The formal format of a letter In English: A formal letter is written in a formal and conventional style and adheres to a prescribed format. The letters are to be used for official purposes like writing letters addressed to the boss, the HR manager to employees, the principal of the school or college or to a teacher, and so on. We do not write formal letters to use for personal purposes like writing letters to family members, relatives, or even friends.
The formal letter writing format has certain rules and conventions. Additionally, the language used in the letters should be professional. This format will assist in expressing the contents to be conveyed professionally. A good illustration of official correspondence is sending a resignation letter to the head of the business, and stating the reason for the resignation and the reason for resignation in the exact same document.
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Typically, formal letters are written in English in private firms. However, in India, there are many businesses particularly government-owned firms accept formal letters that are written using the Hindi language. In fact, a formal letter format is also taught to students in schools for them to be able to compose letters in any given circumstance to their teachers and principals. Learn more details about the formal letter format and sample formal letters to get an example of formal letters.
Find other types of Letter Writing such as formal, informal, and different types Letter Writing Examples.
Formal Letters: Types
There are various kinds of formal letters as described in the previous article, and they may be classified under the following categories:
- Business Letters
- Letters of Application
- Letters to newspapers
Business Letters
Letters to business clients should be short clear, concise, and straight to the point. There should be no room for stories of any kind in the business letter. When you are writing your business letter there are some items to be aware of.
- Make use of everyday language to communicate your message clearly rather than using overly dramatic and exaggerated words.
- Do not use jargon typically employed in business when writing your business letter.
- Beware of abbreviations as much as you can.
- The methods of address are different by the kind of letter and the recipient.
- Specific and precise descriptions of the products required with the quality you expect and quantity must be provided with care when you compose a formal letter to purchase products.
- If you are responding to a business letter, make sure to mention the date on the letter you're responding to as well as reference numbers (if there are any).
Business letters are formal and comprise letters from employers to employees and vice versa. letters to order and to replace items, letters of the grave issue to an employee with a superior rank, complaints letters, and so on.
Letters of Application
Letters of Application typically are letters that apply for a job. When you write your letter of application ensure that you look for the following things:
- Always begin with a brief introduction that explains if the applicant is writing due to an online advertisement or in a newspaper.
- Provide the date of birth of the applicant, as well as his education and experience. the applicant.
- The employer should be provided with an honest statement of the applicant's sincerity to be a part of the team within the particular company.
- Also, provide references so that your employer can get an idea of what kind of person you'd be.
Letters of Application should adhere to the formal format of business letters.
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Letters to newspapers
Always write to 'The Editor'. Then, end the letter with "Yours faithfully". These are written letters that express concern and should be addressed to higher authorities. The letters must be authentic and professional. The newspaper will not publish anonymous letters. Therefore, ensure that you write your letter to promote an organization and include your address and name correctly.
How do you write a formal Letter?
To write a formal letter, Use the following guidelines:
- Introduce or greet the person in a formal manner, such as Dear Sir/Madam
- Always state the topic of your letter.
- Be concise in your letter. Include the reasons for writing your letter within the very first paragraph. Don't extend the letter too much.
- In the tone and manner of your letter, it must be courteous and not harsh.
- Use a formal format and pay attention to how you present your letter
- Make sure to mention the address and the date in the correct order.
- Name and description of the recipient accurately.
- The closing of your letter must be a note of gratitude. Utilize "Thank you" to acknowledge the letter, and at the end, write "Yours truly or sincerely" and your signature and name.
Formal Letter Writing Topics
There are many reasons to create a formal letter that has a specific meaning. The most common reasons include:
- Sick Leave Application
- Leave Application for Marriage
- Leave application for maternity
- Resignation letter
- Appointment letter
- Job offer letter
- Complaint letter
- Business letter
Formal Letter Format
The main structure of a formal letter includes:
- Sender’s Address
- Date
- Name / Designation of Addressee
- Address of the Addressee
- Salutation
- Subject
- Body [Introduction, Content, Conclusion]
- Complimentary Closing Line
- Signature / Name of the Sender
- Designation of the Sender
Sender’s Address
Date: XX/XX/XXXX
Name / Designation of Receiver
Address of the Receiver,Subject:
Salutation (Mr/Mrs/ MS)Body of the Letter
Signature / Name of the Sender
Designation of the Sender