method of writing formal letter

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How to Format a Formal Letter (with Examples)

Last Updated: January 26, 2024 Fact Checked

Sample Letters

Block style letter, ams style letter, sending a letter, expert interview, expert q&a.

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Aly Rusciano . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 8,443,383 times.

Formal letters can come in handy when you need to communicate professionally. Maybe you’re emailing your boss about an upcoming vacation, confirming an appointment, asking for references, or resigning. No matter the case, a well-formatted formal letter can help you correspond with your boss or coworkers in an authoritative and organized manner. In the business world, there are 2 main types of formal letters: block style and Administrative Management Style (AMS). Block style is most widely known, while AMS is for quick internal memos; however, both styles are good to have in your tool belt.

Things You Should Know

• Block style letters include your address, the date, the recipient’s address, and an opening and closing salutations.
• AMS style letters also have your address, the date, and the recipient’s address, but they include an all-caps subject line instead of a salutation.

• If you live in the United States, write your date as June 15, 2017.
• If you live in a European country, write your date as 15 June 2017.

• If you don’t know the recipient’s title, do some background research or call the company.

• Only use the greeting “To whom it may concern” as a last resort if you don’t know the recipient’s name or title.
• If you typically address the recipient by their first name, it’s okay to address them as such in your letter.

• “I am writing to confirm our arrangements for Sunday, March 26th in the Plaza Hotel at 6 PM. As we discussed, I will have the necessary paperwork on hand, along with additional information you may need. I believe this partnership will benefit both of our companies…”
• “Since we last spoke, the Baking It website has gained over 50% more traffic and earned 11% more income through ads and affiliate links. Combining our expertise will certainly help us grow even more…”
• “I have enclosed the initial deposit and will forward the remaining amount by Monday, March 27th, our agreed-upon date. I cannot thank you enough for supporting my business endeavors, and I look forward to working with you. Please reach out at (555)888-9000 if you have any questions…”

• If you’re printing your letter, leave enough space between your goodbye and printed name to physically sign your name.
• If you’re emailing your letter, digitally sign the document .

• If you’re using a letterhead , you don’t need to put the sender’s address. Instead, begin the letter with the date in the top left corner.

• For instance, your subject line could be something like, “YOU’RE INVITED TO METROPOLITAN MEDICAL CONFERENCE” or “YOUR PRESENCE IS REQUESTED IN TOWN SQUARE.”
• If you’re sending your letter via email, make sure to also include a non-caps subject line in the email’s title field, even if it conveys the same message.

• “On behalf of the University of Tennessee’s Arts Department, we would like to invite you and your family to a benefit banquet on Saturday, March 25th at the Tennessee Performing Arts Center. Your contribution to the theatre has not gone unnoticed, and we’d like to honor you as a leading Fine Arts professor…”
• “As my resume indicates, I have hands-on experience working in the culinary field. I am have managed ten kitchens while implementing dining room customs and design changes…”

• Leave enough space for a physical or digital signature.

• If you’re using a standard rectangular envelope, fold your letter in horizontal thirds.
• If you’re using a square envelope, fold your letter in half horizontally and then in half vertically, so it forms a rectangle.
• Try only folding your letter once, as a letter with too many creases could make your envelope bulky and more difficult to mail.

• If you don’t like licking envelopes, no worries! Use some tape to seal it shut.

• Typically, it costs $0.63 to mail a standard letter first class.
• One stamp generally equals $0.63, but if your envelope is heavier than 1 oz of paper, it may need 1 or 2 stamps to cover the cost.
• If you’re unsure how many stamps to use , head to your local post office to weigh your envelope.

Reader Videos

• Use 1 inch (2.5 cm) margins for all formal letters. [23] X Research source Thanks Helpful 1 Not Helpful 0
• In cases where you represent a business, consider putting the business’s logo and address in the middle of the page as a background. Thanks Helpful 1 Not Helpful 0
• Always proofread your letter before sending it. This way, you can catch grammatical errors before your boss or potential employer. Thanks Helpful 0 Not Helpful 1

You Might Also Like

Thanks for reading our article! If you’d like to learn more about writing letters, check out our in-depth interview with Shannon O'Brien, MA, EdM .

