Formal Letter Format - How to Write, Examples, and Tips

1. What is a Formal Letter?
2. When To Use A Formal Letter Format?
3. How To Write A Formal Letter?
4. Format of a Formal Letter
5. Formal Letter Format
6. Types Of Formal Letters
   1. Cover Letter
   2. Letter of recommendation
   3. Resignation letter
   4. Apology Letter
   5. Thank you letter
   6. Job Acceptance Letter
   7. Business Letters
   8. Sales Letters
7. Formal letter Sample

Letters are a crucial and oldest means of communication. Even with emails being a more popular form of communication, letters can be used for many purposes, such as conveying news, information, and greetings.

Letters can be classified into two main types: formal and informal.

A formal letter is a written communication that adheres to established conventions of structure, tone, and format, often used for official or professional purposes.

In this article, we take a close look at what is a formal letter, when you should write it, types, and how to write a formal letter followed by samples and formats.

What is a Formal Letter?

A formal letter is a written communication following established conventions of structure, tone, and format.

Typically used for official or professional purposes, formal letters adhere to specific guidelines, including a clear and concise subject line, formal salutation, organized body paragraphs, and a polite closing.

These letters often address matters such as job applications, business inquiries, complaints, or requests for information or assistance.

The language in formal letters is professional and respectful, avoiding slang or colloquialisms.

They may include details such as addresses, dates, and references to provide context and facilitate a clear understanding of the message's purpose.

When To Use A Formal Letter Format?

You should use a formal letter to communicate when writing to someone in a professional setting, such as a business associate, colleague, or supervisor.

This includes writing to businesses, government agencies, and educational institutions. It is also appropriate to use a formal letter when writing to someone you do not know well or when you are writing about a serious or sensitive topic.

You should also use a formal letter when writing to someone in authority, such as a government official or academic advisor.

How To Write A Formal Letter?

Here's how you can write a formal letter:

Write your name and contact information

Your name and contact information should be placed in the upper left corner of your letter. This should include your full name, mailing address, phone number, and email address. If you are writing a formal letter on behalf of a company, you should include the company's name and contact information instead of your own.

Mention the date

The date should be placed below your name and contact information, aligned to the right. You can write the date in either a long or short format. For example:

August 4, 2023

or

08/04/2023

Write the recipient's name and contact information

The recipient's name and contact information should be placed below the date, aligned to the left.

This should include the recipient's full name, title, and mailing address. If you are writing to a company, you should address the letter to the appropriate department or individual.

For example:

John Smith
Manager
Acme Corporation
123 Main Street
Anytown, CA 91234

Include Salutation

The salutation is a formal greeting that is placed below the recipient's contact information.

The most common salutation for a formal letter is "Dear [Recipient's Last Name]." If you are writing to a company, you can address the salutation to the department or individual you are writing to.

For example:

Dear Mr. Smith,

0r

Dear Acme Corporation Hiring Manager,

Write the subject line of the letter

The subject line is a summary of the purpose of your letter. It should be placed below the salutation and aligned to the left. The subject line should be concise, to the point, and it should let the reader know what to expect when they read your letter.

For example:

Job Application for Software Engineer Position

Inquiry about the Graduate School Program

Request for Meeting

Write the body of the letter

The body of the letter is where you will state the purpose of your letter and provide any necessary information. Divide the body of your letter into paragraphs, and focus on a single main idea in each.

In the first paragraph, you should introduce yourself and state the purpose of your letter.

In the second, provide any relevant information or details. In the final paragraph, you should summarize your main points and state what action you expect the recipient to take.

When writing the body of your letter, be sure to use formal language and avoid using slang or contractions. You should also proofread your letter carefully to ensure that there are no errors in grammar or spelling.

Include a sign-off

The sign-off is a formal closing placed below the body of the letter. The most common sign-off for a formal letter is "Sincerely."

If you are writing to a close acquaintance or colleague, you may use a less formal sign-off, such as "Best regards" or "Best."

Learn here How to Finish a Letter

Proofread your letter

Before sending your letter, be sure to proofread it carefully to ensure that there are no errors in grammar or spelling. You should ask a friend or colleague to proofread your letter for you.

