Formal Letter: There is no denial that e-mails, and text messages are taking away all the credits of communication these days. Despite the growing popularity of technological modes, ‘letters’ still capture the place in millions of hearts. Most importantly, we still prefer interacting our issues through formal letters or applications in schools, colleges and even within the corporate houses.
Certainly, this is the reason for which the significance of formal letters written to the authorities is still taught to the students in their academics. However, we do find a lot of people who keep on doing minor mistakes either in the format or structure of the letter. Although we think that can be ignored, it’s not the same at all. These things are really very critical and can, in turn, raise several questions before the addressee.
Therefore, today we are going to discuss all the parameters that you are supposed to keep in mind while writing a formal letter to a professional contact person. Read on!
What makes a formal letter different from an informal letter?
Before we dive deep into the format and structure, let’s talk about the major difference between a formal letter and an informal one. As you can already see, that writing a formal letter needs us to be extra conscious, you need to understand why is it so!
The major difference between the two is nothing but the difference in their writing pattern, tone and format. You can start an informal letter as you please like, but you cannot do the same in case of a formal letter. There are several things that you should be aware of, while you are drafting the latter.
Well, it is just that you are expected to write a formal letter to a professional contact person which is unlike the case while you are contacting any of your friends or relatives (as in the informal letter).
Also, you must write a formal letter in a certain format and you cannot deviate from the same – the decorum should be maintained, and it should be apparent through your writing tone and style. Besides, while drafting a formal letter, you need to be careful about the selection of words you are using therein!
You can also check the Points to note while writing an Appointment letter.
Format of a formal letter
As stated earlier, a formal letter abides by certain rules and conventions. There are several ways through which one may choose to draft a formal letter. The one that we are going to discuss today right over here is the one which is most widely used among all!
Firstly, it is always ideal to start writing a formal letter only on a clean sheet of blank paper. It would rather be the best idea if you can start it on a fresh A4 sized paper instead of a ruling sheet.
Sender’s Address
You ought to put the sender’s address on the top right-hand corner of the page. The address should be complete and accurate in case the recipient of the letter wishes to get in touch with the sender for further communication.
Date
You would need to write the date (the day you are drafting the letter on) right below the sender’s address, i.e., on the right hand side of the page. It is essential to mention the date on the formal letter as it helps in maintaining the record.
Receiver’s Address
Now, your next point of focus should be the receipent of the letter. Leave a little space and then write down the receiver’s address on the left side of the page. It is totally upon the writer’s preference whether or not you want to write “To” above the address. Also, ensure writing official name/position/title etc of the receiver in the first line of the address itself.
Greeting
As you are writing a formal letter, make sure that you are greeting the person in a respectful way, and not being too personal. In usual cases, the greetings include writing either “Sir” or “Madam.” In case you know the contact person’s name, you can write, “Mr X” or so, depending on the name of that concerned person. However, mention either their full name or just the last name. We generally don’t address anyone only by their first name.
Subject
Just as you are over with the salutation part, here comes the subject of the letter. Write the “Subject,” in the centre of the line followed by a colon (:). The subject is usually the topic of the letter that you are supposed to start writing. In a nutshell, it’s just the briefing that will give a fair idea to the reader about the letter as a whole. You can also say that it is the one liner that will give the receipent about the whole matter in just a glance.
Body of the Letter
Coming to the main matter, or the content of the letter; you are expected to divide the letter in 2-3 paragraphs. To be more exact, you should mention the purpose of the letter in the first paragraph itself. Keep the tone of the content to be formal instead of adding any kind of fillers into it unnecessarily.
Write things to the point, and do not extend the topic for just no reason. Also, no matter the subject of the letter, be respectful and considerate. Even if you are addressing a concern with disappointment, that should not reflect in your letter by any chance.
Closing the Letter
The closing of a formal letter is equally important as its opening. We generally use words such as “Yours Faithfully” or “Yours Sincerely” to end the letter once we have covered all the important pointers that were to be mentioned. We generally write the closing towards the right side of the paper.
Signature
After you have closed the letter, you are supposed to sign your name. Write your name in block letters just below your signature (the one that you have done in running hands).
