Structure and formal language

Opening and closing

• Open with Dear Mr Lee, or Dear Sir/Madam,
• With a name → close Yours sincerely,; with Sir/Madam → Yours faithfully,
• Match the closing to the opening.

A formal opening and a casual sign-off are like a suit worn with beach sandals: the mismatch gets noticed first.

Clear paragraphs

• First paragraph: say why you are writing.
• Middle: your points, one idea each.
• Last paragraph: say what you would like to happen next.

Turning friendly phrases into formal ones

Formal language

• No short forms: write I am, not I'm.
• Use polite phrases: I would like to…, I am writing to…
• Keep sentences clear and complete.

First and last paragraphs do the heavy lifting

• First: "Dear Mrs Chen, I am writing to suggest a recycling scheme for our school." — the reason, in one line.
• The middle carries your points, one paragraph each.
• Last: "I would be grateful if you could consider this plan at the next meeting." — the action you want.
• Close the frame: a named reader → Yours sincerely, + your full name.