Formal Letter (Notes, Websites, Structure)

[loquaciouspepper]

Formal letters
French people use a variety of styles in letters, ranging from the chatty to the highly formal. Writing personal letters poses few problems to students because the language used is that of everyday conversation. Problems arise, however, as students write formal letters to strangers or near strangers. Formal letters have very marked stylistic peculiarities which easily appear pompous, and are written with a care that English speakers find fastidious. Moreover, French people seem a good deal more reluctant to abandon this distant style than English speakers, for whom letter-writing is a much more casual business.

Formal letters are dictated by convention. They are pieces of written language, NOT spoken language. They shun words or expressions that are reminiscent of colloquial language. For instance, the verb dire (‘to say’) is usually replaced by such written expressions as porter à votre connaissance, faire savoir, faire apprendre, informer etc. By the same token, all forms of familiarity are avoided: the use of tu is inconceivable in this kind of letter.

In formal letters, politeness is of supreme importance. Imperatives and direct questions are avoided. Formulae for ‘please…’ abound: Veuillez and Je vous prie de + inf… are the most common, but s’il vous plaît is rare. Je vous prie de + inf is often reinforced by phrases such as avoir l’amabilité de, bien vouloir (= be so kind as to)
Je vous prie de bien vouloir rectifier cette erreur = please be so kind as to rectify this error
Veuillez avoir l’amabilité de rectifier cette erreur
Expressions of gratitude are also frequent, the keyword being reconnaissant (or reconnaissante for a female)
Je vous serais très reconnaissante de me faire parvenir… = I would be very grateful if you sent me…

Furthermore, there is a tendency towards self-effacement. Statements made at your own initiative are frequently prefaced by formulae such as
Je me permets de…+ inf, J’ai l’honneur de…+ inf
Je me permets de vous signaler que…  = I would like to point out to you that…

Such insistence on formality and set phrases may appear stilted; however, they serve to foster a politeness towards the (unknown) recipient.

A   Introductions (les en-têtes)

Form of address   Conditions of use, connotations etc
Monsieur le Directeur / le Professeur / le Maire / le Président / le Député
Madame la Directrice /la Professeure / le Maire / la Présidente / la Député   (Principal / Teacher / Mayor / President / MP)

The normal formula where formality is required (business, official). Very formal
Messieurs   Used when addressing a company
Monsieur, Madame   Used in conditions of equality ; polite ; implies nothing other than slight formality
Cher collègue / Chère collègue   Normal formula among professional equals
Cher Monsieur / Chère Madame   Dear Sir / Dear Madam


B   Openings
This section of a letter will differ depending on circumstances, so here is a list of common possible openings which can be adapted to suit the occasion

   i   opening a correspondence
Je me permets de vous écrire pour…

   ii   imparting information
J’ai l’honneur / (le regret)de porter à votre connaissance…
J’ai l’honneur de / (le regret) de vous apprendre…
J’ai l’honneur de / (le regret) d’attirer votre attention sur le fait que…
   iii   follow-up
En réponse à votre lettre du 3 écoulé
En référence à votre lettre du 3 écoulé
Suite à votre lettre du 3 écoulé
Faisant suite à votre lettre du 3 écoulé

   iv   thanks for letter or goods or service rendered
Je vous remercie de votre lettre en date du 18 de ce mois
J’ai l’honneur de vous remercier de…
Votre lettre du 18 janvier m’est bien parvenue


C   Body of the letter
It is obviously difficult to be specific about this part of the letter. The following terms, however, appear regularly in formal letters. Use as necessary.

J’accuse réception de   I acknowledge receipt of
ainsi que   And / as well as
si vous êtes en mesure de + inf
s’il vous est possible de + inf   if you are in a position to…
constater   To note
signaler   To point out
Je suis au regret de vous informer que…   I regret
Faire parvenir   To send (to me)
Dès que possible
Dans les plus brefs délais
Dans les délais les plus courts   
As soon as possible
Faire savoir
Informer
Porter à votre connaissance   
To tell
Je tiens à + inf (vous remercier)   I am very keen to (thank you)
ci-joint
sous ce même pli   Attached
Veuillez trouver ci-joint   Please find attached
Par retour de courrier   By return of mail
Pour des renseignements plus amples   For additional information



D   Conclusions
The concluding line follows a specific formula

Je vous prie d’accepter / agréer / recevoir, between commas you repeat EXACTLY what you wrote in the introduction, l’expression de mes sentiments distingués / respectueux / les meilleurs

Therefore if you began the letter with Monsieur, Madame, your conclusion would be as follows…

Je vous prie d’accepter, Monsieur, Madame, l’expression de mes sentiments distingués.

Signature (fictional name)

Print your (fictional) name underneath

E   Layout of the letter

Melbourne Girls’ College
Yarra Boulevard                  Monsieur le Président de la République
Richmond                  Palais de L’Élysée
VIC 3121                  55 Rue du Faubourg Saint-Honoré
Australia                  75008 Paris
                     France

                     Melbourne le 28 mars 2011

Monsieur le Président de la République,
Je me permets de vous écrire …..
-
-
-
-
-
Je vous prie d’accepter, Monsieur le Président de la République, l’expression de mes sentiments distingués.

(Signature)

Name

Notes:
Sender’s address is top left
Recipient’s title and address is top right, beginning one line down
Leave a line and put the city / town you are writing from and the date (months = small letters)
Leave a line and compose your letter
Leave a line AFTER the conclusion and sign (fictional name)
Leave a line and write your name legibly in print

http://adminet.com/epv/modeles.html
http://french.about.com/library/weekly/aa111000.htm
http://www.lettres-utiles.com/lettres/annulation-d-un-voyage-avec-assurance-84.html