How to Write Formal Letters

How to Write Formal Letters2 How to Write Formal Letters Writing a formal letter follows a distinct style that is different from an informal one. This is quite obvious from the fact that professional communication is different from that of the personal one. A formal style of writing is usually adopted for professional correspondence that includes business letters, comprising:

Letter of agreement
Letter of resignation
Formal letter of invitation
Letter of appreciation etc

You need to follow certain guidelines while writing a formal letter. To understand the exact format in which it is written, following instructions can be of great help.

Prefer using your own letterhead. In case you don’t have one, use formal, 8 1/2-inch-by-11-inch stationery with a matching envelope. Avoid using bright colored stationery; it is always preferable to go for neutral colors like cream or beige.
If you don’t have pre-printed letterheads then write or type your name and return address on top-right corner of the page. Do not forget to add the recipient’s address on the left of the page. It should be just below the return address.
Leave two lines space and then write the date. Be sure you mention the month and the year. While writing the date, it is always advisable to avoid abbreviations in a formal letter.
Skip two lines and start with the letter which should begin with a humble greeting. Include the name of the recipient which should proceed with appropriate title in the salutation like Mr., Mrs., Miss, Ms. or Dr. as per the requirement. If you do not know the name of the concerned person then simply direct the letter to “Sir or Madam.”
Leave some space and then begin the letter. The first few lines are the introductory lines that should specify the actual purpose of the letter. It could include any topic like an enquiry or a complaint. The introduction should not be vague. The writing style should be such that the recipient immediately understands the objective of your letter. This is also the space where you need to introduce yourself if the recipient does not know you.
Having completed the introduction, you proceed to the main body of the letter. It should include relevant information that supports the purpose of the letter. Try to write the text in concise and organized manner, and avoid unnecessary information.
After the main body of the letter is complete, you are required to conclude the letter. For this, you need to create a closing paragraph that communicates about the response you expect from the recipient. This is also an appropriate place to make reference to future contact if you expect to see or talk to the concerned at a future date.
While ending the letter make use of closing remarks like “Yours Faithfully” or “Yours Sincerely.” Make sure your punctuation marks are correctly put. You can also use informal terms like “Best Wishes” if the recipient is a close friend.
Skip four lines space for signature purpose. Below your signature, mention your name and title.