A formal letter is a form of letter writing that the employees and the management use to communicate. Companies use formal letters to make important announcements. The employees can use formal letters to make a request or to ask a query. Formal letters help in defining authority and power. A formal letter has a proper letter format. The employees and management must have a transparent communication channel. An official letter is better than verbal communication. Verbal communication might create confusion, and it isn’t easy to provide proof. Formal letters are the best way to write to people in an official setting. The art of Formal letter writing is one of the essential skills in a company and it helps to know the English letter format.
But one should remember that these official letters must not contain personal information and that these letters follow a special letter-writing format. Formal letters must have a fixed official letter format. The writer should follow a formal tone and language in a standard letter format.
The formal letters should be direct and should avoid using confusing words and information. The writer should also avoid using creative and informal language in official letters.
An essential feature of formal letters is their fixed letter format. In a standard letter format, the writer should use official words and a formal tone of the language. Official letter writing is an important skill and it always helps if you know how to write a formal letter.
Several types of official letters can be used for different purposes. Each official letter has a different formal letter format. One needs to understand the meaning of writing these formal letters and learn the format for formal letters. Let us study more to know what is a formal letter through some formal letter examples.
The writer can write an inquiry letter when they have to understand to get some new information. People write inquiry letters to learn about things that might help them in the company. These formal letters help the writer to enquire about new job opportunities. In an inquiry letter, one could also enquire about new courses and programs in the company.
Inquiry letters can also help know the product costs, service charges, employment terms, etc.
When writing a letter of inquiry, one must remember these points:
The writer can write an order letter to give orders for the services and products they wish to buy. The writer explains the product or service’s features in such formal letters.
The order letter helps in sharing the exact need of the buyer. The writer can mention if they wish to change or delete any product or service feature they want to buy. The writer must write the following points in the order letter:
Consumers write a complaint letter to an organization when they face some issues. These issues might be related to the making of these products or services. In response to such complaint letters, organizations often write answers to complaint letters. The company makes a legal statement to the consumer in this formal letter. These letters help in protecting the brand image of the company. By doing so, the company can also maintain a positive business relationship with the consumers.
But organizations must do proper research about the complaint. After making sure of the complaint, the organization should think about making a statement. Here are a few things that must be remembered while writing a response to a complaint letter:
Organizations write sales letters to discuss the merits of their products and services. The sales letters help in the marketing of these products and services. The notes also mention the product details, which allows the consumer to buy. One should remember the following points for a good sales letter:
A formal letter has a fixed format. The facts and information must be in simple language that the client can understand. When writing the email, use respectful, easy-to-understand language. The writer should mention all the essential things in the letter.
The letter should not have any extra information. The writer should talk to the point and avoid getting distracted.
Here are the main components of a formal letter format, as well as what to put in each section:
It is essential to give the sender’s address in a formal letter format. Doing so would avoid any confusion in the future. If the letter is not delivered, it will be returned to the sender’s address.
Mention the exact date on which the letter was sent.
Give the full title of the recipient along with all necessary information. This ensures that the letter reaches the right person and there is no confusion in the future.
Mention the recipient’s correct address, which will guarantee that it reaches the right person.
One must approach the receiver with respect. This is an essential aspect of any formal letter as it helps set the right tone for the rest of the letter.
After the body, write a complimenting concluding sentence. It will include phrases such as With Greetings, Best Wishes, Yours Truly, and so on.
Remember to provide the identity of the person sending the letter. It will remove any uncertainty from the message.
The last component of the letter must have a suitable sender designation. It is an integral feature of the formal letter format.
A standard formal letter format is as follows:
The recipient’s name
Name of the company
Respectfully, (respected sir/madam)
Letter Body (The content should be in a formal way)
Thanks (consistently thanking you/yours)
A formal letter format may be used in several situations when one wishes to communicate officially with authorities.
Formal letters use simple and structured language to communicate appropriately. They help directly deliver information. An excellent standard letter format allows the writer talks with employees, bosses, other businesses, and others in positions of power, such as government officials, without fear or hesitation.
Also read: How to accept an offer letter
The candidate sends a job recruitment letter to request that he be considered for that specific position or role by HR or the appropriate authorities. This application can be to apply for a job at an organization.