• ↑ Shannon O'Brien, MA, EdM. Life & Career Coach. Expert Interview. 25 May 2021.
• ↑ https://www.sjsu.edu/writingcenter/docs/handouts/Resignation%20Letters.pdf
• ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
• ↑ https://www.apa.org/advocacy/guide/sample-letters.pdf
• ↑ http://www.zeepedia.com/read.php?the_appearance_and_design_of_business_messages_punctuation_styles_business_communication&b=72&c=17
• ↑ https://www.usps.com/ship/letters.htm

About This Article

To write a formal letter, start in the top left corner. Write the sender's name or business, then write their address on the next line and their phone number one line below that. Skip one line, then write the date out, like "November 16th, 2015." Skip another line, then write the recipients name, job title, and address on their own respective lines. Skip another line, then write the body paragraph of your letter, which should be no more than 3 paragraphs. When you're ready to sign off, include your name, job title, and contact information, as well as space for you to sign. If you're enclosing other materials with the letter, put "Enclosure" at the bottom of the page, followed by the name of the documents enclosed. For more information about writing formal and direct memos, continue reading! Did this summary help you? Yes No

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How to Write a Letter With Examples and Tips

Sarah Oakley

Table of Contents

How do you write a letter, how to format a letter in 6 steps, letter format examples, how prowritingaid can help you with writing letters.

Letter writing is still a popular form of communication in a world where we expect instant responses thanks to email and phone calls.

USPS reports they process and deliver an average of 421.4 million mail pieces every day. Millions of those are letters being sent all over the world, not just to the US.

Letter writing is a great way to make your voice heard, make things happen, and show how much you care about something. Writing a letter carries more weight than an email or phone call because it takes more effort, and there are bigger costs involved.

In this article, we’ll talk about how to write a letter to clearly convey your points, and we’ll show you some examples you can use for inspiration.

To write a letter , you need to decide if you’re going to handwrite or type. Handwritten letters show you took the time to express your thoughts on paper. However, typing can save you some time, and you can still hand sign it after it’s printed.

The next part of writing a successful letter is thinking about what you would like your letter to achieve. You could write a love letter, hoping to get a date. It could be a cover letter to accompany your résumé, which needs to secure you an interview. Think about the result you hope to achieve before you plan what you want your letter to say.

You’ll need to decide if your letter will be formal or informal. Depending on the recipient and the reason for the letter, the formality is important, as it can affect how the message is received. If you are writing a personal letter to someone you know, opt for informal. However, if it’s for a job application or for an official, the reader would expect you to use formal letter writing.

Another thing to consider when writing a letter is your tone, which is how your letter sounds to the person reading it. If you’re writing a complaint, you want the reader to know you’re frustrated, but you don’t want to sound rude.

When you’re ready to write your letter, set some time aside for it. Before you write your letter, make a plan for what you’re going to say. Get your writing tools together as well as some envelopes and stamps, then you can start.

A letter is a piece of writing that is easy to identify by the written format. Letters follow a similar format to allow the reader to find and skim the important information.

The formatting details in the next six steps will tell you how to write a letter that gets your point across.

How to Head a Letter

Letterheads start with the sender’s address aligned to the left, right, or in the middle. If you write formal letters, you will need to include this as the receiver may need to respond in writing. For informal letters to those you know, forgo your address if you want to.

If you write lots of letters, consider getting some letterheads printed. Having a stack of paper with your details already printed can save you a lot of time. Alternatively, you can get a custom stamp printed and an ink block.

Which Side Do You Write the Date on a Letter?

Under the sender’s address , you’ll need to add the date you’re writing the letter. Write the date on the same side of the page as your address.

For personal letters where you haven’t included the sender’s address, you still need to add the date. The date gives context to your letter, so you don’t want to leave it out.

If you’re writing a formal letter, write the date out in full with the month first, then the day, then the year. For example, a letter written on 2023-03-15, you would write March 15, 2023. In the US, you need to add a comma between the day and the year.

Be confident about grammar

Check every email, essay, or story for grammar mistakes. Fix them before you press send.

Where to Include the Recipient’s Address on a Letter

The recipient’s address needs to be aligned to the left-hand side on the line below the date.

When writing a formal letter, start the recipient’s address with their name on one line, followed by their job title on the next line. Then write the company name and address below that.

For personal letters, you don’t need to include your recipient’s address.

How to Write an Introduction in a Letter

The introduction in your letter is the greeting and the first paragraph. Leave a line space under the address and start with the greeting.

There are many possible greetings you could start your introduction with, such as “Dear [recipient’s name].” For a formal letter, write their entire name. Alternatively, you can write “Mr.” or “Ms.” followed by their initials and surname. If it’s an informal letter, just write their first name.

If you don’t know the name of the person you’re writing to, you can use “Dear Sir or Madam.” To get the right address for your letter when writing to a company, you can call and request the name of the person you need to write to.

After the salutation, write your introductory paragraph. Always include the subject in your first sentence, and follow up with your reason for writing. For example, in a complaint letter about a faulty product, you would mention the product and any purchase reference in the first sentence, then explain you would like to complain about the quality of the product.

In a personal or informal letter, still include the subject and reason for writing in your first paragraph. This lets the reader know what to expect in the letter and sets the tone.

What to Write in a Letter

The body of your letter is where you’ll add the main points you want to address. All the points should be in an easy-to-follow order so your reader doesn’t lose the overall message of your letter.

