR / PMR / SPM

Writing a formal letter


WRITING a formal letter can be difficult for some students but with the right guidance and some practice it can be made easy.

When writing a formal letter, you must pay attention to the format/layout of the letter. Besides, you must also keep it short and to the point.

Also, make sure your points or ideas are well-presented. Most importantly, pay attention to the tone and language. A formal letter must be polite.

There is no need to be rude even if you are expressing your unhappiness or dissatisfaction. Remember, you should not use informal language or contractions in a letter of this nature.

These days there are several formats available for writing formal letters but we will only look at the format which is used in Malaysian government departments and taught in the Malaysian school system.

Guidelines for Writing a Formal Letter

1. Your address
  • Your address should appear on the
  • left-hand corner.
2. A horizontal line across the page sepa rates your address from the recipient’s address.
3. Address of the person to whom you are writing
  • The recipient’s address should be
  • below your address.
  • The postcode and name of the town should be underlined.
4. Date
  • The date is written on the right along the same line as the last line of the recipient’s address.
  • The month should be spelt out (i.e. it should be in words, not numbers). It must be written in full (do not use abbreviations such as Sept) and in capital letters.
5. Salutation/Greeting
  • If you know the name of the recipient, then do use his surname (Dear Mr Tan)
  • If you do not know the name of the person to whom you are writing, then use Dear Sir or Madam
6. Subject heading
  • The subject heading gives the reader an idea what the letter is about.
  • Write the subject heading directly below the salutation and it should be underlined
7. The body of the letter
  • The body of the letter refers to the contents of your letter.
  • It should be divided into short and clear paragraphs.
  • All paragraphs should be numbered except for the first and last paragraphs.

a. In the first paragraph, you should state the reason for writing (whether it is to inform, to complain, to invite etc).

b. From the second paragraph onwards, you should include information that is deemed necessary, depending on what you are writing about.

The number of paragraphs depends on what you are writing.

c. In the last paragraph, state what you expect from the recipient. This is usually in the form of an action or response. It is a common practice to end a formal letter with phrases such as I look forward to hearing from you or I hope prompt action will be taken to solve this problem.

A note of thanks is usually included
  • Remember to organise the information in a clear and logical manner.
  • Also, do not write lengthy paragraphs.
8. Ending
  • You can end the letter by writing “Yours faithfully”.
  • In practice, we usually use “Yours
  • sincerely”, if we know the recipient but for exam purposes I would advise you to use only “Yours faithfully”.
9. Signature
Do not forget to sign the letter and write your name below it in capital letters with in brackets.

Above is a letter of job application. The numbers refer to the notes above.

Selamat Maju Jaya

Source :


Anonymous said...

thank you so much.

A H Rahmat said...

You're welcome

Anonymous said...

This is a very nice sample,tips and guidelines on how write a formal letter.Thanks for sharing it with us.I'm pretty sure a lot of people out there will find this blog of yours very helpful.

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A H Rahmat said...

I believe in sharing is caring....

Anonymous said...

Thank you! This is a very helpful tutorial! Easy to read and comprehend everything.

Anonymous said...

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And he actually ordered me dinner due to the fact that I discovered it for him.

.. lol. So let me reword this.... Thanks
for the meal!! But yeah, thanks for spending the time to talk
about this subject here on your blog.

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