Writing formal letters and emails is something we all do at some point. Whether we write to a client, professor, faculty admission program, or administrative organization, we need formal writing skills to choose the right tone and format for our message. A format letter or email is a powerful first impression. So learn everything there is to know about formal letters and use them to your advantage.
Table of contents
A formal letter is a letter for which the writer uses a strict format and formal, professional language. They address business, professional, or protocol matters and convey information without personal mentions. Organizations and companies often use predetermined formats for particular formal letters and provide templates to those interested.
There are three main types of formal letters based on the occasion on which they are used:
Formal letter format.
For this infographic we used an example letter format from Purdue University.
If you don't have a template provided by your company or the organization you want to write to, you need to know the information to include in a formal letter.
A formal letter shall cover the following parts:
Let's detail the importance of each of these elements and how to use them like a professional.
Senders address
The first part of a formal letter is dedicated to contact information, yours, and the recipients. Contact information should include:
If you use corporate letterhead paper, then you can avoid this part.
Tip: The sender's name and title are included in the letter's closure, so do not write them in this section.
Date
The date when this formal letter is written must be added here. It will help your recipient know when the letter was written and inform them that they need to reply in a timely manner.
Note that the date format is different across different countries:
Recipient’s address
The contact information must include:
Heading (Optional)
To highlight the role of the letter, write a heading. It will have the same effect the subject line for an email. When you see it you will know what this is about without reading the details.
Here are some examples:
Note: It is better to omit the heading if you are unsure of its necessity.
Salutation
The next part is dedicated to a formal salutation, followed by the letter's body.
The greeting you use is determined by how well you know the recipient.
Body
In the letter's body, you should include a few paragraphs:
Closing
End your letter with a formal closing that summarizes the message, thanks for the recipient's time, and adds your signature.
The following are some of the most typical business closing salutations:
Your signature
Even if the message is typed, it should always end with a handwritten signature. Even if this is your first correspondence, handwritten signatures aid in developing a connection with the recipient.
By signing the letter, you increase the formality of the letter, making it more important.
Always include your entire name and job title beneath your signature.
Enclosures
If you send a digital letter, you may consider including documents, links, or references to any materials that sustain your message (e.g., attach reference letters when sending a job application letter).
Find below a series of characteristics that are essential when formatting your formal letter:
Letter length & structure
A formal letter shouldn't have more than a few short paragraphs. It's essential to structure your information well, leaving enough space between sections and paragraphs to make the letter easy to read and understand.
Margins
You also have a standard 1-inch margin for all sides of the page.
Spacing
Add extra blank lines between contact information and greeting, greeting and body, and body and closing.
Alignment
In many formal letters, contact information is either left or right-aligned, leaving the middle of the page empty.
The letter's body looks better aligned to the left or justified. The greeting is usually either to the left or in the middle, while the closing is generally to the right. Alignment segregates the information and makes it easy to follow. The recipient will know exactly where to look to find what they need.
Font style and size
Use a standard font that looks professional, such as Calibri, New Times Roman, Arial, or Helvetica, and a regular font size, such as 12. Avoid fancy fonts that may not be available for everyone or distract from the message of your letter. Also, stick to black text on a white background and avoid embellishments such as bold, italics, and underlining.
Letter printing
Formal letters should be printed on plain white paper in a portrait layout.
Start by considering the recipient of your letter and the reason for which you are writing it. Then, get together all the information you need: the recipient's contact data, essential details that need to be in the letter, and references and documents that support your point of view.
The next step is choosing a format and font style, and size.
Begin the letter by adding vital information, such as your contact data, date of writing, and recipient's contact data. If you are sending the letter by email, summarize the content of the message in a few words and put them in the Subject line.
Continue with an appropriate greeting. Use a generic salutation if you don't know the name or function of the recipient. But if you know them, use them. For example, you can begin with a cordial 'Dear Sir or Madam,' with an efficient 'To the Director of Company ...', or with a generic 'To all whom it may concern.' Be polite and try to include as much information as you can.
In the two or three paragraphs of the letter's body, include everything there is to say concisely and to the point. Avoid using metaphors and flowery language that may be misinterpreted or even offensive. Introduce yourself clearly (e.g., client id, candidate for the job, position in your current company, etc.) and write the letter's purpose in the first paragraph. The second paragraph includes additional information. The last may be a call to action, a repetition of your purpose, or a statement.
End the letter with a summary of the content and your signature. If you attach any document to your letter, write "Enclosure" after signing off and state the name of the documents.
Before sending your first formal letter, check out the following tips:
Check out the following examples to get started. They are general formal letter templates that you can easily customize and tailor for any situation. And to make things even easier for you, you can download the templates and forget about formatting.
Sender Name and Title
Sender Address
Sender Phone Number/Email Address
Date
Recipient Contact Information
Recipient Name and Title
Recipient Address
Recipient Phone Number/Email Address
Dear Sir/Madam/ Recipient Name and Title / To the Director of Company/ all whom it may concern,
My name is [Sender Name], and I am [Sender Role in the letter] identified by [information]. I'm writing regarding [Purpose of the letter].
[Details about the purpose of the letter]
Thank you in advance for your [support/response/effort]. I hope I have provided all the information you need to [call to action] by [due date]. I am available for further discussion if required.
I look forward to hearing from you,
Sincerely,
[Sender Name and Signature]
Subject line
Information inquiry/invitation to [event]/call to action for [event]/payment issues
GreetingDear Sir/Madam/ Recipient Name and Title / To the Director of Company/ all whom it may concern,
BodyMy name is [Sender Name], and I am [Sender Role in the letter] identified by [information]. I'm writing regarding [Purpose of the email].
[Details about the purpose of the letter]
I've attached all the documents regarding the topic discussed. I hope I have provided all the information you need to [call to action] by [due date]. Please let me know if you need anything else.
Thank you in advance for your [support/response/effort].
ClosingI look forward to hearing from you,
Sincerely,
Signature and Contact Information[Sender Name and Signature]
Formal letter examples:
An informal letter is written in a common language and without restrictions. On the other hand, a formal letter is written using formal language and a specific format, sometimes stipulated by the receiver or your company. Although both informal and formal letters need to have a respectful tone and straightforward content, a formal letter is seen as an official document and requires extra care.
Formal letter | Informal letter |
| Context Used in professional/business context | Used in communication with coworkers and friends |
| Greeting Dear Sir or Madam I’m writing in response to your advertisement. I’m writing to inform you… | Hello Robert Thanks for your letter. It was nice hearing from your side. I just wanted to let you know… |
| Closing Yours sincerely Yours faithfully | Cheers Yours truly |
Yes, you can use any common abbreviation included in formal language. For example, CC (carbon copy) is a frequent abbreviation used in formal emails. You can also use abbreviations for Sir and Madame, titles (e.g., Ph.D.), addresses (e.g., No), and organization names (e.g., NHS). Here is a guide for using abbreviations in your formal letters.
The way you end a formal letter is your last chance to make a good impression. And it depends on the nature of your relationship with the recipient and the type of letter you are sending. For example, the ending formula in an official letter may be very formal and neutral, such as "Yours respectfully" or "Sincerely." But if you send the letter for HR or business-related purposes, you may use a less formal "Best regards." For work-related purposes or when it's not the first time you send a letter to the recipient, you may use an even more relaxed tone and end the letter with "All the best," "Best wishes," or "Warm regards."
Conclusion
Use formal letters to start a conversation with someone officially or professionally. It shows respect and opens doors otherwise closed. Choose the right words and proper format, and you can be sure your letter will be read and considered. In a follow-up letter, you can adjust the writing accordingly and be more relaxed.
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