Format of a Formal Letter

A formal letter typically includes the following elements:

• Sender's address: This should be your full name and address, including your city, state, and zip code.
• Date: The date should be written in the following format: month day, year.
• Recipient's address: This is the full name and address of the person you are writing to.
• Salutation: The salutation is a formal greeting, such as "Dear Mr. Smith" or "Dear Ms. Jones."
• Body of the letter: This is where you will write the main message of your letter. Be sure to be clear and concise, and to use proper grammar and punctuation.
• Closing: The closing is a formal farewell, such as "Sincerely" or "Best regards."
• Signature: This is your signature, followed by your typed name.

Let us take a look at the types of formal letters

Formal Letter Format

Types Of Formal Letters

While there are many kinds of formal letters, here are some that are commonly used in the workplace:

• Cover letter
• Letter of recommendation
• Resignation letters
• Apology letters
• Thank you letters

Cover Letter

A cover letter is a one-page document submitted with your resume when applying for a job.

It can help you introduce yourself to the potential employer and highlight your skills and experience.

A well-written cover letter can help you stand out from other candidates and increase your chances of getting an interview.

Here are some crucial things to include in your cover letter:

• Your contact information: This should include your name, mailing address, email address, and phone number.
• Date: This should be the date you are sending the cover letter.
• The hiring manager's name: If you know the name of the hiring manager, address the cover letter to them directly. If you don't, you can address the cover letter to "Dear Hiring Manager."
• A brief introduction: Introduce yourself and explain why you are interested in the job. Be sure to mention the specific job you are applying for and how you learned about it.
• A summary of your skills and experience: Highlight the skills and experience that are most relevant to the job you are applying for. Be sure to use specific examples to illustrate your skills and experience.
• A call to action: Tell the hiring manager what you would like them to do next, such as scheduling an interview.

To write an effective cover letter,

1. Start with a strong introduction. Address the hiring manager by name if possible, and state the position you are applying for. Explain why you are interested in the job and the company, and what you can offer them.
2. Highlight your skills and experience. Focus on the skills and experience most relevant to the job you are applying for. Be specific and use examples to illustrate your points.
3. Explain why you are a good fit for the company. Do your research on the company and explain why you are interested in working for them. What about their mission, values, or culture appeals to you?
4. End with a call to action. Tell the hiring manager what you would like them to do next, such as schedule an interview.

Sample cover letter

Dear Hiring Manager,

I am writing to express my interest in the Software Engineer position at Google. I have been following Google's work for many years, and I am very impressed with your company's commitment to innovation and excellence.

I am confident that my skills and experience would be a valuable asset to your team.

I have a Bachelor of Science degree in Computer Science from Stanford University. In my previous role at Microsoft, I developed and maintained software for a variety of products, including the Windows operating system and the Office suite.

I have experience with a variety of programming languages and technologies, including Java, Python, and C++. I am a highly motivated and results-oriented individual with a strong work ethic. I am also a team player and I am always willing to go the extra mile.

I am confident that I have the skills and experience necessary to be successful in the Software Engineer position at Google.

I am eager to learn more about the Software Engineer position and Google as a company. I am available for an interview at your earliest convenience.

Thank you for your time and consideration.

Sincerely,
[Your Name]

When writing your cover letter, be sure to tailor it to the specific job you are applying for.

Highlight the skills and experience that are most relevant to the job, and use specific examples to illustrate your points.

Be sure to proofread your letter carefully before sending it.

Read Apology Letter Format

Letter of recommendation

A letter of recommendation is a formal letter that is written by one person on behalf of another person.

It is used to attest to the other person's skills, experience, and qualifications. Letters of recommendation are often used when applying for jobs, scholarships, or other opportunities.

Important things to include in a letter of recommendation:

• Your contact information: This should include your name, mailing address, email address, and phone number.
• The date: This should be the date you are sending the letter of recommendation.
• The recipient's name: If you know the name of the person who will be reading the letter of recommendation, address the letter to them directly. If you don't know the recipient's name, you can address the letter to "Dear Admissions Committee" or "Dear Hiring Manager."
• An introduction: Introduce yourself and your relationship to the person you are recommending. Explain how long you have known them and in what context.
• A summary of the person's skills and experience: Highlight the skills and experience that are most relevant to the opportunity the person is applying for. Be sure to use specific examples to illustrate your points.
• A personal anecdote: Share a personal anecdote or story that illustrates the person's character or qualifications.
• A closing statement: Summarize why you are recommending the person and why you believe they would be a good fit for the opportunity.

