Format Of Formal Letter – Definition, Format and Samples

Letter writing is nothing but an art. As the name suggests, the format of formal letter Includes business letters, official letters, applications, complaints, letters to editors, and letters written to people to whom we want to convey certain important information.

Formal Letters: They include the letters you can write to businessmen/firms, government, other officials, or editors of newspapers/periodicals. Invitations to weddings/parties in printed form are also a part of formal letters.

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If you are looking to write a formal letter, you have come to the right place, because here you will find everything you need to write it correctly.

Format of Formal Letter : What is a Formal Letter? Definition

As is known, letters are texts addressed to a person to communicate something, and depending on the recipient and the relationship levels, they can be formal or informal. Although in general both the formal letter and the informal letter follow the structure of the letter , it is important to know its particularities, in order to use them according to the case.

What is a Formal Letter?

A formal letter is a document written for the purpose of communicating official or serious business. Its main characteristic is that it is written in a formal tone, in the second person singular (you) or plural (you).

What are Formal Letters for?

  • Show respect for people who have a higher hierarchy, such as bosses, teachers, directors, government officials, among other figures.
  • Get closer to someone you don’t know more safely. When you have to communicate with a stranger, it is a good idea to opt for a formal letter, since there is still no trust with that person.
  • Make a good impression , especially if you send it to your boss, a client or a teacher. For example, when you need to make a request, formality helps you build trust.

In a Format of Formal letter must meet a series of elements to ensure that their structure is complete and that the information is presented correctly. These are:

  • Place and date.
  • Header or recipient.
  • Greetings.
  • Body of the letter.
  • Farewell.
  • Signature.

Next, we detail step by step how to write a formal letter. we have prepared a tutorial for you. With this resource we also give some tips for writing your formal or informal document using a template or format to save time and write your letter correctly. Check it out!

Begin your letter by adding elements such as the date in the upper right corner and the header flush to the left margin. Remember that the header contains the recipient’s information , such as name and grade or position.

  Select a greeting , which will go one line below the header. We recommend using one of the formal options mentioned later in this article.

 Write the body of the letter, according to the reason for which it is prepared. To explain your reasons, it is important that your text has an introduction (present the request or message), a development (more details are given, for example, how and why) and a conclusion (thank you for your consideration).

  Choose a farewell according to the formal and courteous tone of the letter, below you will find some options.

   Finally, sign your letter and add your name to avoid confusion. Including your phone number is optional, but some people do it to make future communication easier.

What is the purpose of writing a Formal Letter?

The purpose of a formal letter is to open a formal communication channel with a person you do not know, with a company or institution. Generally, in the academic and professional fields, formalities are necessary to maintain respectful and cordial relationships.

In addition, a formal letter often makes brainstorming easier , because things like colloquialisms, grammatical errors, and unnecessary explanations are eliminated. Consequently, the message is more precise and concrete.


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