Writing a Formal Letter
Writing a formal letter may be a difficult task for a beginner, but once you’ve found the right format, it’ll be easy later on. Formal letters usually require a format or template. Just follow a simple template and you will soon learn how to do it yourself.
Formal writing covers many styles of letters, e.g. For various requests and offers, cover letters and other business matters. In addition, it is important to learn the correct abbreviations for words, titles, and important details when learning how to write a formal letter.
Rules when writing a formal letter
There are a few principles to follow in the English language. The general rule of thumb is to write as clearly and simply as possible. The key is to get to the point. Avoid long letters. Always remember to use the right language, not the usual and informal language.
There are two addresses in a formal letter. The first is that of the sender. This must be written in the upper right corner of the letter. The second address of the recipient. This is often called an “internal address”. It must be on the left side of the letter directly below the sender address.
Write the date. It does not really matter if the sender places it right or left. Each position is sufficient as long as it is directly below the address to which the sender writes. Do not shorten the month.
Write a greeting or salutation. Usually “Dear Ladies and Gentlemen” will be used if you do not personally know the name of the person you are writing to. However, it is recommended to find out the name. You can also use “Dear Sir (name)” if you know the name of the person. You can also use other titles like Mrs, Mr, Miss, Dr, Engr and many others. After the title, write only the surname of the person you are writing to. If you do not know if a woman uses Miss or Mrs., use the title “Ms” because it is used for both single and married women.
Next comes the end. The term “Sincerely” is used if you do not know the name of the person. Use the term “Sincerely,” if you know the name of the person.
Place the signature above the printed name. If the person you are writing to does not know your gender, enter your title in parenthesis after the printed name.
Formal letter content
This paragraph needs to be short and straight to the point. Indicate why you wrote the letter, be it as a complaint, request, request or for information only.
Also keep the middle paragraph short. In this section, the letter must contain relevant information about why you wrote the letter. Most formal letters are not very long. Make sure that the information is simple, short and straight to the point. Focus on the essential information and organize the details logically and clearly.
The last paragraph must have an effect. Make clear what kind of action you expect from the recipient. A good example is that you want the recipient to send you additional information, grant a refund, or give you an answer as soon as possible.