To write a letter of recommendation,

1. Start with a strong introduction. Introduce yourself and your relationship to the person you are recommending. Explain how long you have known them and in what context.
2. Highlight the person's skills and experience. Focus on the skills and experience that are most relevant to the opportunity the person is applying for. Be sure to use specific examples to illustrate your points.
3. Share a personal anecdote or story. This is a great way to illustrate the person's character or qualifications in a way that goes beyond their resume or CV.
4. Write a closing statement. Summarize why you are recommending the person and why you believe they would be a good fit for the opportunity.
5. Proofread your letter carefully before sending it. Make sure there are no errors in grammar or spelling.

Sample letter of recommendation

To whom it may concern,

I am writing to recommend [Person's name] for the [Position Name] position at [Company name]. I have known [Person's name] for [Number] years, and I have been consistently impressed by their skills, experience, and work ethic.

In their previous role at [Previous company name], [Person's name] was responsible for [List of responsibilities and accomplishments]. They have a proven track record of success in [List of areas of expertise]. [Person's name] is also skilled in [List of relevant skills].

In addition to their skills and experience, [Person's name] is also a highly motivated and results-oriented individual. They are also a team player and they are always willing to go the extra mile.

I am confident that [Person's name] has the skills and experience necessary to be successful in the [Position Name] position at [Company name].

I highly recommend [Person's name] for the [Position Name] position at [Company name]. I am confident that they would be a valuable asset to your team.

Sincerely,
[Your name]

When writing a letter of recommendation, it is important to be honest and objective. Be sure to focus on the person's positive qualities and accomplishments. Also, avoid making any comparisons to other people.

Resignation letter

A resignation letter is a formal letter that you send to your employer to inform them that you are leaving your job. It is important to write a professional and respectful resignation letter, even if you are not leaving on the best of terms.

Here are some important things to include in your resignation letter:

• Your name and job title
• The date you are resigning
• Your last day of work
• A brief statement of your reason for leaving
• An expression of gratitude for the opportunity to work for the company
• An offer to help with the transition

To write a resignation letter,

1. Start with a formal introduction. Address the letter to your manager and state your intention to resign.
2. Provide your last day of work. This will give your employer time to prepare for your departure.
3. State your reason for leaving. Be brief and professional, and avoid any negative comments about the company or your manager.
4. Express your gratitude. Thank your employer for the opportunity to work at the company and the things you have learned.
5. Offer to help with the transition. This shows that you are committed to leaving the company on a good note.
6. Proofread your letter carefully. Make sure there are no errors in grammar or spelling.

Sample resignation letter

Dear [Manager's name],

Please accept this letter as my formal resignation from my position as [Job title] at [Company name]. My last day of work will be [Date].

I have accepted a position at another company that is a better fit for my career goals. I am grateful for the opportunity to have worked at [Company name] for the past [Number] years.

I have learned a great deal and have grown professionally during my time here.

I am happy to help with the transition in any way that I can. Please let me know if there is anything specific that you need me to do before I leave.

Thank you again for the opportunity to work at [Company name]. I wish you and the company all the best.

Sincerely,
[Your name]

Once you have written your resignation letter, be sure to send it to your manager in person or via email. You may also want to give them a copy of the letter in hard copy.

Read Resignation Letter for Personal Reasons

Apology Letter

An apology letter is a formal letter that is used to express your regret for a mistake or wrongdoing. It is important to be sincere and apologetic in your letter and to explain what you will do to prevent the mistake from happening again.

Here are some important things to include in an apology letter:

• An apology: Clearly state that you are apologizing for the mistake or wrongdoing.
• An explanation: Explain what you did wrong and why you did it. Be honest and take responsibility for your actions.
• An expression of regret: Let the recipient know that you are truly sorry for the mistake or wrongdoing.
• An offer to make amends: If possible, offer to make amends for the mistake or wrongdoing. This could involve fixing the problem, replacing something that was damaged, or issuing a refund.
• A request for forgiveness: Humbly ask the recipient for their forgiveness.

