With the advent of e-mail, writing formal letters has taken a backseat. You will now find people writing formal letters hardly for a few important communications, for instance, covering letters for job applications or complaint letters. However, since the concept of writing formal letters still exists, you should be very well acquainted with the style, pattern and most importantly, selection of words, for the same. Read the article and know how to write a formal letter.
How To Write A Formal Letter
- First, write the return (sender’s) address on the top left-hand corner of the letter.
- The address of the recipient (the person whom you are writing to) should also be written on the left-hand side, just below your address.
- The recipient’s address should be followed by the date on which you are writing the letter.
- Next, you should write the subject of the letter, in short and precise terms. Ex - Application for the post of Accounts Executive.
- Before starting the text (body) of the letter, you should write the salutation or greeting - Dear Sir or Madam. You may also address the recipient by writing dear, the title (Mr., Mrs., Ms. or Miss, Dr, etc), followed by his/her surname - Dear Mr. /Ms Williams.
- The content of the letter should be short, crisp and formal in nature. The first paragraph should state the purpose of the letter in brief - to enquire, complain, request for something, etc.
- The later paragraph/paragraphs in the letter should be continuation of what you have stated in the introduction. Since formal letters demand brevity, you should ensure that you don’t make the content lengthy. Concentrate only on the essential facts. Be precise and organize the content in a clear and logical manner.
- The last or the concluding paragraph of your formal letter should mention or state what action you expect the recipient to take - to send you information, to refund, to rectify, etc.
- While writing a formal letter, do not make use of informal language, like abbreviation, even if you know the recipient personally.
- Do not go on expanding the content, as it will make your letter lengthy and be against the rules of writing a formal letter. Be as precise as possible.
- Make sure that the first paragraph of your letter doesn’t exceed five lines.
- After writing the letter, cross-check for any grammatical errors and spelling mistakes.
- Even if you are complaining, be polite in your words.
- Be concise and relevant.
- The letter should be clearly divided into three paragraphs - introduction, description and conclusion.