Letter, once known as the most widely used medium of professional communication. But with the evolution of time, its use is now negligible compared to the past.
With the development of human civilization, the medium of formal information exchange has also improved a lot.
Although, currently most of the formal letters are exchanged via email or digital messaging systems, Yet at the time of writing formal letters, there is still considerable emphasis on professional format.
What is Formal Letter :
An Formal letter is basically a letter through which a person officially communicates with an organization for a professional work. Or an organization communicates with a person in an official way. Therefore, formal letter is also called official letter.
Examples of formal letters are trying to sell something, applying for a job, filing a complaint, expressing interest in a job, giving a formal greeting, thanking someone, building a relationship, and so on.
One of the means of professional communication is this formal letter. A formal letter is a document written professionally for another company or business professional.
Formal letters are not like personal letters; When writing a formal letter, has to focus on its formal tone, writing style, brevity, clarity of content, proper format and elegant presentation.
Moreover, depending on the recipient, the tone of the formal letter may vary greatly. The format of the formal letter varies greatly depending on the organization, communicator, client, or customer.
Typically, separate formal letters format are used for sales efforts, problem solving, cover letter, legal notices, and relationship building.
What is Format of Formal Letter :
Each formal letter is written based on professionalism and formal writing style. So a formal letter format refers to a writing style where conversations about official communication or exchange of information are presented in a more explicit, mature and professional manner.
Also, in the formal letter, from the greeting of the recipient to the closing greetings, paper size, font size, margin, padding, professionalism is maintained in everything. You will get a clear idea about this in the sections below.
Formal Letter Format :
Currently there are also different formats for different formal letters. However, special formats are used in special cases.
However, the basic format of almost all types of formal letters is the same. In this section we will discuss the main format of formal letter as well as two important types of formal letter, job cover letter and business letter format.
Main formal letter format: Almost all types of formal letters are written following the following format:
Your Contact Information
Company/ organisation Name
City, State Zip Code
Recipient’s Contact Information
Company/ organisation Name
City, State, Zip Code
Dear (First Name/ Mr. Mrs./ Ms. Last Name) / To whom it may concern.
Main body – Introduction, Content, Conclusion. [ It is better to leave out the unimportant things and present the important things in 3-5 paragraphs. ]
Yours/Best wishes, or
Yours sincerely, or
Yours faithfully, or
Respectfully yours, or
Cordially , or
Your handwritten signature (hard copy letter)
Typed full name
Your organization Name ]
How to Write a Formal Letter :
To write a formal letter in a proper format, you must add some important elements in the letter. Which will increase your professionalism and acceptability to the recipient.
When writing a formal letter, the alignment of each sentence should be on the left side.
Sender’s name and contact information:
At the beginning of a formal letter, your name and full address should be written in the upper left corner of the letter or your name and address should be mentioned in the letterhead.
After your name and address, enter the date with one line omitted.
Recipient’s name and contact information:
Just after entering the date, one line should be omitted and the recipient’s full name and full address should be written.
If you want to write a letter using AMS style. Then after writing the name and contact information of the recipient, you have to write the subject of your letter.
And if you want to write a formal letter in block style. Then you have to write the greeting directly after writing the name and contact information of the recipient.
When writing a greeting, the right person should be greeted with his correct name or surname. For example: Dear (First Name / Mr. Mrs./ Ms. Last Name) or To whom it may concern.
The main body of the formal letter starts from the bottom of the greeting. In this section, you need to accurately represent the purpose for which you are writing this letter.Try to keep this part in 3-5 paragraphs.
Opening Paragraph :
In the opening paragraph, the recipient should be given a basic idea of your identity and the reason for writing the letter.
Middle Paragraph :
In the middle paragraph you have to present the purpose or reason for writing this letter in details.
Last Paragraph :
In the last paragraph, the recipient must be reminded once again of the reason for writing the letter and use the call to action sentence (if necessary). Such as: “I look forward to hearing from you” or “Please contact me as soon as you can.”
Your signature after writing “Yours / Best wishes, Yours sincerely, Yours faithfully, Respectfully yours, Cordially, Respectfully” in this part. Then you have to complete the formal letter by writing your full name (name of the organization and position).
Tips for Formatting a Formal Letter :
- The language of the letter should be simple, straightforward and clear.
- Write the letter as concisely as possible in keeping with the content.
- There should be a sense of emotion and excitement in the subject matter.
- Left justify your letter.
- Special attention should be paid to the spelling of the letter.
- Single space your letter and leave a space between each paragraph.
- Use simple fonts when writing letters. Such as: Arial, Times New Roman, Courier New, etc.
- Try to keep the font size of the letter between 10 – 12.