Here is a sample formal letter format for a job application:
HR or recruitment authority’s email address
Application for the position of account executive at a coffee shop
(The writer should write the letter’s introduction describing themselves and their interests. They can write about the reason for reporting the letter) I am writing this letter as I came across an advertisement in (Name of the publication) about the job vacancy at your organization. I read the job requirements and qualifications and would like to apply for the position (Name of the work)
(The second paragraph should mention the professional and educational qualifications. It should also mention other certifications and degrees that the candidate has)I did MBA from IIM Ahmedabad and have worked with many companies in the accounting industry. I have also worked in the accounting department of a waffle business. I have experience working on product launches and dealing with customers. The company allowed me to work in the sales department to improve the profit margins.
(The candidate should close the letter on a positive note and give their contact information)Along with this letter, I have sent my CV and resume. I have also included all my work samples, and I hope you will review my application.
Thank you very much,
Resignation letters are official letters that give information about leaving or quitting a particular firm. It is written to the recruiting authority or the chief executive officer, expressing the exact reason you wish to exit the organization.
The formal letter format for a resignation letter is mentioned below:
Name of the recipient
Name of the company
Address of the organization
Subject: Letter of Resignation
I want to inform you that I am submitting my resignation from the role (name of the post) from (Name of the organization). I want to request you to kindly accept my resignation w.e.f (with effect from) ________(Date). Further, I take this opportunity to offer my gratitude toward the organization. I have learned much from seniors and colleagues during the last five years. I thank the organization for giving me encouragement for all my projects. Please notify me of the acceptance of this letter. I will be available for any help if needed for an easy transition.
An invitation letter is prepared to invite someone to a special event. Some examples include an invitation from a corporation to sponsor an event, an invitation to go to a meeting or a conference, and so on.
One can write an official invitation letter in the following way:
Name of the Sender
Designation of the Recipient
Subject: Invitation letter for (Subject/statement of purpose)
Dear Sir/Madame (Greetings/Salutation)
(The writer should write the introduction describing themselves and their interests, followed by a declaration of purpose)It will be an honour to have your kind participation at (the venue). The [name of the occasion], and it will be made more joyous by your presence.
The event will take place at the location [address of the site] on [day of the occasion] at [event start time]. (Conclude the paragraph with a positive note and attach the necessary details) I hope that you will be able to devote some time and attend the event. And I am hoping for a positive reaction from you. We value your presence.
Thank you so much,
Signature & Name
A formal letter is legal proof of communication between two or more parties. It is an essential document as it helps to avoid confusion and miscommunication. Writers who do not have enough experience in writing official letters should refer to formal letter format. One can also refer to the standard letter format to better understand. Organizations should encourage written communication in the form of formal letters. It has a lot of advantages and helps to create positive communication channels.
Here is a standard formal letter format:
Name of the receiver
Designation of the receiver
Address of the organisation
Body (should have information about the writer and their purpose for writing the letter)
Body of the letter (The writer should mention their concerns about the issue and details related to that problem)
Closing remark (positive notation)
Apart from those mentioned above, here are four other types of formal letters:
Letter of business
A business letter is composed by one company to another or by two firms to their clients, consumers, or other external stakeholders.
When applying for a job, the applicant should include a cover letter. The cover letter is a technique for introducing oneself in a distinctive, personal way.
A letter of recommendation is a message prepared by someone who can speak highly of another person’s job or academic accomplishment.
Letter of Resignation
A resignation letter notifies the supervisor or the leader that the employee or their subordinate is leaving the position and that someone else must be substituted to take over their duties.
Business letters are in three formal formats: block, modified, and semi-block. Each is written in a similar style and contains material. However, the arrangement has changed significantly.
Sample of Modified Block
Name of the sender
Address of the sender
Name of the recipient’s company
All of the paragraphs in this style of modified block letter are in the left margin. The page borders must be set to 1-1.5″ all around.
Sender’s name, title
Sample of Semi-Block
Name of the recipient
All the paragraphs in this semi-modified block letter are in the left margin. The page borders must be set to 1-1.5″ all around. Using corporate letterhead must account for it when calculating the space where the coversheet is on the page.
Only one space between sentences. Allow an additional line between paragraphs. Remember that these example letters are only guidelines. People frequently adapt to suit their tastes.
Name and title of the sender
Most formal letter formats begin with ‘Dear’ followed by the address of the individual the writer wishes to address. The writer can write first surname and name or title and name. If the writer doesn’t know who they are writing to, they can use ‘Dear Sir or Madam’ instead.
Regardless of how the writer drafts the paragraph, the first sentence, which should be on a separate line, should clearly describe why the writer is sending the letter.
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