On this page: Guidelines | Example letter

Your text should have the following content:

1. If it is a letter, put your address, the date and the company's address at the top left-hand side of the letter.
      
2. Write a salutation: e.g. Dear Sir or Madam, OR Dear Ms Wong. It is better if you know the name of the person you are writing to.
     
3. Write a subject heading; e.g. Request to interview you about your company
   In a letter, this subject heading goes below the salutation. In an e-mail it goes in the Subject box.
     
4. Write a paragraph about your situation; e.g. I am a student at the Hong Kong Polytechnic University, studying ...
   As part of my course I need to find out about a company in our field.
       
5. Describe your problem; e.g. I need to get first-hand information from an expert in the industry.
     
6. Say why you selected this company; e.g. I am especially interested in your company because of its leading position in the field of ... AND / OR  My university lecturer, Dr... , recommended that I contact you.
      
7. Suggest a solution; e.g. I would therefore be very grateful if you could grant me a short interview of about ... minutes.
      
8. Tell the reader what questions you want to ask; e.g. I would like to ask you about the organisation of your company, how you market your products and services, and your opinion on why your company is successful.
      
9. Describe what the information will be used for; e.g. Your answers will help me in my presentation on your company to my classmates and teachers.
     
10. Describe how this would be good for the company; e.g. This would advertise your company to my classmates, who are potential members and employees in our industry, and to my teachers. It would therefore advance your company's reputation in the field.
      
11. Describe the action you want; e.g. I will telephone you on Monday next week to arrange an interview time. OR I would be grateful if you would contact me at the above address to arrange a suitable time.
       
12. Write a polite ending; e.g. Thank you in advance for your kind cooperation. I look forward to meeting you. OR I look forward to hearing from you.
       
13. Sign off; e.g. Yours sincerely OR Yours faithfully
      
14. Add your name, 'Student of ' and your subject, 'The Hong Kong Polytechnic University', and any other contact details not already included.

Here is an example letter:

hits since 8 September 2005.

Last updated: Thursday, 15 December 2016

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