Formal Letter
Advanced正式信用 Dear + Yours sincerely/faithfully。
- Format: address + date + recipient
- Know name: Dear Mr. X + Yours sincerely
- Don't know name: Dear Sir/Madam + Yours faithfully
文體小知識：To school/office.
§Text Passage
1Dear Principal Cheung, On behalf of the Student Union, I am writing to make a formal request to hold a charity book fair in the school hall. The event is scheduled for Saturday, 14 November, from ten in the morning to four in the afternoon, and we hope that your approval will allow us to begin preparations next week.
2As environmental protection has become a major concern in our community, we believe the fair will encourage students to reuse books instead of throwing them away. Every year, thousands of books in good condition are left unread at home, while many families cannot afford to buy new ones. A book fair offers a simple solution: students and teachers can donate the books they no longer need, and visitors can take them home for a small donation.
3All proceeds will be donated to a local charity that supports children from low-income families. Students from each class will take turns to run the stalls under the supervision of their class teachers, and two teachers have already agreed to act as overall coordinators. A detailed plan, including the stall layout and the duty roster, is attached for your reference.
4We would be grateful if you could approve our proposal by the end of this month, so that we have enough time to collect the books and design the posters. Should you require further information, please contact me at any time. Thank you very much for your time and support. Yours sincerely, Wong Hoi Ming, Chairperson of the Student Union
§Sentence-by-sentence translation Sentence-by-sentence translation
Dear Principal Cheung, On behalf of the Student Union, I am writing to make a formal request to hold a charity book fair in the school hall.
張校長台鑒：我謹代表學生會去信，正式申請在學校禮堂舉辦慈善書展。
The event is scheduled for Saturday, 14 November, from ten in the morning to four in the afternoon, and we hope that your approval will allow us to begin preparations next week.
活動定在 11 月 14 日（星期六）上午十時至下午四時舉行，希望校長批准，讓我們下星期就可以開始籌備。
As environmental protection has become a major concern in our community, we believe the fair will encourage students to reuse books instead of throwing them away.
由於環境保護已經成為社區關注的重大議題，我們相信書展可以鼓勵同學重用舊書，而不是把它們丟棄。
Every year, thousands of books in good condition are left unread at home, while many families cannot afford to buy new ones.
每年都有成千上萬本狀態良好的書閒置在家沒有人看，與此同時，許多家庭負擔不起買新書。
A book fair offers a simple solution: students and teachers can donate the books they no longer need, and visitors can take them home for a small donation.
書展提供了一個簡單的解決方法：師生可以捐出不再需要的書，訪客亦可以捐一點錢將書帶回家。
All proceeds will be donated to a local charity that supports children from low-income families.
所有收益將會捐給一間本地慈善機構，支援低收入家庭的小朋友。
Students from each class will take turns to run the stalls under the supervision of their class teachers, and two teachers have already agreed to act as overall coordinators.
每班同學會在老師監督下輪流打理攤位，另外有兩位老師已經答應擔任總協調。
A detailed plan, including the stall layout and the duty roster, is attached for your reference.
詳細計劃，包括攤位佈置與值更表，已經附上，供校長參考。
We would be grateful if you could approve our proposal by the end of this month, so that we have enough time to collect the books and design the posters.
如果校長可以在月底前批准我們的建議，我們將不勝感激，這樣我們就有足夠時間收書和設計海報。
Should you require further information, please contact me at any time.
如需進一步資料，請隨時聯絡我。
Thank you very much for your time and support.
非常感謝校長的時間和支持。
Yours sincerely, Wong Hoi Ming, Chairperson of the Student Union
學生會主席 黃海明 謹啟
1Summary 重點摘要
正式信用 Dear + Yours sincerely/faithfully。
2Vocabulary cards Vocabulary
Polite, professional, no casual language.
The person writing the letter.
The person receiving the letter.
How you greet the recipient at the start.
One sentence saying what the letter is about.
Use when you know the recipient's name.
Use when you don't know the recipient's name.
The attitude of writing, formal letter must be polite.
3Step by step Steps
- Step 1: FormatFormal letter must have: sender's address (top right), date, recipient's address (top left). Don't forget! This is format marks in exam.
- Step 2: SalutationKnow the name: Dear Mr. Wong / Dear Ms. Chan. Don't know the name: Dear Sir / Madam or Dear Sir/Madam. This is most commonly tested in exam!
- Step 3: Subject lineFormal letter usually has a Subject: line, e.g. Subject: Application for Charity Book Fair. One sentence saying what the letter is about, easy for recipient to read.
- Step 4: Opening paragraphFirst sentence must state purpose: I am writing to... / I would like to... E.g. I am writing to request permission to hold a charity book fair.
- Step 5: BodyBody usually 2-3 paragraphs: first paragraph purpose, second paragraph details (time, place, arrangements), third paragraph request or expectation. One point per paragraph, don't mix.
- Step 6: Closing and sign-offEnd with thank you: Thank you for your time and consideration. Then sign-off: know name use Yours sincerely, don't know name use Yours faithfully. Finally signature and name.
5Worked example Example
Using the sample letter as a model: how should the body be organised so that it wins the principal's approval for a charity book fair?
- Step 1: Opening paragraph states the purpose — 'I am writing to make a formal request to hold a charity book fair', naming the event, date and venue at once.
- Step 2: Second paragraph gives the reasons — books in good condition are thrown away every year while many families cannot afford new ones; a fair reuses them.
- Step 3: Third paragraph removes doubts — proceeds go to a local charity, students run stalls under teacher supervision, and a detailed plan is attached.
- Step 4: Fourth paragraph makes a polite, specific request — approval by the end of the month so book collection and poster design can start.
- Step 5: Close formally — because the name is known ('Dear Principal Cheung'), sign off 'Yours sincerely', not 'Yours faithfully'.
- Answer: The letter persuades in four moves. Paragraph one states the purpose immediately — the Student Union requests permission to hold a charity book fair in the school hall on 14 November. Paragraph two gives the social reason: thousands of good books are left unread while poorer families cannot buy new ones, so reusing them helps both the environment and the community. Paragraph three answers the principal's likely worries: all proceeds go to a local charity, teachers supervise the stalls, and a detailed plan is attached. Paragraph four sets a clear deadline. The tone stays formal with no contractions, and because the principal's name is known, it ends 'Yours sincerely'.
6Common mistakes Mistakes
7Quick check Quick check
Q1What sign-off if you know the name?
Q2What sign-off if you don't know the name?
Q3Can formal letter use contractions?
Q4First opening sentence must?
Q5What is Subject?
8Recap Recap
- Format: address + date + recipient
- Know name: Dear Mr. X + Yours sincerely
- Don't know name: Dear Sir/Madam + Yours faithfully
- No contractions, polite tone
- One point per paragraph, state purpose at start