What to keep in mind in formal letter writing? Here are some tips.
FORMAL LETTER WRITING – Knowing how to write this type of letter ensures that your message is well-received with the attention it deserves.
WHAT IS A FORMAL LETTER? This is a written communication used for various professional and official purposes. It is respectful, clear, and polite in tone and follows a specific format. This is needed and required in serious situations.
Some of the common purposes behind this letter type are:
- Job Application Letter
- Scholarship or Admission Letter
- Internship or Volunteer Request
- Requesting a school certificate, transfer, or leave
- Asking for information, documents, or assistance
- Sending notices, official updates, or confirmations
- Writing a resignation letter
- Sending a formal invitation or announcement
- Writing to a teacher, principal, employer, or government office
This letter should contain specific elements such as the sender’s and recipient’s addresses, a formal greeting, and a closing statement. We used to imagine this as a handwritten or typed letter, stamped and signed, and sent through the mail. But in modern times, this can now be sent through email. The main objective is to be clear and effective in relaying the message in a clear and professional way.
Here’s a letter format you can follow:
[Name]
[Address]
[Contact]
[Date]
[Recipient Name]
[Recipient Address]
[Recipient Contact]
SALUTATION (example: To Whom It May Concern: or Dear Mr./Ms./Dr. [Last Name])
BODY OF LETTER
(single space in between sentences and double space in between paragraphs)
(You can use the block style format.)
CLOSING SALUTATION (example Respectfully yours, Yours sincerely, Cordially, Respectfully, and for the less formal letter, you may use All the best, Best, Thank you, Regards)
SIGNATURE
(Under your closing, leave four single spaces between your typed full name, title, and other contact details you may want to include)
Guides and tips:
- When writing, make a plan first by identifying your purpose, what you are hoping to achieve, and the receiver.
- Always follow the proper format. Remember to include the sender’s address, date, recipient’s address, salutation, body, close, and signature. Your text should be aligned to the left, type in a professional font like Times New Roman or Arial, single-spaced, with a two-inch margin at the top and bottom of the document and a one-inch margin on both sides.
- Be clear, concise, direct, and precise in your opening paragraph.
- In writing the body, make sure to separate each main point and put support in your statements, like facts and specific examples.
- Close your letter with a statement that expresses your expectation for any action from the recipient.
- Before sending your letter, make sure to review it to avoid misspelled words, wrong grammar, and other errors.