A letter is a hand-written, typed or printed communication which may require a response.

  • Sender’s address. Write the sender’s address in the top right-hand corner of the page.

  • Recipient’s name, position and address. If you include the recipient’s address, write this on the left-hand side of the page. The first line should be level with the last line of the sender’s address. Use any professional title the recipient has used in previous correspondence. Otherwise, write the recipient’s full name without Mr or Ms.

    Exemple correcte Janice Farrell
    The Organising Committee
    Centre for Educational Research
    The Fairborn Exchange
    M13 4XL

  • Date. Write the date on the right-hand side of the page below the sender’s address. Do not write the name of the town or city from which the letter is sent.

    Exemple correcte 17 November 2021

  • Salutation. Salutations most frequently begin with Dear and end with a comma.

    • When the letter is informal, follow Dear by a first name.

      Exemple correcte Dear Mark,
      Dear Lucy,

    • When the letter is formal, follow Dear by Mr or Ms and the recipient’s family name.

      Exemple correcte Dear Mr Jones,
      Dear Ms Benway,

      When you do not know the recipient’s name, use the phrase Dear Sir or Madam followed by a comma.

    • When the letter is addressed to a group of people, follow Dear by a common noun.

      Exemple correcte Dear student,
      Dear colleague,

    • You can follow Dear by a capitalised noun to denote the recipient’s position.

      Exemple correcte Dear Coordinator,
      Dear Head of Studies,

  • Body. The body of the letter should convey the information in a direct style and be paragraphed appropriately.

    The following phrases may be useful in both letters and e-mails.

    In reply to…
    With reference to…
    I am writing to enquire about…
    I am writing to inform you of…
    I was happy to learn that…
    I was sorry to hear that…
    I would be grateful if…
    I would appreciate it if…
    I am pleased to announce that…
    You will be happy to learn that…
    I regret to inform you that…
    I am sorry to say that…
    You are advised to…
    You are requested to…
    Please do not hesitate to…
    Please feel free to…
    I look forward to…
    I am looking forward to…

  • Close. The close is a formulaic way of ending a letter. Capitalise the first word and follow the last word with a comma. Leave some extra space above and below the close.

    Exemple correcte Sincerely, [formal close]

    Exemple correcte Kind regards, [informal close]

  • Signature line. The signature line consists of the signature followed by the sender’s printed name. If appropriate, write the sender’s position below the printed name.

    Exemple correcte Imatge sense text alternatiu definit

    Laverne Forner
    Staff Week Coordinator

Model 1: giving information

Model 1Word


Model 2: asking for information

Model 2Word

Darrera actualització: 19-1-2022
Impressió del capítol | Impressió de la pàgina
Recommended citation:
«Letter» [en línia]. A: Criteris de la Universitat de Barcelona (CUB). Style Guide. Barcelona: Universitat de Barcelona. Serveis Lingüístics. <http://www.ub.edu/cub/criteri.php?id=2605> [consulta: 26 gener 2022].