Each paragraph should start with an opening sentence, followed by your evidence or additional information. Then you’ll want to close with a concluding sentence that connects to the next paragraph.

The length of your letter can differ depending on what you are writing about. Don’t write too much to make your letter look longer, as you’ll risk losing the reader’s attention. However, you don’t want to leave anything essential out of your letter, either.

If you’re struggling to order your points or know what to say, try using a template to guide you. Just remember, each letter is unique, so don’t rely on a template to write 100% of your letter. You don’t want your letter to sound generic or copied from the internet.

Ways to Sign a Letter

The last part of letter writing is the signature or sign-off. How you sign your letter will depend on the formality of the letter and if you know the recipient.

For formal letters, use “Yours sincerely” when you know the recipient, and “Yours faithfully” when you don’t. If you are writing to an official, such as a politician you will never meet, you can use “Yours truly.”

Sign-offs are not set in stone, though some people might tell you they are. It’s best to use what feels right for your letter based on the formality and tone you’ve used so far.

In an informal or personal letter, you can sign off with something a lot friendlier. You could use “With all my love” or “Your devoted friend.”

If you are typing your letter, you can handwrite your signature under the sign-off to show you have checked it and are confirming the words above are all your own.

For formal letters, include your full name in capital letters under your signature to be clear about who is signing the letter.

If you’re still not sure about how to write a letter, we have some examples to help you get started.

Here is an example of the indented paragraph format:

123 High Street

London, OH 12345

November 23, 2022

Martin Jones

Marketing Director

Advertising Company

456 West Street

London, OH 23456

Dear Mr. M Jones,

I recently saw your television advertisement for the new beauty salon on 7th Street, and I thought you did a great job. I would like to inquire about your rates for a 30-second advertisement for my beauty salon.

Please send me the costs for filming and producing an advertisement for television. I believe this will benefit my business and bring in new clients.

If there is any further information you require for the quotation, please get in touch with me at the above address.

Yours faithfully,

If you’re using the indented paragraph format, indent the initial line. You should then format subsequent paragraphs with indented first lines. The indented paragraph format is a common format used for both business and personal letters. 

Here is an example of the block letter format:

1 New Street

Manhattan, NY 12345

January 3, 2023

Managing Director

Example Company

123 Old Road

Brooklyn, NY 67891

Dear Mr. J Bloggs,

I’m writing to you today to discuss the price increase in my energy bill dated December 30th, 2022. I don’t recall being notified of this increase.

As you did not notify me of the increase, I did not budget for it. I cannot afford the extra amount and would appreciate it if you revert my charge back to the previous amount.

I look forward to hearing from you.

In this format, align everything to the left, including the addresses and the date. You do not need to indent your first line, but you should leave spaces between paragraphs. You’ll see the block letter format used by businesses as a formal letter format.

Here is an example of a simplified style letter format:

Janet Jones

Retail Company HQ

456 New Acre Drive

Denver, CO 12345

March 30, 2022

Store Manager

Retail Company

Colorado Springs, CO 34567

STOCK LEVELS OF BANANAS AND ORANGES

The stock levels of bananas and oranges in your store are getting low. I would recommend you place an order for these items soon to ensure you continue to provide these to your customers.

Please let me know if you cannot place an order for these products before April 5th, 2022.

I look forward to seeing you again on my next store visit. 

Yours sincerely,

The fundamental difference between this format and the others is that it includes a subject line instead of a greeting.

Once you’ve written your first draft of a letter, you’ll want to edit it to ensure it reads correctly and doesn’t have any grammatical errors. That’s where ProWritingAid can help you.

Start by reading your letter aloud, as this will help you spot any glaring errors. Then you can run it through ProWritingAid to see if there’s anything you’ve missed. The Realtime checker picks up on spelling and grammar errors and passive voice. It also shows places where you can improve readability, which is important for your reader to understand what you’re saying.

You can use the Style and Grammar Reports for a more in-depth analysis of your letter. If you are writing business letters, select the specific document type from the drop-down menu in the Realtime sidebar before you run your reports. This will ensure your results focus on the specific requirements for your letter type.

Even if you’re not typing out your letter, write a first draft and edit it before you write the version you’ll be posting. For tips on editing, you can check out some of the other articles on the ProWritingAid blog.

We hope this article has helped you learn how to write a letter that achieves the results you want.

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

/en/business-communication/business-writing-essentials/content/

How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

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How to Write a Formal Letter: Tips, Guidelines, and Formal Letter Examples

Learning how to write a formal letter is essential when establishing a sense of professionalism in the workspace. Whether you’re communicating with your boss, employees, or someone outside of your business, a business letter acts as a representative of the organization . The way you present yourself in your letter sets the tone for your business.

Using a professional tone informs readers that you are serious about your work and possess expert knowledge on the subject you are bringing forward. This article looks at formal letter examples and formal letter formats, which will help you become an expert in professional communication.

