Writing a Formal Letter

2nd Year Bac · Unit 4 · Writing

Learn to write a formal letter applying for a grant — the structure, the tone, and the phrases that make it convincing.

What the exam asks

In this task, you write a formal letter to an organisation or official — usually to apply for a grant to fund a project, such as starting an association that helps your community. Unlike a personal letter, every part must be polite, clear, and professional.

ماذا يطلب الامتحان؟
في هذه المهمة، تكتب رسالة رسمية إلى جهة أو مسؤول — عادة لطلب منحة لتمويل مشروع، مثل تأسيس جمعية تخدم مجتمعك. على عكس الرسالة الشخصية، يجب أن يكون كل جزء منها مهذبًا وواضحًا واحترافيًا.

The structure

A formal letter follows a strict, predictable shape. Follow it in order every time.

Salutation — greet the reader politely. “Dear Sir/Madam,” or “Dear Mr. President,”

Introduction — who you are and the purpose of your letter, stated clearly in the first lines.

Body — details about your project: what it does, its goals, its activities, and what you need.

Closing — a polite closing line, then the correct sign-off and your name.

Golden order

Salutation → introduction (who + why) → body (the project details) → closing + sign-off.

1) The salutation and introduction

Open politely, then get straight to the point — state who you are and why you’re writing in the very first lines.

Useful openers

Dear Sir/MadamDear Mr./Ms. [Name]I am writing to apply for…I am a member of…I am writing on behalf of…

Example

Dear Mr. President, I am an association staff member in Marrakesh. I am writing this letter to apply for a grant in order to establish “A Spark of Hope,” an association responsible for women’s empowerment.

2) The body — describing your project

This is the main part. Explain clearly what your project does, what it aims to achieve, and what it needs.

Useful phrases

Our project works on…It aims at…Our main activities would be…To implement this projectwe will need…This project needs a budget of…

Example

Our project works on combating illiteracy among women. It aims at teaching women reading, writing, and basic maths skills. Our main activities include literacy classes and small-business training. To implement this project, we will need funding to rent a space and hire teachers.

💡 Good to know

Keep the body specific: name the goal, the activities, and what you’re asking for. Vague requests are far less convincing than clear ones.

3) The closing and sign-off

End politely, and use the correct sign-off — this small detail matters more than students think.

The rule that matters

If you began with “Dear Sir/Madam” (you don’t know the name), close with “Yours faithfully.” If you began with a named person, “Dear Mr. Smith”, close with “Yours sincerely.”

Example

For more details, we are enclosing a technical card of our project. We look forward to your favourable response.

Yours faithfully,
Amina Benali

Common mistakes to avoid

⚠️ Watch out

❌ Starting with “Hi there” or “Hey” → always use “Dear Sir/Madam” or a named greeting — never an informal one.

❌ Mixing up the sign-off: “Dear Sir/Madam… Yours sincerely” → ✅ match faithfully with Sir/Madam, sincerely with a name.

❌ Being vague about what you’re asking for → always state the purpose and the specific need clearly.

✏️

Your turn — test your understanding

1. If you don’t know the reader’s name, you should write ___.
2. Which sign-off matches “Dear Sir/Madam”?
3. Which sign-off matches “Dear Mr. Smith”?
4. The introduction should state ___.
5. “Our project works on…” belongs in the ___.
6. A formal letter should be written in a ___ tone.
7. Choose the correct opening.
8. What should the body of the letter include?
9. “I am writing to apply for a grant” is an example of the ___.
10. Which is a mistake to avoid?
11. Choose the correct sentence.
12. A formal letter should always end with ___.

✏️ Writing challenge ✍️

Write a formal letter (about 10–12 sentences) applying for a grant to start ONE of these projects:

An association helping students who dropped out of school
A project promoting recycling in your neighbourhood
A club supporting young people learning new skills

Follow the structure: salutation → introduction (who + why) → body (project details) → closing + correct sign-off. Be specific about your project’s goals and needs.

Watch: How to Write a Formal Letter

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A one-page summary of how to write a formal letter — structure, useful phrases, and the faithfully/sincerely rule. Save it and use it for every formal letter task.

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Writing a Formal Letter — 2 Bac