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Formal Letter Writing

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Formal Letter Writing

A local council is reviewing how to improve a busy neighbourhood park. Read the scenario and letter extracts, then plan and draft a persuasive formal letter. Use clear reasons, a respectful tone and specific details.

The situation

The park has a large field and a few benches, but no drinking fountain or covered place to sit. The council has invited residents to suggest one improvement. Your task is to recommend adding a covered seating area. Explain who would benefit and why the change is worthwhile.

Read the letter clues

A. Dear Council Consultation Team, B. I would like to suggest an improvement that could make the neighbourhood park more comfortable for visitors. C. This shelter would give families, older residents and sports players a comfortable place to rest. For example, people waiting for a game to finish could sit in the shade or stay dry in light rain. As a result, more people could enjoy the park throughout the year. D. Thank you for considering this suggestion. I hope the council will include a shelter in its plans. E. Yours faithfully, F. Maia Rangi

1.Which extract (A–F) is the greeting, and which is the formal sign-off? Give both letters.

2.Choose the strongest opening sentence for a letter to the council.

I am writing to recommend that the council add a covered seating area to the neighbourhood park.
Hey, the park needs somewhere to sit.
Parks are kind of boring when it rains.
I wanted to say something about the park.

3.Extract C gives a reason, an example and a result. Identify one example of who would benefit from the shelter.

4.In extract C, what does the phrase “As a result” signal to the reader?

A consequence of the suggested shelter
A greeting to the council
A new topic unrelated to the shelter
The writer's sign-off

5.Rewrite this sentence in a more formal, respectful tone: “Hey, put a roof over the benches so people don’t get soaked.”

6.Match each letter part to its purpose: 1. Sender’s address; 2. Date; 3. Subject line; 4. Body paragraphs; 5. Closing and name. Purposes: A. Explains the reasons and recommendation; B. Shows when the letter was written; C. Identifies the writer and contact details; D. Briefly states the letter’s topic; E. Ends politely and identifies the writer.

1. Sender’s address
2. Date
3. Subject line
4. Body paragraphs
5. Closing and name

B. Shows when the letter was written
E. Ends politely and identifies the writer
D. Briefly states the letter’s topic
C. Identifies the writer and contact details
A. Explains the reasons and recommendation

7.Plan your letter in notes. Write your recommendation, two reasons, one specific example and a polite final request.

8.Write a subject line for your letter that clearly identifies its purpose.

9.Draft the opening paragraph of your letter. Include a formal greeting, state your recommendation clearly and give one reason. Use your own words.

10.True or false: If you do not know the recipient’s name and begin with “Dear Council Consultation Team”, “Yours faithfully” is an appropriate closing.

TrueFalse

11.Before sending a formal letter, name two things you would check in your draft.