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What is a formal letter.

A formal letter is a document written in a professional tone that follows a specific format, addressed to authorities, coworkers, dignitaries, and seniors. You do not address these types of letters to friends, family, or personal acquaintances. They are the opposite of an informal letter, which uses more conventional language. 

Formal letter examples include business letters, appointment letters, resignation letters, cover letters , and recommendation letters. You can send formal emails, but a paper letter gives more detailed personal attention.

What Are the 5 Parts of a Formal Letter?

• Address: You must include both the sender and the recipient’s address. The sender’s address belongs to the writer and is written on the top-right corner of the paper. It is followed by the sender’s email address and then the date. The recipient’s address appears below the sender’s address, in the upper left-hand corner. You do not repeat the date under the receiver’s address.
• Salutation: The salutation is an essential part of a formal letter. Unlike an informal letter where you can address the recipient however you see fit, the standard salutation for a formal letter is “Dear Sir/Madam”. If you do not know the recipient’s gender, you can address them by occupation or full name. Your salutation should depict respect.
• Title: After the salutation, the title or heading comes next. The title contains brief information on the subject of your letter. It should clearly state the letter’s purpose, and it is usually written in caps lock or underlined.
• Body: The body is the main part of the letter, written in single-space paragraphs. The body paragraph comes after the introduction, before the conclusion, and should state the key reasons for writing the letter. You should divide this section into small, concise paragraphs.
• Signature: Once you’ve concluded your arguments, you must include a subscription and a signature at the bottom of your letter. An example of a subscription is “Yours Faithfully”. Your signature should appear below the subscription, in the same position. In a formal letter, the authentic signature is usually handwritten.

How to Write a Formal Letter: Beginning and Ending

You want to draw the reader in from the very first sentence, so it’s vital to know how to address formal letters . On the same note, you want to end your letter strongly so the reader is left with a good impression of you as a professional. Below are key points to note when beginning and ending your formal letter.

How to Begin a Formal Letter

The majority of formal letters begin with the word “Dear” before the name of the recipient. You can either use the person’s first and last name or their title and surname. If you do not know the person’s name, you must address the letter using “Dear Sir or Madam”. 

Regardless of how you begin your letter, it must be accompanied by a comma. Your first sentence, which should start on a new line after the title, should directly indicate why you’re writing the letter.

How to End a Formal Letter

How you end your letter will be determined by the message you want to send. Examples of letter closings include “Yours sincerely”, “Yours faithfully”, “Respectively”, and “Warm regards”. Remember that you must use a comma to end your message.

How to Write a Formal Letter: 5 More Useful Tips

Make Use of the Right Tone

You must write a formal letter with a professional approach. Take into account your target audience and be wary of the words you use. Write in the proper format, avoid using slang and contractions, and maintain a courteous approach.

Be Clear and Concise

It is important to state the objective of your correspondence clearly in the introduction of your letter. Ensure that it is brief and straightforward. Knowing how to communicate is a professional skill everyone should know in the workspace .

Proofread Your Letter

Proofread your letter and review your work thoroughly. This letter could be an essential part of transitioning into the next stage of your career . Give yourself at least four weeks to write, review, and check for spelling and grammar mistakes before sending it in. A letter that is free of errors will appear more professional.

Include the Proper Elements

When writing this type of letter, make sure to include all of the required information. This includes the address of the recipient, your name, and your signature.

Use Proper Format and Presentation

When writing a handwritten formal letter, choose high-quality paper and a matching envelope. Ensure that you spell the name of the recipient correctly and that the address is correct. Remember to sign the letter.

Formal Letter Examples to Help You Communicate Effectively

Writing any kind of formal letter is easy once you have mastered the techniques of sharing clear and concise messages. Below are formal letter examples that will help you communicate effectively. The first is a common example of a formal letter delivered by email, and the second is a common example of a formal handwritten letter.

Formal Letter Example 1: Application Letter

Lynn Thomas 123 Main Street 

Anytown, FL 32821

[email protected]

February 12, 2022

Hiring Manager,

WebTech Solutions

123 Business Road

Business City, NY 

Dear Sir/Madam,

I am writing in regards to the human resources consultant position advertised on CareerKarma.com. I am very interested in this position and would appreciate being considered a candidate for it.

I have work experience in human resources departments, providing help to various sectors. I have been employed as a human resources generalist for the past four years. Before this position, I worked as a human resources assistant for two years.

I have a strong desire to help people, and I excel in looking for answers to common HR issues, which I believe would be a valuable asset to your organization. I possess excellent communication skills, which are critical for HR success. I have a degree in human resources from Arizona State University. 

"Career Karma entered my life when I needed it most and quickly helped me match with a bootcamp. Two months after graduating, I found my dream job that aligned with my values and goals in life!"