To write an apology letter,

1. Take some time to reflect on the situation. What did you do wrong? Why did you do it? How did your actions affect the other person?
2. Once you understand the situation, write a draft of your letter. Be sure to include all of the important elements listed above.
3. Read over your letter carefully and make any necessary revisions. Proofread your letter carefully to ensure that there are no errors in grammar or spelling.
4. Once you are happy with your letter, send it to the recipient.

Sample apology letter

Dear [Recipient name],

I am writing to sincerely apologize for my mistake in [Describe the mistake or wrongdoing]. I understand that my actions have caused you [Describe the consequences of the mistake or wrongdoing], and I am truly sorry for the inconvenience and distress I have caused you.

There is no excuse for my behavior. I take full responsibility for my actions, and I am committed to making things right.

I have already [Describe the steps you have taken to address the mistake or wrongdoing], and I will continue to do everything in my power to ensure that this does not happen again.

I value our relationship, and I hope that you can forgive me for my mistake.

Sincerely,
[Your name]

It is important to note that an apology letter is not a guarantee of forgiveness. However, it is a sincere gesture that shows that you are remorseful for your actions and that you are committed to making things right.

Thank you letter

A thank-you letter is a formal letter that is used to express your gratitude to someone for something they have done for you.

This could be for a gift, a favor, or a job interview. When writing a thank-you letter, be sure to be specific about what you are thanking the person for and why you are grateful.

Here are some important things to include in your thank-you letter:

• Your contact information: This should include your name, mailing address, email address, and phone number.
• The date: This should be the date you are sending the thank-you letter.
• The recipient's name: Address the thank-you letter to the person you are thanking.
• A sincere expression of gratitude: Be specific about what you are thanking the person for and why you are grateful.
• A personal touch: Add a personal touch to your thank-you letter by sharing a specific memory or anecdote related to what you are thanking the person for.
• A closing: Close your thank-you letter with a formal closing, such as "Sincerely" or "Best regards."

To write a thank-you letter,

1. Start by brainstorming a list of things you are grateful for. This could include gifts, favors, or acts of kindness.
2. Choose one of the things on your list and focus on that in your thank-you letter. Be specific about what you are thanking the person for and why you are grateful.
3. Add a personal touch to your thank-you letter by sharing a specific memory or anecdote related to what you are thanking the person for. This will make your letter more meaningful and memorable.
4. Proofread your letter carefully before sending it. Make sure there are no errors in grammar or spelling.

Sample thank-you letter

Dear [Recipient name],

I am writing to express my sincere gratitude for [What you are thanking the person for]. I am so grateful for your [Describe how the recipient's actions have impacted you].

[Add a personal touch by sharing a specific memory or anecdote related to what you are thanking the person for.]

Thank you again for [What you are thanking the person for]. I am truly blessed to have you in my life.

Sincerely,
[Your name]

Thank-you letters are a simple but important way to show your appreciation for the people in your life. By following these tips, you can write a thank-you letter that is both sincere and meaningful.

Job Acceptance Letter

A job acceptance letter is a formal letter that you send to an employer to accept their offer of employment. It should be clear, concise, and professional.

Here are some important things to include in your job acceptance letter:

• Your contact information: This should include your name, mailing address, email address, and phone number.
• The date: This should be the date you are sending the job acceptance letter.
• The hiring manager's name: If you know the name of the hiring manager, address the job acceptance letter to them directly. If you don't know the hiring manager's name, you can address the job acceptance letter to "Dear Hiring Manager."
• A statement of acceptance: This should be a clear and concise statement that you accept the offer of employment.
• Your start date: If you have already agreed on a start date with the employer, be sure to include it in your job acceptance letter.
• A thank-you: Thank the employer for offering you the job and express your excitement about joining the team.

Sample job acceptance letter

Dear [Hiring Manager name],

I am writing to accept your offer of the [Position Name] position at [Company name]. I am very excited to be joining your team, and I look forward to contributing to the company's success.

My start date will be [Start date]. Please let me know if there is any additional information or paperwork that I need to provide before then.

