Writing letters and emails

Salutation & Ending

• When you know the name of the recipients:
Dear Mr/Mrs/Ms/Miss Smith Your sincerely,
Dear Mr/Mrs/Ms/Miss Smith

• When you know the name of the recipients:

Dear Sir or Madam (BrE) Your faithfully,
Dear Sir or Madam: (AmE)
Language for letters and emails
• To ask for information/details/a form, etc.
I am interested in ….(studying/applying for) …
I am writing to … (ask for/enquire about)...
Could I have …..?
I would like to have/know ….
Could you please send me/attach (details of information about) …
Language for letters and emails
• To give personal details
At the moment I am … (studying/working) ….
I have a (degree/certificate/diploma) in …..
Language for letters and emails
• To close the letter/email
Thank you for …. (your help/time).
I look forward to hearing from you.
I look forward to receiving your reply.
• If you have some information in the letter, you can close:
Please contact me if you need any further information.
Please let me know if you need any further information.
Steps to write a formal letter while requesting
information:
• Identify letter – Formal
• Write salutation (Dear Sir/Mam,)
• Write purpose of letter
• Describe the first bullet point (it may be same as step 3)
• Describe the second bullet point
• Describe the third bullet point
• Write finishing statements (I look forward receiving your response at
the earliest.)
• Sign-off (Yours faithfully,)
 Email/Letter template: REQUESTING INFORMATION
Date: .…/…./……..
Dear…….
(Reason for writing – 1st paragraph): I am writing in connection with…. / I am writing to
receive further information regarding / ……
…….……….…….……….…….……….…….…………….….…….…….…….…….…….…….
…….…….…….….….…….…….…….…….…….…….…….…….…….…….…….. (Request
the 1st piece of information – 2nd paragraph): Firstly / First of all / The first thing I
would like to know is / I wonder if you would be able to send me information regarding.. ?
………….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…
….…….…….…….…….….…….…….…….….……..
…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…….…
….…….…….…….…….…….…….…….…………….
(Request further information – 3rd paragraph): Secondly / In addition to this /
Furthermore / Could you also inform me…? / Do you know if….? / I would also like to
know whether / I was hoping you might also be able to tell me
about …….…….…….…….…….…….…….…….………….…….…….………
…….…….…….…….…….…….…….………….…….…….…….…….…….…….…….………
….…….…….…….…….…….…….…….……………….
(Thank for information and end the letter): I look forward to hearing from you / I look
Dear Sir/Mam, Sample Answer:
I am writing this letter to request information about availing loan from your bank for starting a business
nearby my home in the next month.

As per the market research, I hope that constructing a restaurant in the proposed site would be a huge
success. Since the area is a home to students studying in the regional university, it is expected that around
2000 students can be the potential customers of my business.

For setting up the restaurant, I would require to invest Rs 50 lakh which I seek as the loan amount from
bank. I request you to provide me all the required information including eligibility criteria and the
documents to be submitted along with the application.

Furthermore, I would like to inform that there is no other restaurant in the area which would provide a great
possibility for the business to grow. And hence, I hope that I would be able to repay the loan in 3 years or
earlier.

Kindly provide me the requested information as soon as possible so that the loan application can be
processed at the earliest.

Yours faithfully,
Ramesh Varma