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Formal letters are used to communicate with people in a professional setting. They are typically written clearly and concisely and should be free of errors. They are more formal in style than informal or friendly letters. Formal letters can be written for a variety of reasons, including:
- To express concerns in a professional setting
- To provide official information within the workplace
- To order goods or apply for employment
- To write to the editor of a newspaper to address the problems faced by various groups of people in different areas
What is Formal Letter Format Structure?
The typical structure of a formal letter is as follows:
- Heading: The heading includes your name and address, the date, and the recipient’s name and address.
- Salutation: The salutation is a formal greeting, such as “Dear Mr./Ms. Last Name.”
- Body: The body of the letter contains the main message. It should be written in a clear and concise style and avoid using slang or informal language.
- Closing: The closing is a formal farewell, such as “Sincerely” or “Best regards.”
- Signature: Your signature should be handwritten at the end of the letter.
Types of Formal Letters
Formal letters can be written for a variety of reasons, including to express concerns in a professional setting, to provide official information within the workplace, to order goods or apply for employment, or to write to the editor of a newspaper to address the problems faced by various groups of people.
Common Types of Formal Letters include:
- Business letters: Business letters are written between businesses or between a business and an individual. They can be used for various purposes, such as to order goods, apply for employment, or make a complaint.
- Letters of application: Letters of application are written by individuals applying for a job. They should be tailored to the specific job opening, and they should highlight the applicant’s skills and experience.
- Letters to newspapers: Letters to newspapers are written by individuals who want to share their opinion on a current event or to raise awareness about an important issue. They should be well-written and informative, and they should avoid using personal attacks or offensive language.
Also Check: Informal Letter Format
How to Write a Formal Letter in English – 10 Smart Tips
To write a formal letter in English, you should follow the same basic format outlined above. However, there are a few additional things you should keep in mind:
- Use clear and concise language.
- Avoid using slang or informal language.
- Proofread your letter carefully before sending it.
- Use a formal tone.
- Address your recipient by their proper title and surname.
- Avoid using abbreviations or acronyms.
- Be specific and clear in your message.
- State the purpose of your letter in the first paragraph.
- Be polite and respectful.
- End your letter with a formal closing.
8 Samples of Formal Letters in Different Scenarios
Here are seven samples of formal letters in different formal office scenarios:
Formal Letter of Complaint
Dear Mr./Ms. Last Name,
I am writing to complain about my recent experience with your company. On [date], I purchased [product or service] from your store. When I got home, I discovered the product was [damaged or defective].
I am very disappointed with the quality of the product, and I am requesting a refund. I have attached a copy of my receipt to this letter.
Thank you for your time and attention to this matter.
Sincerely,
[Your Signature]
Job Application Formal Letter
Dear Mr./Ms. Last Name,
I am writing to express my interest in the [position name] position at [company name]. I saw the job posting on [website], and I believe that my skills and experience make me an ideal candidate for the role.
In my previous role at [previous company name], I was responsible for [list of relevant duties and responsibilities]. I have a proven track record of success in [list of relevant accomplishments].
I am confident that I have the skills and experience necessary to be successful in the [position name] role. I am a hard worker and I am always willing to go the extra mile. I am also a team player and I am eager to learn new things.
I have attached my resume to this letter for your review. I am available for an interview at your earliest convenience.
Thank you for your time and consideration.
Sincerely,
[Your Signature]Resignation Letter
Dear Mr./Ms. Last Name,
I am writing to inform you of my resignation from my position as [position name] at [company name]. My last day of employment will be [date].
I have accepted a position with another company that is a better fit for my career goals. I am grateful for the opportunities I have had at [company name], and I wish you and the company all the best in the future.
Thank you for your understanding and support.
Sincerely,
[Your Signature]Request for Vacation Time
Dear Mr./Ms. Last Name,
I am writing to request a vacation from [start date] to [end date]. I have been planning this vacation for some time now, and I am very excited to finally be able to take it. I have already completed all of my urgent tasks, and I have made arrangements for my colleagues to cover my work while I am away. I am confident that my absence will not have a negative impact on the team or our projects.
I understand that this is a busy time for the company, but I would be grateful if you could approve my request.
I am committed to my work, and I will make sure that I am caught up on everything when I return.
Thank you for your time and consideration.
Sincerely,
Sick Leave Letter
Dear Mr./Ms. Last Name,
I am writing to inform you that I will be unable to come to work today due to illness. I woke up this morning with a [symptoms], and I am feeling too unwell to work.
I have already seen a doctor, and I am following their instructions. I expect to be back to work on [date], but I will keep you updated if my condition changes. I apologize for any inconvenience this may cause.
Sincerely,
[Your Signature]Performance Review Formal Letter
Dear Mr./Ms. Last Name,
I am writing to provide you with a performance review for the past year. I am very pleased with your performance overall. You have consistently exceeded expectations in your role, and you have made significant contributions to the team.
You are a valuable asset to the company, and I am confident that you will continue to be successful. I am committed to your development, and I am happy to provide you with any resources or support you need to achieve your career goals.
Please let me know if you have any questions or concerns.
Sincerely,
[Your Signature]Sample Formal Letter to the Editor of a Newspaper
Dear Editor,
I am writing to express my concern about the recent increase in crime rates in our city. In the past few months, there have been several reports of robberies, assaults, and carjackings. These crimes have left residents feeling unsafe and scared.
I believe that the police department is doing its best to address the crime problem, but more needs to be done. I urge the city council to increase funding for the police department so that they can hire more officers and invest in new crime-fighting technologies.
I also urge the community to come together and work together to reduce crime. We can do this by being more vigilant and reporting suspicious activity to the police. We can also start neighborhood watch programs and other community initiatives to deter crime.
Thank you for your time and consideration.
Sincerely,
[Your name]
Conclusion
Mastering the art of the formal letter is essential for effective communication in various professional scenarios. Whether it’s conveying important information, making requests, or presenting oneself with professionalism, adhering to the formal letter format ensures clarity and respect in written correspondence. By following this structured approach, individuals can leave a lasting and positive impression on their recipients, enhancing their ability to achieve their goals and maintain productive relationships.
