What is a Formal Letter?
Any letter that is written in a professional, or formal tone and style is referred to as a formal letter. It can be used for professional or casual communications and is frequently utilized for commercial or academic consultations.
How to Write a Formal Letter?
Here is a general template of formal letter proper format:
- The sender’s address: First on the list should be the sender’s address, which should include their name, street address, city, state, and zip code.
- The date: The month, day, and year all should be in the form of the date.
- The address of the recipient: This should contain the name, title, company, street address, city, state, and zip code of the recipient.
- The salutation: Use a formal salutation, such as “Dear Mr./Ms. Last Name,” to start.
- The letter’s body: The body of the letter, which should be broken up into paragraphs, should focus on the purpose of the letter. It should be stated in the first paragraph, and any kind of supporting details should be included in the subsequent paragraphs.
- The closing: The letter should be properly concluded with a formal phrase like “Sincerely,” followed by a comma.
- The sender’s signature: The sender should sign their name above their typed name when sending an email.
Formal letter Writing Topics
There are numerous subjects that you could cover in a formal letter. A few examples are given below:
- Requesting details or clarity on a specific matter
- Making a complaint regarding a good or service
- Formally requesting anything, such as a leave of absence or a contract modification
- Expressing gratitude to a business or person for their effort or service
- submitting a job or internship application
- approaching a government body or official in writing
- Inviting someone to a meeting or event
- Making a letter of reference or authorization for someone
Always write respectfully and professionally, and make sure to thoroughly review your letter before delivering it.
Types of Formal Letters
There are various formal letter formats that you may utilize depending on the circumstance. A few of them are mentioned below:
- A business letter: It is sent in a corporate role and is typically addressed to a company or organization.
- Cover letter: A letter introducing the candidate and outlining their qualifications and interest in the position that is submitted along with a resume or job application.
- Complaint letter: A letter of complaint expresses displeasure or dissatisfaction with goods, services, or consequences.
- Appeal letter: A letter requesting a review of or revision of a decision.
- Inquiry letter: A letter of inquiry requests details or clarification on a certain topic.
- Thank you letter: Thanks letter expresses respect for something or someone.
- Invitation Letter: A letter written to invite someone to an occasion or event is known as an invitation letter.
- Recommendation letter: A letter sent to recommend a candidate for a job or program, such as a student or employee.
- Sales letter: A letter used to advertise a good or service to convince the reader to buy it.
Always follow the format and tone that are suitable for the kind of letter you are writing.
Abbreviations used in Letter Writing
In letters, the following abbreviations are frequently used:
- Enc. or Enclosures: This acronym denotes the presence of additional papers in the letter’s enclosures.
- cc: The acronym “cc” represents, Carbon copy which means that a copy of the letter is being sent to a person in addition to the primary recipient.
- bcc: A copy of the letter is being sent to someone in addition to the principal recipient, but their name is not stated on the letter.
- P.S.: This acronym, which stands for “postscript,” is used to provide a last comment or note.
- FYI: It provides information to the recipient without anticipating a reaction as this acronym denotes, For your information.
- ASAP: It stands for “as soon as possible” and is used to seek a rapid response to a request.
Always use these acronyms correctly and only in email communication. It is usually preferable to put out the actual statement in a more informal or casual style.
Examples of Formal Letters
Explore some examples of different types of formal letters:
- Cover Letter
2. Complaint Letter
Difference between Formal and Informal Letter Format
Format and writing rules for formal and informal letters vary, and each sort of letter has a special purpose.
Formal letters have a set format and are written in a formal setting. They are often used for more severe or significant issues, like job applications, complaints, and information requests. Consequently, informal letters are written in a more informal tone and are typically used for personal communications between friends, relatives, and colleagues. Informal letters can be written in a more casual and pleasant tone and don’t have to conform to a structured plan.
Following are some significant differences between formal and informal letters:
|Formal Letter Format||Informal Letter Format|
|Use a professional or business tone||Use a casual or friendly tone|
|Follow a specific format, including a letterhead, date, inside address, salutation, body, closing, and signature||Do not follow a specific format, but may include a date and a salutation, and closing|
|Use formal language and vocabulary||Use more casual language and vocabulary|
|Do not use contractions||May use contractions|
It is necessary to review your letter thoroughly before sending it and to use the appropriate style and tone of the letter you are writing.