Venus, Software Engineer at Rockbot

I promote employee retention and improve business cultures by establishing training and education programs. Making sure my employees have access to the information they need to succeed and comply with legal obligations is of utmost importance to me.

I appreciate your taking the time to read this message, and I am looking forward to hearing from you about the next steps in the recruiting process. Please contact me if you have any questions or require extra information.

Lynn Thomas

Formal Letter Example 2: Resignation Letter

Jennifer Lee

22 Main Street 

[email protected]

Managing Director

Blue Enterprises 

546 Business Road

Dear Mr. Isaac,

I am writing to inform you that I am resigning as the Product Manager for Blue Enterprises, effective March 23, 2022.

Thank you very much for the professional and personal development opportunities you have afforded me over the last three years. I have loved working for the organization, and I appreciate the help during my tenure. 

[Signature]

How to Use Formal Letter Examples to Write Your Own

This article has provided you with formal letter examples to write your formal letter. According to ResumeLab, an excellent cover letter will get you the job 85 percent of the time, even if your resume isn’t impressive. Follow a sample letter and include all of the right elements to help you make the professional leap to boost your career needs.

Always ensure that you maintain a formal tone and avoid a friendly tone, and proofread your work to ensure that you have no grammatical errors. With constant practice, you will develop your formal letter writing skills.

How to Write a Formal Letter FAQ

The best way to start a formal letter is with a greeting. The salutation is the formal greeting. Most salutations begin with “Dear,” followed by the recipient’s name. All salutations begin their titles with a capital letter and end in a comma.

Yes, it is necessary to include a subject in a formal letter. The subject line should be written in a concise formal manner and should summarize the objective of the letter. Because the subject line functions as a title or heading for the material, it must be related to the written content.

The basic format of a formal letter includes six elements: the address (sender’s and receiver’s), date, salutation, subject, body text, and end. These elements are essential for the proper flow of information in any formal letter.

A formal letter should always carry a polite tone. Your formal letter should be professional and convey respect for the recipient. This polite and professional tone will also imply that the writer is serious about his or her subject.

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Home » Letter Writing » How to Write Formal Letters: A Step-by-Step Guide

How to Write Formal Letters: A Step-by-Step Guide

Writing formal letters is a valuable skill, whether you’re a student, professional, or an individual addressing various situations. To craft an effective formal letter, follow these steps:

• Your Address: Start your letter by writing your address at the top. This should include your House number, Street name, City, Country and PIN code.
• Date: Just below your address, write the date when you are writing the letter. Remember to spell out the month, add the day, and put in the year.
• Recipient’s Address: Leave a little space and then add the recipient’s name, their position (like Principal or Teacher), the name of the school, and the school’s address. If you are not sure of the person’s name, you can use a formal greeting like “To Whom It May Concern.” Salutation: Begin your letter with a polite greeting, for example, “Respected Principal” or “Respected Teacher.”
• Opening Paragraph: In the first paragraph, clearly and briefly mention the reason you are writing the letter. For instance, if you’re writing to request information about a scholarship, specify which scholarship you’re interested in.
• Main Body of the Letter: In the body of the letter, explain your purpose in more detail. Organize your thoughts logically using separate paragraphs. Use simple and correct language, and make sure your spelling and grammar are accurate.
• Closing Paragraph: Summarize the main points of your letter and remind the reader about the purpose. If you’re attaching any documents or providing extra information, mention it here.
• Formal Closing: End your letter with a formal closing, such as “Yours truly” or “Sincerely.” Use a comma (,) after the closing.
• Your Signature: Leave enough space below the closing for your handwritten signature. If you’re typing the letter on a computer, a typed signature is okay.
• Enclosures and CC: If you’ve added any extra documents or sent copies to others (CC), let the reader know at the end of the letter. For example: “Enclosures: Certificates, Mark Sheet” or “CC: Parent’s Name.”
• Formatting: Make sure your letter looks neat with a clear font and a standard letter size. Keep your tone formal and respectful, and avoid using informal words or slang.
• Proofreading: Before sending the letter, read it carefully to check for spelling or grammar mistakes. A well-written letter shows that you’re careful and thorough.
• Mailing (if needed): If it’s a physical letter, put it in an envelope, write the recipient’s address, and add the right postage.

Writing a formal letter is an important skill. It can help you communicate effectively with your school, office or in other situations where you need to write a formal letter.

By lettersdadmin

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• Letter Writing
• Formal Letter Writing In English

Formal Letter Writing in English - Definition, Format and Writing Samples

The article elaborates on the format of writing a formal letter, the definition and structure of a formal letter, along with sample formal letters for your reference. Formal Letters are professional and need to be drafted carefully. The following topics will help you understand how to write a formal letter in the most effective manner.

Table of Contents

Definition of a formal letter.

