Formal Texts: Letters, Resumes, and Official Documents
Formal Texts
Letters and Resumes
1. The Letter
A letter is a brief communication from one person to another, typically sent in an envelope. There are various types of letters, depending on the subject, purpose, and relationship between the sender and recipient.
Types of Letters:
- Personal Letter: Uses a casual and informal tone, addresses family or friends, and focuses on personal matters.
- Formal Letter: Uses a respectful and formal tone, addresses professional, business, or administrative matters. Key features include:
- Serves a specific function (application, informative, etc.)
- Follows fixed patterns and presentation rules.
- Emphasizes clarity and conciseness.
- Uses fixed greetings and farewells (e.g., Mr., Ms.).
- Often uses abbreviations.
- Typically written using a word processor.
Structure of a Letter:
- Personal Letter: Date and place, greeting, body, farewell, signature, postscript (optional).
- Formal Letter: Sender’s name and address, recipient’s name and address, date and place, greeting, body, farewell, signature.
Letterhead: The sender’s name, address, and sometimes logo, printed at the top left of the paper.
Postscript: An addition made at the end of a letter to include something forgotten. Not advisable in formal letters.
Formal letters often use standardized language, particularly in administrative (public and legal) and commercial contexts. Administrative language uses technical terms, while commercial language prioritizes practicality and efficiency.
Job Application Letter: A formal letter responding to a job advertisement, usually accompanied by a resume. It should clearly state the position being applied for and adhere to formal conventions.
2. The Resume
A resume is a document outlining a person’s data, education, activities, and professional merits. It should be:
- Schematic and easy to read, using simple phrases.
- Well-structured with clear margins and headings.
- Highlight relevant aspects for the target job.
- Present data in reverse chronological order.
- Impeccably designed and typed.
- Printed on one side of the paper in black ink.
- Sent as an original, not a photocopy.
- Include a passport-size photograph if requested.
Resumes are not signed.
Other Formal Texts
1. The Instance
A formal request to a person in a managerial position within an institution or official body. It has a fixed structure and often uses pre-printed forms. Always written in the third person.
2. The Certificate
An official document recognizing a fact, such as studies, good health, or course attendance. Issued by an authorized person at the request of the interested party.
3. The Record (Minutes)
A written document summarizing the discussions and decisions of a meeting (e.g., community of owners, association). Prepared by the secretary, it can be detailed or schematic.
4. The Report
A statement of facts or data on a specific issue, providing objective information and often including recommendations. Usually written at someone’s request to inform decision-making or problem-solving.