Formal Letter Sample Answer

Guidelines for Writing a Formal Letter:

• Your address should appear on the Rajvind Gill,
• Left-hand corner. 10, Jalan Jujur,
2. A horizontal line across the page separates your address Taman Jayadiri,
from the recipient’s address. 68000 Ampang,
3. Address of the person to whom you are writing Selangor Darul Ehsan.
• The recipient’s address should below your address. The Director,
• The postcode and name of the town should be Ampang Jaya Municipal Council,
underlined. Bangunan Mentari,
4. Date Ampang Jaya,
• The date is written on the right along the same line as 68000, Ampang
the last line of the recipient’s address. Selangor Darul Ehsan 19 JANUARY 2018
• The month should be spelt out (i.e. it should be in
words, not numbers). It must be written in full (do not use Sir,
abbreviations such as Sept) and in capital letters. Poor Maintenance of Taman Jayadiri
5. Salutation/Greeting
• If you know the name of the recipient, then do use his I am writing this letter on behalf of the residents of Taman
surname (Dear Mr Tan) Jayadiri to complain about the dismal conditions we have
• If you do not know the name of the person to whom been putting up with for the past three months.
you are writing, then use Dear Sir or Madam
6. Subject heading 2. One of the main grouses of the residents’ concerns
• The subject heading gives the reader an idea what the uncollected rubbish (point 1). Initially, rubbish was collected
letter is about. three times a week. However, since June this year the
• Write the subject heading directly below the garbage collectors have only been coming once a week. Our
salutation and it should be underlined litter bins are always filled to the brim and we have no
7. The body of the letter choice but to leave our bags of rubbish next to the bins. The
• The body of the letter refers to the contents of your rotting waste causes a terrible stench (point 2). Worse still,
letter. stray cats and dogs scatter the rubbish (point 3) while
• It should be divided into short and clear paragraphs. looking for food. This is not only unpleasant but also
• All paragraphs should be numbered except for the first unhealthy.
and last paragraphs.
a. In the first paragraph, you should state the reason for 3. Most of the drains in Taman Jayadiri are clogged (point 4)
writing (whether it is to inform, to complain, to invite etc). with rubbish resulting in the water becoming stagnant. It is
b. From the second paragraph onwards, you should include not uncommon to see plastic bags, bottles and dry leaves in
information that is deemed necessary, depending on what these drains. There is an urgent need to clear these drains as
you are writing about. The number of paragraphs depends the stagnant water is an ideal breeding ground for
on what you are writing. mosquitoes (point 5). The residents are worried as there has
c. In the last paragraph, state what you expect from the been a sharp increase in dengue cases (point 6) in the last
recipient. This is usually in the form of an action or response. two months.
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 4. The street lights along several roads are also not working
action will be taken to solve this problem. A note of thanks is (point 7). This has caused several accidents at night (point 8),
usually included mostly involving motorcyclists as they are unable to see in
• Remember to organise the information in a clear and the dark. Unfortunately, the dark streets have also led to
logical manner. another problem – an increase in crime (point 9). Several
• Also, do not write lengthy paragraphs. residents, especially women, have fallen victim to snatch
8. Ending thieves.
• You can end the letter by writing “Yours faithfully”.
• Usually use “Yours sincerely”, if we know the recipient 5. The one and only playground in our area is also not well-
but for exam purposes I would advise you to use only “Yours maintained (point 10). The grass is overgrown (point 11) as it
faithfully”. has not been cut for almost three months. Besides, the
9. Signature playground equipment is damaged (point 12). Many of the
Do not forget to sign the letter and write your name below it see-saws and swings have been spoiled by vandals.
in capital letters with in brackets.
I hope the council will look into our complaints and take
Sample question: prompt action to solve our problems. Thank you.
You are the Secretary of the Residents’ Association in your
housing estate. Write a letter to the director of the local Yours faithfully,
municipal council to complain about the problems you and Rajvind Gill
the other residents are facing. (RAJVIND GILL)
Secretary of the Residents’ Association