• Structure of a Formal Letter – Types of Formal Letters

Writing a Formal Letter – Parts of a Formal Letter

Formal letter writing samples.

• FAQs on Formal Letter Writing Format in English

Formal Letters, also called Business Letters or Professional Letters, are letters that are written in a strict and specific format. Formal letters are naturally much more formal in style than informal/friendly letters. Formal letters can be written for a number of reasons such as,

• to express your concerns while working in a professional setup
• to provide official information across your workspace
• to order goods, to apply for employment, etc.
• to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

Structure of a Formal Letter

In order to be able to write a formal letter, you have to first understand the reason behind the letter. As far as formal letters are concerned, the structure of the letter changes depending on the type of letter. There are certain rules to be followed to be able to draft a formal letter. Every sentence should be well thought out and laid down in such a way that the message you want to convey should be precise and clear to the reader.

Types of Formal Letters

There are different types of formal letters, as discussed, and they can generally be labelled under the following terms:

Business Letters

Letters of application, letters to newspapers.

Business letters should be terse, clear and to the point. There is no room for any kind of stories in a business letter. Before you start to write a business letter, there are a few things you should keep in mind.

• Use simple, everyday language to convey the message clearly instead of using flamboyant and overemphatic vocabulary.
• Never use jargon that is commonly used in business when you write a business letter.
• Avoid using abbreviations as much as possible.
• The modes of address vary according to the type of letter and the receiver.
• Clear and exact descriptions of the articles necessary with the expected quality and quantity should be listed with utmost care when you write a letter to order goods.
• When replying to a business letter, always quote the date of the letter you are responding to and its reference numbers (if any).

Formal/Business letters include letters from an employer to the employees and vice versa, letters to order and replace goods, letters of serious concern to an officer of higher rank, letters of complaint, etc.

Letters of Application usually consist of letters applying for employment. Before and after you write a letter of application, make sure you check for the following:

• Always start with a short introduction stating whether the applicant is writing in response to a reference from an advertisement found online or in the newspaper.
• State the age, education and experience of the applicant.
• Provide the employer with a genuine expression of the applicant’s earnestness in taking up the job in the respective company.
• Also, furnish references so that the employer can gather an idea of the kind of employee you would be.

Letters of Application should follow the format of formal/business letters.

Always address these letters to ‘The Editor’ and end with ‘Yours faithfully’. Letters to the Editor are letters that express concerns that should be addressed to the higher authorities. These letters should be professional and authentic. No newspaper would publish anonymous letters, so make sure you are writing the letter for a cause and provide your name and address correctly.

When writing a formal letter, always be respectful and conscious of your language, no matter what the subject of the letter might be. To write a formal letter, there are some points to be remembered.

• Always start with the sender’s address
• This is followed by the date .
• The receiver’s address comes next. The receiver can be the name of the firm or the one who represents the firm.
• The subject of the letter is very important. It is a statement of the purpose of the letter. It should be written in a single line.
• The salutation can be Dear Sir/Ma’am. If it is a person you know well, you can address them by their name, ‘Dear Shrinath’.
• The first paragraph should be aimed at introducing yourself and stating the purpose of your letter.
• The second paragraph should furnish all the information about the matter.
• The third paragraph can be a concluding paragraph where you lay out your expectations regarding the matter.
• To close the letter , you can use a complimentary closing like ‘ Yours faithfully’, ‘Yours sincerely’ etc.
• Unlike informal letters, the signature should include your name (in block letters) and designation below your signature.

Formal Letter Sample 1 – Letter to the publisher ordering books for your store

Read More Book Store

24, Crosby Lane

Bangalore 600045

20th August, 2019

The Manager

Zack Publishing House

Mumbai 400012

Subject: Requirement of new books for the store

I have received the books that you sent last week. The books are in perfect condition, and they were delivered on time. Owing to the great service rendered, I would like to order more books that would be a great addition to the wide range of books available at my store. Given below is a list of books that I would like to purchase:

I shall be grateful if you could send me copies of these books as mentioned by VPP as early as possible to the address given.

Thank you in advance.

Yours faithfully,

Manager,  Read More Book Store

Formal Letter Sample 2 – Letter to the Editor about a road that needs repair

25, SS Street

Cheran Nagar

Coimbatore 641023

8th September, 2019

Subject: Repair of the road in Cheran Nagar

I would like to bring to your notice that the people in and around Cheran Nagar have been facing difficulties in travelling back and forth because of the bad condition of the roads there. We have appealed to the Municipality, but there has not been any response on the issue so far.

As our appeals to their office have had no effect, we believe that perhaps a mention in the media would be of great help. Since the beginning of the last month, the roads in Cheran Nagar have been almost impassable. The surface is badly broken up by the heavy rains, and on a dark night, it is positively dangerous for vehicles to pass that way. Moreover, there are heaps of road metal on both sides of the road, which leave very little room in the middle. The residents of the area have been inconvenienced in this way for weeks.