Thank you again for the opportunity to join [Company name]. I am confident that this will be a great fit for me, and I am eager to get started.

Sincerely, [Your name]

Business Letters

Business letters are formal written communications exchanged between organizations, individuals within a business, or between businesses and their clients, suppliers, or partners.

These letters serve various purposes such as conveying information, making inquiries, placing orders, providing feedback, or addressing issues.

Business letters follow a standard format and tone, maintaining professionalism and clarity in their content.

Sample Business Letter

[Your Name]
[Your Position/Title]
[Your Company Name]
[Your Company Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]

[Date]

[Recipient's Name/Title]
[Recipient's Company Name]
[Recipient's Company Address]
[City, State, Zip Code]

Dear [Recipient's Name or Sir/Madam],

I hope this letter finds you well.

I am writing to inquire about the status of our recent order, [Order Number], placed on [Order Date].

As per our records, the estimated delivery date for this order was [Delivery Date], and we have not yet received confirmation of shipment or an update on the delivery schedule.

We understand that unforeseen circumstances may arise, causing delays in the delivery process. However, timely communication regarding any changes or updates to the delivery timeline would be greatly appreciated, as it allows us to plan accordingly and manage our inventory effectively.

Could you please provide us with an update on the status of this order at your earliest convenience? Additionally, if there are any issues or concerns that have arisen, we would appreciate the opportunity to address them promptly to ensure a satisfactory resolution for both parties.

Thank you for your attention to this matter. We value our partnership with [Recipient's Company Name] and look forward to your prompt response.

Sincerely,
[Your Name]
[Your Typed Signature (if sending a physical letter)]

Sales Letters

Sales letters are persuasive messages sent to potential customers or clients with the aim of promoting a product or service and encouraging them to make a purchase or take a specific action.

These letters typically highlight the benefits, features, and value proposition of the offering, using persuasive language and compelling arguments to convince recipients of its value.

Sales letters often employ various techniques such as storytelling, testimonials, and special offers to engage the reader and drive them towards a desired outcome, such as making a purchase or requesting more information.

Read How to Write a Sales Letter

Sample Sales Letter

[Your Name]
[Your Company Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]

[Recipient's Name]
[Recipient's Address]
[City, State, Zip Code]

Dear [Recipient's Name],

Are you tired of [common pain point]? Introducing [Product/Service Name], the solution you've been searching for!

[Body of the letter - Highlight the unique features and benefits of the product/service, address the recipient's needs or pain points, and include a compelling call-to-action.]

But don't just take our word for it. Here's what our satisfied customers are saying: [Include testimonials or success stories, if available.]

Ready to experience the difference for yourself? Visit [website link] today to learn more and place your order.

[Closing - Express gratitude, reiterate the call-to-action, and sign off politely.]

Sincerely,
[Your Name]
[Your Company Name]

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FAQs

Q. What is the best way to format a formal letter?

• Use a standard font and font size, such as Times New Roman, 12pt.
• Left-align your text and single-space your letter.
• Include a header with your name, address, and contact information.
• Include a date below the header.
• Include the recipient's name, title, and address below the date.
• Use a formal salutation, such as "Dear Mr. Smith" or "Dear Dr. Jones."
• Write the body of your letter in clear and concise language.
• Use a professional tone and avoid using slang or contractions.
• Proofread your letter carefully before sending it.

Q. What are the etiquettes to follow for writing formal letters?

• Be polite and respectful.
• Use proper grammar and spelling.
• Avoid using humor or sarcasm.
• Avoid using abbreviations.
• Avoid using all caps or bold text.
• Avoid using emojis or other informal symbols.
• Be mindful of the recipient's cultural norms.

Q: What are some common mistakes to avoid when writing a formal letter?

A: Some common mistakes to avoid when writing a formal letter include:

• Using a casual tone
• Making grammatical or spelling errors
• Failing to proofread your letter before sending it
• Not including all of the necessary information
• Not following the correct letter format

What is the difference between a formal letter and an informal letter?

A: Formal letters are written in a professional and respectful tone. They are typically used for business or academic purposes. Informal letters are written in a more relaxed and casual tone. They are typically used to communicate with friends and family.