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  • DOCUMENTS
  • GUIDANCE

What is a formal letter?

A formal letter is more or less related to a business letter that includes many important things. A formal letter is written in a number of forms such as recommendation letter, complaint letter, invitation letter and the like. Any sort of communication which is considered official enough to write or type in a formal structure is called a formal letter.

What do you understand by formal letter format?

A formal letter format resembles a business letter to a great extent. The only difference between them is the content or subject of the letter. Other than that, everything is similar. A formal letter format must include a set of basic points that cannot be changed as per individual preferences. Let’s have a look at those basic points –

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Contact details

Mention the name, phone number and address at the beginning of the formal letter. You can also mention the same at the end of the letter; however, it is optional.

Date

While structuring a formal letter format, mention the date of writing the document. If there takes place several exchanges, dates help to categorize them in a proper way.

Body

Structuring the body of the letter entirely depends on you – how much you want to detail the matter, what are the details you want to include, what points you want to mention and so on

Printing

Once you make the final draft of the letter, it is now time to include the signature of the authorized person responsible for writing the letter.

Reasons to use a formal letter format

You may think that a formal letter format is only required when you are writing a business letter. But, you will be amazed to know that the same letter format is required for a number of letters or applications. For example, when you feel the need to send your resume to a prospective employer, you will have to write a cover letter following a formal structure. The structure of a formal letter is the most commonly used format in today’s age.No matter what is your purpose of writing a formal letter, a readymade template can always help you in drawing a proper structure. Whatever letter you write, the formal structure of it should depict that you have given a lot of time and effort to write it. Each and every detail of the content should be in proper place.Once you end up with a formal letter structure, it’s time to proofread your final draft to find out any spelling error, grammatical error, punctuation mistake or any awkward thing that does not match with the content of the letter. After the proofread, double check the name of the person to whom the letter is addressed.If You Find This Letter PDF Free Download

How to write a formal letter?

Since formal letters are also termed as business letters, it is considered a misleading term because format letter structure is not only used for business purposes, but also for other applications. So, one should acquire proper knowledge on how to write a formal letter. It helps to shape the perception of others about you, and you can rightly inform them about any serious issue or event. It is true that with the emergence of the internet, writing a letter has become less common, but still for certain events and purposes formal letter format is used to a great extent such as for writing a cover letter, a resignation letter, questionnaires, survey, etc.Here, you will come to know about important points that a writer should consider for how to write a formal letter. Let’s have a look at the points –

Keep the objectives of your letter straightforward

Before starting a formal letter, make sure that you have a set of pre-defined objectives to mention in the letter and not just any arbitrary correspondence.

Keep your points precise and concise

The points you mention in the letter should be concise and to the point. The writer should avoid including flowery or unnecessary words in the content.

A set of formatting rules should be followed in a formal letter

For writing a formal letter, a set of formatting rules should be followed that make it different from informal letters. The set of principles includes –
  • Start the letter with your name, address, phone number and email ID
  • Don’t forget to mention the date, month and year
  • Enter salutation words
  • After that, start structuring the body of the content
  • Draw a conclusion with a “Thank you” note or words of gratitude
  • The writing pattern should be left-aligned
Other things need to follow for writing a formal letter
  • Type letters in black block style

When you are writing for a company or organization, mention its name and address in black block letters at the top of the letter.
  • Mention the date just below the name of the sender

It is important to mention the date of the letter as it serves two purposes – one if it is required to complete the task within a certain time frame, then mentioning dates help to organize them in a proper way. Second, it will notify the concerned person to whom the letter is addressed.

Rules that should be followed while writing a formal letter

There are certain rules and regulations that should be followed while writing a formal letter. A writer must take these points into consideration to avoid further misunderstandings. So, let’s check out the rules to be followed –

Avoid writing lengthy sentences

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A writer should keep the content of the letter clear and to the point. Do not include unnecessary words or flowery languages that make it look dull or too lengthy to read.

Always mention two addresses in the letter

FreeA formal letter must include two addresses. One is that of the sender, and the other is that of the recipient. These two addresses should be written clearly with no error.

Mention the date in the letter

No matter whether you are placing the address of the sender on the left and right side, the date should be mentioned below the sender address.

Types of formal letters

Formal letters are categorized in certain formats such as
  • Business letter
  • Inquiry letter
  • Sales letter
  • Acceptance letter
  • Apology letter

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Let’s no discuss them in brief –

Business letter

Most of the business letter is written following an official letter format. This letter format is basically polished and easy to read. A business letter must include a few basic points such as – date, content or body of the letter, name and address of both sender and recipient.Structure to be followed for writing a business letter
  • The writer must know the format. To guess the correct format, he or she can check out thousands of formal letter exampleavailable online.
  • Select the right size of the paper so that it looks completely professional
  • Give some information about the company such as company name, address, objectives, etc.
  • Must include the recipient’s name and address in the letter
  • Write in a clear and precise tone
  • Use only active voice

Inquiry letter

Basically, these inquiry letters are written following a formal structure and are used for inquiring information about any product or service. Therefore, you must clearly state in the letter what type of information you require about which product.Structure to be followed for writing an inquiry letter

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  • The letter must include an opening paragraph
  • The body of the content should be divided into three sections – First paragraph, second paragraph, and third paragraph.
  • There should be a closing paragraph with a note of “Thank you “at the end of the letter

Sales letter

A sales letter is written following a formal structure to promote any product or service. Since these letters are used for promotional purposes, therefore, they must clearly depict the advantages or features of a particular product or service. In the closing paragraph, a call to action tone should be placed.Structure to be followed for writing sales letter
  • Determine the subject for which you are sending the letter
  • Give it a customized look mentioning product features and advantages
  • Represent the format in such a way that you understand the problems of your customers
  • Use a positive tone and structure
  • If you can, include testimonials from your customers
  • Proofread the final draft to avoid any spelling or grammatical error

Acceptance letter

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An acceptance letter is written for fulfilling a number of purposes such as for accepting the job, an invitation, honor, gift, resignation, etc. Though you may claim that these things can be done verbally as well, still it is nice idea to formally accomplish the purpose with a letter of acceptance.Structured to be followed for writing an acceptance letter
  • Mention the name and address of the sender at the top of the letter
  • Mention the date right after the address
  • Put the full name and address of the person to whom the letter is concerned on the left-hand side of the letter
  • Start with a Thank you note
  • Structure a brief including important points and facts
  • Check the final draft for finding out any grammar or spelling error

Apology letter

For writing an apology letter, the writer must choose to write in Times New Roman format. Once you finish typing the letter, make sure to print it on good quality paper.Structure to be followed for writing an apology letter
  • Mention the subject of the letter or what it is about
  • Clearly, state your mistake for which you are writing this apology letter
  • Write in an acknowledgment tone that how much you feel guilty about hurting their sentiments
  • Don’t forget to mention your words of gratitude
  • Firmly accept your responsibility
  • Propose a solution to sort out the issue
  • Mention your interest in interaction in future
  • Consider the language or tone of writing
  • Honestly and sincerely admit your mistakes
  • Write the conclusion part with graceful words
  • Give a formal structure to the letter

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Check out formal letter format online

Before you start bending your head for where to find the best structure of a formal letter, you must understand that you have the biggest platform where you can search anything you want. Yes, it is the internet through which you can find a countless number of formal letter samples and templates that you can download as per your requirement and customize it with your words. Her, you can find almost all formal letters templates and the best part is that they are free. All you need is to download them from your PC or laptop, and you will get a readymade structure that you need to fill with your words.Taking the help of formal letter template, you can be rest assured that the final result will look professional and you can expect a good result after sending the letter to the concerned person.