The situation is becoming worse. There have been multiple accidents happening due to this condition. I request you to highlight the seriousness of the matter in your newspaper so that the road may be properly repaired without further delay.

Thanking You

Yours sincerely,

More Formal Letter Samples,

FAQ on Formal Letter Writing Format in English

What is a formal letter.

A formal letter is written for official purposes such as to express your concerns while working in a professional setup, to share official information at your workspace, to order goods, to apply for employment, to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

What is the format of a formal letter?

A formal letter should include the sender’s address, date, receiver’s address, subject, salutation, body of the letter, complimentary closing and finally, the signature with name (in block letters) and designation.

How can I write a formal letter?

Before you start writing a formal letter, make sure you understand the pattern of the formal letter. Try to include all the necessary information about the matter that is being discussed. Keep your language simple and clear. Make the receiver understand your requirements and also your expectations. Provide authentic information no matter what.

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What are Business Letters: Types, Tips, and Format

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Summary: A business communication letter can be of different types including Cover Letters, Recommendation Letters, Complaint Letter, Offer Letters, Resignation Letter, and so on. Let’s find out how you can create one for your business communication.

Business letters are important for professional communication, playing a pivotal role in the corporate landscape. These formal documents serve as a structured means of conveying information, requests, or proposals between individuals, organizations, or other stakeholders.

Business letters embody a standard of clarity, professionalism, and etiquette, making them a fundamental tool for effective communication in the business environment. In this article, you will learn more about business letter writing, its types, and how you can create letters for professional communication.

What are Business Letters and Why are They Important?

A business letter is a type of formal letter used by companies for professional correspondence with their clients, employees, stakeholders, or any other individual. The business letter can be used for multiple purposes such as promoting your product, sending event invitations, company collaboration invites, thanksgiving notes, etc.

The importance of business letters lies in the fact that they are a formal method of sharing information through which professional relationships are maintained with clients and organizations. Moreover, it is shared in a written form which can be used as a future reference for the information shared professionally.

Types of Letters in Business Communication

There are different types of business letters available that you can use to communicate professionally. Some of the most popular ones include Office memorandum Welcome Letters, Request Letters, Announcement Letters, Termination letters, etc. Here are some other important business letters enumerated in detail:

• Cover Letters: It is a business letter sent by the candidate along with the resume when applying for a job. It helps candidates with their professional experience, qualifications, and in communicating about why they are interested in the applied job.
• Recommendation Letters: A letter of recommendation is provided to an individual by another professional verifying their work ethics, qualifications, and expertise.
• Business Invites: These letters are a formal way of reaching an individual or a company for inviting them to an event. The letter should be written in a way that builds excitement and anticipation among the invitees.
• Complaint Letter: This business letter type is used for raising concerns and grievances related to a product or service. It is used to address the issue and seek solution.
• Order Letters: Order letter is an official letter that approves the sale and purchase of goods and services and provides their specifications. These are legal documents that record the transaction between the parties involved.
• Resignation Letter: This type of letter is used by employees to inform their employer about their resignation and the reason behind it. Resignation letter includes declaration of resignation, reason for resigning, last working day, and a thank you note.
• Offer Letters: An offer letter is provided to a candidate once he has been selected for the open position. The letter specifies salary package, designation, posted department, hand all the benefits he will be getting in case he joins the company.
• Sales Letters: A sales letter in business communication is used for introducing a product or service to your customers. Sales teams often use these letters for contacting potential buyers or promoting products to the existing clientele.

Business Letter Format and How to Write One

Using a precise format is essential for the look and readability of a business letter. If you are planning to write business communication letter, these business communication letter formats will help you in creating an effective document:

• Opening: The opening of the letter will include your mail address, complete date, recipient’s name, company, and address. Skip one line in between your address, recipient’s info, and date. You do need to add your address if you are using a letterhead that has it.
• Salutation: Address your recipient via “Dear, along with their title and their late name “Dear Mr. Granger.” In case you don’t know their gender, mention their complete name like “Dear Taylor Dean.” Make sure to add a colon when salutation ends.
• Body: Start your first para by mentioning yourself and the intent of your letter. The next paragraphs should highlight the details of the main point. The last paragraph should restate the purpose of the letter and should provide a call to action needed.
• Closing: Your letter should conclude with formal closings like “Sincerely” or “Yours truly.” If it is an informal letter, you can use closings like “Cordially” or “Best regards.” Make sure you add a comma to the end of it.
• Signature: After closing, skip four lines and add your name. Next, skip one more line and add your job title and organization name. In case you are sending a hard copy, then sign your name in the space with blue or black ink.
• Enclosures: Under this, you need to attach documents and list them here properly.

