Formal Letter

Letters are out of fashion these days still there are times when you have to write a formal letter. For those 'some' times are given here some tips to draft a letter correctly.

Writing a formal letter for the first time? Having difficulty in choosing words? Surrounded by doubts? We understand the hitch and are here to help you. A formal letter can be written for any purpose and the addressee can vary from a teacher to a manager. While applying for a job a letter you write falls under the category of a formal letter.

A formal letter is called so because of the format it is written in. the size of the page, the color of the ink and the envelope everything can create the difference.

The punctuation marks, the font and the margins also contribute in a formal latter to make a mark. Well, writing a formal letter is not a rocket science. Let us make that simple.

  • You have to choose a paper which is 81/2 by 11 inch in measurement. The envelope should be a matching one too. The paper should be either white or cream or beige in color. Avoid stationary which is of bright colors or have distracting graphic elements. If the letter is to be written for business purposes use the company letterhead.

  • Include your return address in the top right place of the letter. Add the recipient's address on the left of the side just underneath where you have mentioned the return address.

  • Skip two lines and begin the letter with an suitable greeting. Include the name of the name of the recipient if possible. If the name cannot be included, address the letter to Sir or Madam. In case of a woman being a recipient, use Ms. It is a formal and neutral way of addressing women.

  • Skip the two lines and write the introduction. The initial paragraph of the formal letter should state the [purpose of the letter. Be specific. There should not be any need to guess the meaning of your letter. The language used should be very clear

  • Write the main body of the letter. This should include relevant information which supports the purpose of the letter. Be sure that your comments ate organized in a clear and concise manner. Avoid unnecessary information.

  • In the concluding paragraph write what is expected from the recipient. For example calling for an interview. Calling back etc.

  • If the purpose of this letter was to make an apology or express appreciation, it is better to restate the intention.

  • For closing, use 'sincerely', 'Yours', 'Yours faithfully', in the case when you do not know the recipient's name. If you know the recipients name you can write 'yours truly, or Yours Sincerely. Use 'best wishes' if the recipient is a close friend.

  • Skip four lines and include your first name and title, if necessary. In those four lines, you have to sign. While signing, do not overwrite. Put the signature which is recognized legally.

Formal letter should be written in a formal way. Avoid use of colors and do not use stylish fonts. Do not put margins or borders unless it is required.

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