Letter writing

Question

Dear all, Can any one of you help me to write an official letter. the subject is I conducted a site inspection in an area. i want to give my boss the details of the area.

Anonymous · Accepted Answer

To begin with, you should follow a basic letter format with your address in the top right-hand corner. Below this, but still on the right hand side, you should include the date.

EG.

Address line 1

Address line 2

Address line 3

Date

Going back to the left for the beginning of your letter, the salutation should be formal, assuming that you know your bosses name this salutation should be 'Dear Mr Jones' using the preferred title of your boss (Mr/Miss/Ms/Mrs/Dr, etc.) and their surname.

If you didn't know the name of the person you are writing to, then you would use 'Dear Sir/Madam'.

As for the content...

The first paragraph should be an introduction into what the purpose of the letter is. In this instance, the purpose is to inform your boss about the results of this site inspection.

The middle paragraph/s should go into depth about the topics, delivering the actual results of this site inspection. You don't need to elaborate too much here, keep your information to what is necessary.

The concluding paragraph should express what you want to happen following your boss receiving this letter. Since this is your boss you're speaking to, I'd avoid imperatives.

You should sign off the letter with 'Yours sincerely' followed by your signature.

The signing off phrase also changes depending on if you know the recipient of the letter. If you don't know their name (essentially if you have had to start the letter with 'Dear Sir/Madam') then you should use 'Yours faithfully'. At the same time, as mentioned above, if you know the name of the person you're writing to, then use 'Yours sincerely'.

Also, as I'm assuming that this is a more formal letter, I would recommend avoiding the use of contractions ('it's', 'he's', 'I'm') and they tend to denote informality, instead write things out in full.

Letter writing

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