This article will explain how to write a formal correspondence, its structure and definition, as well as provide examples of formal letters. Formal letters are professional and should be written carefully. These topics will show you how to create a formal letter that is effective.
Definition of a formal letter
Formal Letters are also known as Business Letters or Professional Letters. They are letters that follow a specific format. Formal letters are more formal than informal or friendly letters. For many reasons, formal letters can be written.
- To express your concerns to the professional setup
- To provide official information to your workplace
- To order goods or to apply for employment
- To the Editor of a newspaper that addresses the problems faced in various areas by different groups, etc.
Structure of a Formal letter
To be able to send a formal letter, it is important to understand the purpose of the letter. The structure of formal letters varies depending on what type it is. To be able to write a formal letter, there are some rules you should follow. Each sentence should be carefully thought out and written in a way that conveys the message clearly and precisely to the reader.
Types of formal letters
There are many types of formal letters. They can be labeled using the following terms:
- Business letters
- Lettres of application
- Let us know what you think of our newspaper
Business letters
Business letters should be concise, short and straight to the point. A business letter should not contain any lengthy stories. These are some things to keep in mind before you begin writing a business letter.
- Instead of using exaggerated and flamboyant vocabulary, use everyday language to communicate the message.
- When writing a business letter, don't use any jargon you might have heard in business.
- Use abbreviations sparingly.
- The type of letter and the recipient will determine the address.
- When you send a letter of order, be sure to include clear and precise descriptions of the items required along with the expected quantity and quality.
- Always include the date and number of references when responding to business letters.
Formal/Business letters are letters from the employer to employees and vice versa. They include letters to order and substitute goods, letters to order and return goods, letters to notify an officer of a higher rank of concern, and letters of complaint.
Lettres of application
Letters of application usually include letters requesting employment. Before you send a letter of request, check the following:
- Always begin with a brief introduction that explains why the applicant is writing to respond to an advertisement in the newspaper or online.
- Please indicate the applicant's age, education, and work experience.
- Give the employer a genuine expression that the applicant is serious about accepting the job at the company.
- You should also provide references to help the employer get an idea of what kind of employee you are.
The format for letters of application should be the same as formal/business letters.
Let us know what you think of our newspaper
These letters should always be addressed to 'The editor' and concluded with 'Yours faithfully. Let's not forget to address letters to the Editor if you have concerns or questions that need to be addressed to higher authorities. These letters must be professional and authentic. An anonymous letter would not be published by a newspaper, so ensure you are writing for a cause. Also make sure to include your name and address.
Writing a formal letter - Parts of Formal Letters
Be respectful when writing formal letters. There are some things you should remember when writing a formal letter.
- Always begin with the sender’s address
- The date follows.
- Next is the address of the receiver. The receiver may be the name or representative of the firm.
- It is important to include in the subject line of your letter. It should be a declaration of the letter's purpose. It should not exceed one line.
- The salutation can be Dear Sir/Ma’am. However, if it's someone you know well, you may address them by their first name, "Dear Shrinath".
- The Body of the letter Can be written in three paragraphs
- The first paragraph should introduce you and state the purpose of your letter.
- The second paragraph should contain all relevant information.
- The third paragraph could be your concluding paragraph in which you outline your expectations about the matter.
- Close the letter with a complementary closing such as ' Yours faithfully' or 'Yours sincere'.
- Signature is not for informal correspondence. It should contain your name in block letters and your designation below it.
FAQ about Formal Letter Writing Formats in English
What is a formal correspondence?
For official purposes, a formal letter can be written to address concerns, provide information about your workplace, order goods, apply for employment, or to the Editor of a newspaper that addresses the issues faced by different groups of people.
What format is a formal letter?
A formal letter should contain the address of the sender, date of receipt, subject, salutation and body.
How do I write a formal correspondence?
Before you begin writing a formal correspondence, ensure you have a clear understanding of the format. Include all relevant information. Use simple language that is clear and concise. Make sure the receiver understands your requirements and your expectations. No matter what, give authentic information.