Formal Letter Writing
Every person should know how to write a perfect, clear and meaningful letter. The art of letter writing is something that a person must acquire for various reasons. This article will tell you the format of writing a successful formal letter, and the structure of a formal letter, and will also provide you with some example/sample of formal letters for your clear understanding. Formal letters are professional and should be drafted carefully. This article will help you understand how to write a terse, clear and to the point formal letter.
Table of Contents
Introduction to formal letter
A formal letters are messages, written in a formal and professional tone, using a specific format. Formal letters are used for business or academic purposes, and is often sent to people in positions of authority, such as a boss, a teacher, or a government official. Formal letters follow a specific structure, which we will discuss moving on. Formal letters should be clear, concise, and respectful in tone, and should use proper grammar and punctuation.
Formal letter format
A formal letter usually consists of the following elements:
- Address block: An address block in formal letters includes the sender’s address and the date the letter is written.
- Salutation: Salutation in formal letters is the greeting at the beginning of the letter, such as “Dear Mr./Ms. [Last Name]” or “To Whom it May Concern.”
- Subject line: The subject line in a formal letter is a brief statement that summarizes the purpose of the letter. It is usually placed just below the salutation.
- Body: The body of a formal letter is the main part of the letter, where you present your information or request. It is usually divided into paragraphs, each of which should focus on a specific topic.
- Closing: Closing of a Formal letter is the ending of the letter, where you express your appreciation or farewell. Some common closings include “Sincerely,” “Best regards,” and “Thank you.”
- Reference line: Reference line in a formal letter is an optional element that gives any necessary background information or reference numbers related to the letter. It is usually placed just above the closing.
Formal letter format Sample
[Your Address]
[Date]
[Recipient’s Address]
Subject: [Subject of Letter]
Dear [Name],
[Body of letter]
Sincerely,
[Your Name]
[Reference Line]
Examples of formal letters
A letter to request a meeting
[Your Address]
[Date]
[Recipient’s Address]
Subject: Request for Meeting
Dear [Name],
I am writing to request a meeting with you to discuss [Topic]. I believe that a meeting would be beneficial in order to [Reason for Meeting].
I am available to meet at your convenience, and would be happy to schedule a time that works best for you. Please let me know if you have any availability in the coming weeks.
Thank you for considering my request. I look forward to the opportunity to meet with you and discuss [Topic] further.
Sincerely,
[Your Name]
A cover letter for a job application
[Your Address]
[Date]
[Employer’s Address]
Subject: Application for [Job Title]
Dear [Employer],
I am writing to apply for the [Job Title] position at [Company]. I am confident that my skills and experience make me an ideal candidate for this role.
As a [Previous Job Title] at [Previous Company], I have gained valuable experience in [Skill or Responsibility]. In addition, I have completed a [Degree] in [Field] at [University], where I developed strong [Skill] skills.
I am excited about the opportunity to bring my skills and experience to your team at [Company] and contribute to the success of the company. Thank you for considering my application. I look forward to the opportunity to discuss this position further.
Sincerely,
[Your Name]
A letter to request information
[Your Address]
[Date]
[Recipient’s Address]
Subject: Request for Information
Dear [Name],
I am writing to request more information about the [Product or Service] offered by [Company]. I am interested in learning more about the features and benefits of this product, as well as the pricing options available.
I would also like to know if there are any discounts or promotions currently being offered. Any additional information you can provide would be greatly appreciated.
Thank you in advance for your assistance. I look forward to your reply.
Sincerely,
[Your Name]
Application for leave to the principal of school
[Your Address]
[Date]
[School/college name & Address]
Subject: Request for Leave
Respected [Sir/ma’am],
I am writing to request a leave of absence from [School] for a period of [Number] days. The reason for my leave is [Reason for Leave].
I understand the importance of attendance and assure you that I will make up any missed work upon my return. I have also discussed my request with my teachers and have made arrangements for any necessary catch-up.
I would be grateful if you could approve my request for leave. Thank you for your consideration.
Sincerely,
[Your Name]
Application for leave written by an army official
[Your Address]
[Date]
[Superior’s Address]
Subject: Request for Leave
Respected [Superior’s Rank & Name],
I am writing to request a leave of absence from my duties as [Rank] in the [Branch of Service]. The reason for my leave is [Reason for Leave].
I plan to be away from [Date] to [Date]. I will ensure that all of my responsibilities are taken care of prior to my departure and will make arrangements for any necessary coverage during my absence.
I understand the importance of my duties and assure you that I will return to my post as soon as my leave is completed. I would be grateful if you could approve my request for leave. Thank you for your consideration.
Sincerely,
[Your Name]
Letter ordering some stationary items
[Your Address]
[Date]
[Supplier’s Address]
Subject: Order for Stationery Items
Dear [Supplier],
I am writing to place an order for the following stationary items:
- [Item 1] (Quantity: [Number])
- [Item 2] (Quantity: [Number])
- [Item 3] (Quantity: [Number])
Please send the items to the following address:
[Shipping Address]
I would like to request that the items be shipped as soon as possible. Please let me know the total cost of the order, including shipping fees, and the estimated delivery date.
Thank you for your prompt attention to this matter. I look forward to receiving the items.
Sincerely,
[Your Name]
FAQ’s
What is the purpose of a formal letter?
A formal letter is typically used for business or academic purposes, and is often sent to people in positions of authority, such as a boss, a teacher, or a government official. The purpose of a formal letter is to convey information or make a request in a professional and respectful manner.
What are the elements of a formal letter?
The elements of a formal letter include an address block, a date, a salutation, the body of the letter, and a closing. They may also include a subject line and a reference line.
How do I format a formal letter?
To format a formal letter, you should include the following elements:
Address block: This includes the sender’s address and the date the letter is written.
Salutation: This is the greeting at the beginning of the letter, such as “Dear Mr./Ms. [Last Name]” or “To Whom it May Concern.”
Subject line: This is a brief statement that summarizes the purpose of the letter. It is usually placed just below the salutation.
Body: This is the main part of the letter, where you present your information or request. It is usually divided into paragraphs, each of which should focus on a specific topic.
Closing: This is the ending of the letter, where you express your appreciation or farewell. Some common closings include “Sincerely,” “Best regards,” and “Thank you.”
Reference line: This is an optional element that gives any necessary background information or reference numbers related to the letter. It is usually placed just above the closing.
How do I write a subject line for a formal letter?
A subject line should be a brief statement that summarizes the purpose of the letter. It should be concise and to the point, and should give the recipient an idea of what the letter is about. For example, a subject line for a letter requesting a meeting might be “Request for Meeting to Discuss [Topic].”
How do I close a formal letter?
To close a formal letter, you should use a closing such as “Sincerely,” “Best regards,” or “Thank you.” After the closing, you should include your name and any relevant contact information, such as your email address or phone number.