How to Write a Formal Letter

Use the following tips when writing a formal letter

In these day’s Internet- and email-driven society, the need to write down a formal letter arises less often than in the past.

However, it’s still occasionally necessary to present a formal letter to get information, to apply for an academic program or employment, to write down a complaint letter, or just to express your opinion in an effective manners.

Be concise

State the purpose of your formal letter within the first paragraph and do not veer from the subject. try to avoid flowery language or long words. Keep the letter short and to the point.

Use the right tone

A business or formal letter should be written in a tone that’s slightly more formal than your everyday language. Avoid the following: slang or jargon; contractions like I’m, can’t, it’s, and vague words like good and nice. Be polite and respectful, even though you’re complaining. Take a look at our formal letter example to check what tone is suitable.


Proofreading is so important. Once you’ve got written your formal letter, check the grammar and spelling carefully. Use the spell-checker on your pc and then read the letter over yourself because the spellchecker won’t catch each error. Use a dictionary or thesaurus, if necessary. Check the grammar and punctuation for correctness and check that the sentences are complete.

It is a good plan to have someone else proofread your formal letter, even when you have done so, as you will have overlooked errors in something that you simply have read over again and again. If this formal letter is important enough for you to take the time to write down, do not rush its completion. Errors can diminish the impact of the statement or impression you’re trying to make.

Use correct format and presentation

Remember that the primary impression is that the one that lasts. Use smart quality paper and an identical envelope for your formal letter. certify the recipient is self-addressed properly which his or her name is spelled properly. Equally important—don’t forget to sign the letter! check up on our letter writing ebook, that options many samples of formal letters. you’ll be able to additionally explore for free templates on-line.

Present your ideas properly: formatting a formal letter

Adhering the standard conventions of effective or good formal letter writing and presenting your letter beautifully can ensure that your thoughts are seriously considered by the recipient and given the attention and consideration they deserve. Here are a couple of formatting tips:


The heading consists of your address (but not your name) and also the date. telephone numbers and email addresses aren’t usually included here, however, they’re acceptable. using block format, the heading goes within the top left-hand corner of the page.

123 Elm Ave.
Treesville, ON M1N 2P3
November 23, 2008

Inside Address

The inside address consists of the name and address of the person to whom you’re writing. you must try to address the formal letter to a specific person, however, if you do not know his or her name, at least try to include his or her title. This address is typically placed four lines below the heading if a word processor is used or one line below the heading if the letter is written.

Mr. M. Umar (name)
CEO (title)
Xenix Computer
Shop No 31 RexCity
Faisalabad, 38000


Skip one line after the inside address and so type the salutation. Your choice of salutation depends on whether you konw or not you know the intended recipient of the formal letter. the most usual greeting is


followed by the person’s name and punctuated with a colon. If you do not know whether the person you’re addressing is a man or a woman, you’ll begin with

Dear Sir or Madam,

again followed by a colon.


may be used if you do not know the marital status of a lady. moreover, if the person has a specific title like


make sure that you simply use it. Here are some samples of each salutation:

Dear Mr. Umair,
Dear Ms. Salman,
Dear Mrs. Sana,
Dear Dr. Mahad,


Skip one line after the salutation and start typing the body of the formal letter. this can be the main part of the letter. keep in mind the rules that are outlined above regarding brevity and coherence. it’s best to use short, clear, logical paragraphs to state your business.

Closing and Signature

This is the end of the letter. You will Skip one line after the last paragraph of the body of the letter and type the closing. only the first word of the closing sentence should be capitalized. it’s punctuated with a comma. Leave the several lines after the closing and type (or print) your signature. Your actual written signature is to be inserted between these 2 printed lines, written in ink.

Yours sincerely,


Your typed signature marks the end of your letter, and whereas you’ll be able to write a postscript (P.S.) containing further information, it’s better to include all pertinent details within the body of the letter itself so nothing is accidentally overlooked.

Now that your formal letter has been written, read it through in its entirety to confirm you have communicated your points thoroughly and accurately. Then, it is ready to be sent off to its recipient!

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