How to Write a Formal Letter?
Digital communication is used as a major mode of communication in our daily life such as WhatsApp, Facebook and Email etc. Letters are still at their ace such as formal letters that are used in the terms of professionalism. Let’s learn how to write a formal letter and its terminologies as well.
What is the definition of formal letter?
Letter writing is divided into three formats:
- Formal letter writing
- Semi formal letter writing
- Informal letter writing.
Summary of How to Write a Formal Letter?
Formal letters are used in the mode of professionalism. The format to learn is very important in terms to write a formal letter. A recommended formal letter writing format is described very well in this blog as well as the types of formal letters are also discussed. Understand the key points to writing a formal letter and enhance your writing skills.
If I talk about formal letter writing, you have to follow the formal language and manner in formal letter writing. These are used for official purposes. Therefore, these are also called official letters.
Types of formal letter
There are various types of formal letters, as the purposes to write letter are different. Therefore, some of the examples are given below for your acknowledgment.
- Inquiry letter: Inquiry letter is written for the purpose to collect the information and data regarding any task.
- Order letter: It is used to order any products or to assign any task/designation to an individual.
- Reference letter: In simple words, it is issued by school, college or any other organization to an applicant as a reference. It is used to get admission, scholarship or any job.
- Complaint letter: It is used to write higher authorities regarding some of the issue that you have to inform authority.
- Resignation letter: It is used to resignation from the designation.
- Promotion letter: This type of letter is used for the purpose of promotion. It is issued by higher authority to their employees.
- Recovery letter: It is used for the purpose of money collection from buyers.
- Business letter: It is used for running business.
- Cover letter: It is used when you are applying for a job and you have to write a letter along with your supporting documents like resume etc.
Format of formal letter (How to Write a Formal Letter?)
Formal letter format is important in order to understand how to write a formal letter. The formal letter format consists of 8 steps. All of these are essential points to be remember while writing a formal letter. These are:
- Sender’s address
- Date
- Recipients address
- Subject
- Salutation
- Body
- Sign off
- Signature
The initial portion of letter is a header. In this portion, you have to include your address, date, and the address of the receiver. The next turn is about to write a subject. Include a strong subject line that covers the whole information of the letter in just one sentence. Do not put “full stop” at the end of the subject.
As the formal letter writing is a professional activity, do not forget to write salutation while writing a letter.
The next step to proceed is to write a body of the letter. In this portion, you have to elaborate the subject line. Keep in mind that you have to be precise and concise while writing the body of formal letter. You have to conclude your body by mentioning that why you are writing a letter and what do you want.
In the closing portion, use words like “Yours sincerely” or “Yours faithfully”. You have to write your name in the portion of signature. You can also include your phone number or email address. Use this portion to the right side of the paper.
A sample of formal letter (How to Write a Formal Letter?)
A sample of formal letter is very helpful for the students of class 10 and 12. Read, understand and learn the techniques of formal letter writing for class 10 and 12 in order to get good marks in your exam. A question statement and its answers have been written for you. These formal letters can also be helpful for college and university students.
| Write a letter to the editor of the ‘Rajasthan Patrika’ highlighting the problems of ‘Increasing Road Accidents’. Give reasons. Answer: 21 Ram Nagar, Pratap Nagar, Sanganer, Jaipur. 5th March, 2024 The Editor, Rajasthan Patrika, Jhalana, Jaipur. Subject: Problems regarding upward trends of road accidents Sir, I am writing to take your attention towards increasing road accidents in Rajasthan. These types of tragedies waste a lot of lives and need to take an immediate attention. The violation of traffic rules and the use of mobiles while driving are the major causes of road accidents. Talking about the minor problems, poor conditions of the roads and rush of the traffic are the factors increasing the accidents. Some of the suggestions by myself are given below to decrease road accidents: We should arrange campaigns regarding traffic rules awareness and the importance of lives.It is also important to arrange CCTV cameras on road sides.Municipal authorities should make it compulsory to maintain the proper road conditions. I request to take actions against it and let’s work together to make the journey safe and secure. Sincerely, Pareetam Dass Jaipal |
Formal letter format for E-mails
E-mail stands for electronic mail. These are one of the fastest ways to communicate. In order to understand how to write formal emails, you have to know the format of formal letter for email.
There are 5 steps of format:
- Subject line
- Greetings
- Body of message
- Closing
- Signature and contact information
If you are writing a formal letter by the medium of email, you have to follow the above format.
| Do you know? CC means Carbon Copy and BCC means Blind Carbon Copy. |
Abbreviations used in formal letter writing
There are many abbreviations used in professional letters. Some of them are mentioned below.
ASAP – As Soon As Possible
BCC – Blind Carbon Copy
CC – Carbon Copy
CEO – Chief Executive Officer
FAQ – Frequently Asked Question
FAO – For the Attention Of
N/A – Not Applicable
PFA – Please Find Attached
Points to be remember while writing a formal letter
- Use solid subject line.
- Write your letter in paragraphs.
- Usage of number and bullets shines your letter.
- Do not use Italic style.
- Avoid to use exclamation mark in your letter.
In a nutshell: How to Write a Formal Letter?
If you acquire the knowledge of formal letter writing that is discussed above, I assure you that you will be able to write a formal letter. The format and some of the other points help a lot to understand how to write a formal letter.