Formal Letter Format
The general format of a formal letter is given below:
Name of the Sender
Address
Date
To
Name of the Recipient
Designation
Company Name
Address
Saluttation (Dear Sir/Madam
Subject:
Body of the Letter
[Write 2-3 paragraphs including the reason behind the
letter. Make sure to keep the letter concise without
dragging too much]
Thank you for your consideration. Waiting for your
response.
Yours Sincerely,
Name
Signature
Formal Letter Format in CBSE
In CBSE (Central Board of Secondary Education), the board prescribes the format to write the letter.
Sender’s Address
Date
Receiver’s Address
Subject:
Salutation (Dear Sir,/Madam)
Body of the Letter
First Paragraph: Introduce Yourself and mention the reason
Second Paragraph: [Detail of the matter]
Third Paragraph: [Mention conclusion and solution]
Complimentary Closing
Thanking You
Yours Sincerely,
Name
Formal Business Letter Format
Here is a format to write a Business Letter:
Name of the Sender
Address
Date
Το
Name of the Recipient
Designation
Company Name
Address
Subject:
Dear Mr. Doe:
I am writing you concerning a recent purchase of widgets. Approximately two weeks ago, on October 1, I ordered a total of 50 widgets for Company, Inc. via the Widgets Galore client webpage. I received an email notification two days later confirming the receipt of payment and the shipment of the widgets. According to your website, shipments should reach their destination within 3-5 business days of being sent, but I have yet to receive the widgets. Do you have any information on what may have happened to delay the shipment or where the shipment is currently?
I have worked with Widgets Galore, Inc. in the past and have the greatest confidence in your products and customer service. We need the shipment of widgets soon, however, and I hoped you might be able to provide me with an idea of when I can expect them. Thank you in advance for any help you might be able to offer.
Sincerely,
Name
Signature
Formal Resignation Letter
Here is a format to write a resignation letter:
Name of the Sender
Address
Date
Το
Name of the Recipient
Designation
Company Name
Address
Subject:
Dear Mr/Ms
I would like to inform you that I am resigning from my position as (Name
of the designation) for the Name of the company), effective from (Date &
Year).
Thank you for the support and the opportunities that you have provided
me during the last [Number of years. I have truly enjoyed my tenure
with (Name of Company), and am more than grateful for the encouragement you have given me in pursuing my professional goals and personal growth objectives.
If I can be of any assistance during this transition in order to facilitate the
seamless passing of my responsibilities to my successor, please let me
know. I would be glad to help however I can.
Yours Sincerely,
Name
Signature
Formal Letter Sample
A formal letter sample is provided here,
D-11 Adarsh Society,
DS Marg, Lower Parel,
Mumbai 400 008.
11th June 2020
To,
The Editor-in-Chief,
Hindustan Times, Main Street,
Mumbai 400 001
Subject: Potholes in our locality is causing difficulties
Dear Sir,
With due respect, I would like to inform you that due to potholes in roads
we are facing a lot of difficulties in our area. Monsoon season has already
started a few days ago and is increasing our problems.
There is a risk that people might get hurt while driving on the roads
having potholes especially with the childrens who play outside. Even for
pedestrians it has become quite difficult to walk through the road.
Therefore I wish to draw the attention of the concerned authorities with
the help of your newspaper. Hopefully, you will be able to help us in
drawing their attention and resolving this matter at the earliest.
Thanking You
Yours Sincerely,
Name & Signature
Formal Invitation Letter
An invitation letter is written to invite anyone for a particular occasion. Here is format to write the formal invitation letter.
Name of the Sender
Address
Date
Το
Name of the Recipient
Designation
Company Name
Address
stopper
Subject: Invitation Letter for
Dear Sir/Madam
It will really be grateful to have your warm presence at the venue). We will
be honored if you come to Iname of the occasion) and it will become more
delighted with your auspicious presence.
It is hereby informed that the event will commence at the venue (address of
the venue) on (Date of the occasion) from (Starting Time of event).
I hope you will be able to put some time in and can join event. And I hope
that you will provide me with a positive response. Your presence matters to
us.
Thanking You
Yours Truly,
Name & Signature