Tips on Writing Business Letters

While writing a business communication letter, make sure you check all the information is correct before sending it. Moreover, try to be precise and complete your letter on a single page. Here are a few more tips you can follow to write an effective business letter:

• Keep the letter short and simple and avoid using technical jargons
• Use the right tone depending on the letter type like formal, informal, assertive, or humorous.
• Check the letters a couple of times for spelling and grammatical errors
• Carefully plan your letter by jotting down all the important points to be covered in the letter
• Proofread the letter content and remove unnecessary words and phrases
• Avoid using discriminatory language related to any gender, race, or religion.

Business Letter Templates

Here are some of the most common business letter templates that you can use for creating professionally looking business communication letters.

1. Sales Letter Template

A sales letter is used to convince the reader to take specific action, for example, to buy a product or service. A well-written sales letter can be a great tool for businesses to increase sales and manage business relationships.

2. Offer Letter Template

An offer letter is like a formal document that consists of the terms of employment. It serves as an agreement between the employee and employers with details like salary, benefits, and other details of the job.

3. Letter of Recommendation Template

The letter of recommendation is a document written by someone who can testify the skills, qualifications and the characteristics of an individual. This letter is mainly used to support scholarships, jobs and academic programs.

4. Termination Letter

The letter of termination or termination letter or notice of termination is a document that addresses the end of employment or any other business partnerships between two parties. For example, an employer can give a letter of termination to his employee stating that he/she has been terminated from the job.

5. Complaint Letter Template

Complaint letter is a written communication that raises any concerns about the products or services or any other grievances. The purpose of this letter is to seek resolution for any issue.

6. Cover Letter

Cover letter or CV is a one-page (250-350 words) letter that you attach with your resume while applying for a job. This persuasive document explains why you are a good fit for that position or the job.

7. Thank You Letter Template

As the name suggests, a thank you letter is a formal document that expresses your appreciation for someone’s assistance or actions. You can send a thank you letter after any interview, meeting, or after receiving any gift or any other act of kindness.

8. Business Invites

Business invites or the Business Invitation letter is a formal way to invite people, groups, company or any individual to attend a meeting or an event.

Top Software for Writing Business Communication Letters

There are different types of software that provide multiple tools and templates to write professional-looking business letters. The templates provided by these tools make it easier to create business letters quickly. Here are some of the recommended ones:

• Microsoft Word
• Google Docs
• LibreOffice Writer
• Apple Pages
• OpenOffice Writer

Business letters are a cornerstone of effective communication in the professional world. They serve as formal documentation, convey crucial information, and also contribute to the maintenance of professional relationships. The relevance of business letters lies in their ability to convey messages with clarity, formality, and professionalism, ultimately facilitating smooth operations and fostering a positive business environment.

What is the basic format of a business letter?

Block format is one of the most common layouts used for creating a business letter. Using this format, the entire letter is on the left side and there is only single space used all over except between the paragraphs.

What is a business letter for?

A business letter is generally used for providing information to clients related to a deal, or for business communications. It can also be used for discussing prior negotiations.

What is the importance of a business letter?

A business letter is important for exchanging information with other organizations, employees, and clients in a professional way.

What is a job application letter in business communication?

A job application letter is a type of letter sent to potential employers to provide information like qualifications, skills, experience, and expertise while applying for a job.

What are business letter examples?

Some common examples of business letters include job offer letters, cover letters, investor interest letters, resignation letters, shareholder letters, letters of recommendation, etc.

Varsha is an experienced content writer at Techjockey. She has been writing since 2021 and has covered several industries in her writing like fashion, technology, automobile, interior design, etc. Over the span of 1 year, she has written 100+ blogs focusing on security, finance, accounts, inventory, human resources,... Read more

Related Question and Answers

There are a several reasons that can cause a low internet speed, some of them are as follows:

• There might be too much traffic over the same bandwidth at the same time
• Slow and outdated data are not able to support modern time high speed internet
• One simple approach to avoid slow internet is to make sure the firmware on your modem is updated
• ISP provides you with the services in a wireless manner because of which there is a loss of some percent.
• Write Answer

Yes, Outlook has a built-in feature to store all the attachments. In order to access it, follow the steps given below:

• Open the text that contains the attachments
• Right click on the top tab and choose Save All attachments
• Tap Ok and choose the Drop location
• Click Save and extract the file.

Delug BitTorrent Client does not allow you to close the download status pop-up window while the file is being downloaded. The most that you can do is to drag the window to the bottom-left corner of the screen, thereby making it less visible.

To find the location where the software is storing the file, follow the steps given below:

• Open the start menu
• Right click on the Program and choose ‘Open File Location’
• You will land on the page where the file is being stored.

Any_Value in BigQuery is an aggregate function that returns a value from the Text column. It ignores the rows that have a NULL value.

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