HOW TO WRITE A FORMAL LETTER IN ENGLISH: FORMAL LETTER FORMAT & SAMPLES
Introduction
In todays digital world, formal letters may seem like a thing of the past. However, they are still a crucial form of communication in business, academia, and even personal matters.
Knowing how to +write a formal letter in English is a valuable skill that can help you communicate effectively and professionally. In this blog, we'll cover everything you need to know about writing a formal letter, including the definition, structure, writing tips, and samples.
Definition of a Formal Letter:
A formal letter is a type of communication that follows a set structure and uses formal language. It is usually written for official purposes such as job applications, business correspondence, academic inquiries, complaints, and requests. Formal letters are often sent to people you have not met before or to someone in a position of authority. They require a certain level of formality and professionalism, so it's important to use proper grammar, enhance the usage of vocabulary, and punctuation.
Types of Formal Letters
There are several types of formal letters, including:
a) Business Letters -
Business letters are formal communications sent between companies, organisations, or individuals who are doing business together. They may include inquiries, proposals, sales letters, or letters of complaint.
b) Job Application Letters -
Job application letters are used to apply for a job. They are typically sent along with a resume and cover letter, and they provide an opportunity for the applicant to showcase their skills and qualifications.
c) Complaint Letters -
Complaint letters are written to express dissatisfaction with a product, service, or experience. They are often sent to customer service departments or company executives.
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d) Inquiry Letters -
Inquiry letters are written to request information or clarification on a specific topic. They may be sent to businesses, organisations, or academic institutions.
e) Reference Letters -
Reference letters are written to provide a recommendation for a person applying for a job, school, or other opportunity. They should highlight the person's strengths and qualifications.
Structure and Parts of a Formal Letter
The formal letter has a definite structure and is divided into different parts. Writing a formal letter in an organised way is a key to deciding your marks. Taking a TOEFL coaching would help you in understanding it better.
- Heading
The heading of a formal letter includes your name and address, followed by the date of the letter. You should include your full name, address, phone number, and email address. The date should be written in full, with the month spelled out and the year in four digits.
Example:
Your Name
Your Address
City, State Zip Code
Phone Number
Email Address
Date: Month Day, Year
- Address
After the date, you should include the recipient's name, job title, and address. It's important to use the correct title and address the recipient formally, such as "Dear Mr. Smith" or "Dear Professor Johnson". If you don't know the recipient's name, you can use "Dear Sir/Madam" or "To Whom It May Concern".
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Example:
Recipient's Name
Job Title
Company/Organization Name
Address Line 1
Address Line 2
City, State Zip Code
- Salutation
The salutation is the greeting at the beginning of the letter. It should be formal and address the recipient by their proper title and name, such as "Dear Dr. Johnson". If you don't know the recipient's name, you can use "Dear Sir/Madam" or "To Whom It May Concern".
Example:
Dear Mr. Smith,
- Body
The body of the letter is where you communicate your message. It should be organized into paragraphs with clear and concise sentences. The first paragraph should introduce yourself and the purpose of the letter. The middle paragraphs should provide details, supporting evidence, or explanations. The final paragraph should summarize the main points and provide a call to action if necessary. Remember to keep the tone formal and respectful. You can also use simile that will improve the weightage of your Writing skills.
Example
I am writing to inquire about the job opening for a Marketing Manager at your company. As a highly motivated and experienced marketing professional, I believe I have the skills and qualifications necessary to excel in this role.
In my current position at XYZ Company, I have successfully developed and implemented marketing campaigns that have increased our customer base by 20%. Additionally, I have experience in market research, social media marketing, and event planning. I am confident that my skills and experience would make a valuable contribution to your team.
I would appreciate the opportunity to discuss my qualifications further and learn more about the position. Thank you for considering my application.
- Closing
The closing of the letter should be formal and polite. Use a closing phrase such as "Sincerely" or "Yours faithfully", followed by your signature and printed name. If you are sending an email, you can use a digital signature or simply type your name.
Example:
Sincerely,
[Your Signature]
Your Printed Name
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Format on How to write a formal letter
To give you a better idea of how to write a formal letter, here are some samples for different types of formal letters.
Business Letter Format
[Your Name]
[Your Address]
[City, State Zip Code]
[Phone Number]
[Email Address]
[Date]
[Recipient's Name]
[Job Title]
[Company/Organization Name]
[Address Line 1]
[Address Line 2]
[City, State Zip Code]
Dear Mr. Smith,
I am writing to follow up on our meeting last week regarding the new marketing campaign for your company. As discussed, I have prepared a proposal outlining our suggested approach and the estimated costs.
Our team of marketing experts has extensive experience in developing successful campaigns for businesses in a variety of industries. We believe that our approach will effectively communicate your brand's message and increase customer engagement.
I have attached the proposal for your review. Please let me know if you have any questions or if you would like to schedule a meeting to discuss it further.
Thank you for considering our proposal. I look forward to hearing from you soon.
Sincerely,
[Your Signature]
Your Printed Name
If you are someone who is into business, writing an invitation letter or a follow up letter plays a crucial role. To do better in this area, approach for an online IELTS coaching and attend them in your free time.
Job Application Letter Sample
[Your Name]
[Your Address]
[City, State Zip Code]
[Phone Number]
[Email Address]
[Date]
[Recipient's Name]
[Job Title]
[Company/Organization Name]
[Address Line 1]
[Address Line 2]
[City, State Zip Code]
Dear Hiring Manager,
I am writing to express my interest in the Marketing Manager position at your company. As a marketing professional with over 5 years of experience, I believe that my skills and qualifications align with the requirements of the role.
In my current position at XYZ Company, I have successfully developed and executed marketing campaigns that have increased our customer base by 20%. Additionally, I have experience in market research, social media marketing, and event planning.
I have attached my resume and cover letter for your review. I would appreciate the opportunity to discuss my qualifications further and learn more about the position.
Thank you for considering my application. I look forward to hearing from you soon.
Sincerely,
[Your Signature]
Your Printed Name
You can use the above Job application Letter Sample while applying for Jobs Abroad.
Complaint Letter Sample
[Your Name]
[Your Address]
[City, State Zip Code]
[Phone Number]
[Email Address]
[Date]
[Recipient's Name]
[Job Title]
[Company/Organization Name]
[Address Line 1]
[Address Line 2]
[City, State Zip Code]
Dear Sir/Madam,
I am writing to express my disappointment with the customer service I received at your store on [date]. I visited your store to purchase a new laptop, but I was not satisfied with the level of service provided by your staff.
When I arrived at the store, I had to wait for over 30 minutes before anyone approached me to assist me. When a staff member finally came to help me, they seemed disinterested and unhelpful. They did not answer my questions fully and seemed to be rushing me through the process.
As a loyal customer, I expected better service from your store. I hope that you will take this feedback seriously and take steps to improve your customer service.
Sincerely,
[Your Signature]
Your Printed Name
While writing letters, be aware of the spellings. Understand the difference between the homonyms, homophones and homographs. The words might sound similar or might have the same spelling but differ in their meanings. Try to avoid confusion on such areas as it may execute a different explanation.
FAQs on Formal Letter Writing Format in English
5.1 What is the purpose of a formal letter?
The purpose of a formal letter is to communicate important information in a professional and respectful manner. Formal letters are commonly used in business, education, and other formal settings.
5.2 What are the different types of formal letters?
The different types of formal letters include business letters, job application letters, complaint letters, reference letters, and resignation letters.
5.3 What is the structure of a formal letter?
The structure of a formal letter includes the sender's address, date, recipient's address, salutation, body, closing, and signature.
5.4 How do I address the recipient in a formal letter?
The recipient of a formal letter should be addressed using their appropriate title and last name, such as "Dear Mr. Smith" or "Dear Dr. Johnson."
5.5 How do I format a formal letter?
A formal letter should be formatted using a standard block format, with single-spaced paragraphs and double-spaced between paragraphs. The font should be easy to read, such as Times New Roman or Arial, and the size should be 12-point. The letter should be left-justified, and the margins should be set to one inch.
Conclusion
Writing a formal letter may seem daunting, but with the right format and guidelines, it can be a straightforward process. Remember to be clear, concise, and polite in your writing, and follow the standard structure and formatting guidelines. By following these tips and practicing your writing skills, you can effectively communicate important information in a professional and respectful manner through a formal letter.
