Introduction
Have you ever found yourself staring at a blank page, wondering how to write a formal letter? Whether you’re sending a job application, a complaint letter, or a resignation notice, knowing the structure and appropriate tone of a formal letter can make a world of difference. In this article, we’ll guide you through each step of the process of writing a professional letter, so you can effectively communicate and make a positive impression on your recipient.
Step-by-Step Guide on How to Write a Formal Letter
The first step in writing a formal letter is to identify the targeted audience. Understanding who you’re writing to will help you choose the correct tone, language, and structure of your letter. Once you’ve determined this, you can move onto the actual writing process. Below are a few tips to help you get started:
Pre-Writing Tips
Before you begin writing, determine the purpose of your letter and the recipient’s name and title. Identify the key message you want your letter to convey and organize your ideas accordingly. A good approach is to brainstorm, jotting down all the points you want to cover, in a sequence that makes the most sense to you. Think about the information that the recipient is most likely expecting and format it appropriately so that it conveys your message to them in a clear and professional manner.
Outlining the Letter’s Content
The next step is to create an outline of the letter’s content. This will help ensure that you include all relevant information and that your thoughts flow logically. The outline should include the following elements:
- Introduction: Explain the purpose of the letter and briefly introduce yourself if necessary. Set the tone for your content and express your intentions clearly.
- Main Body: This is where the meat of your letter should be. Present your ideas in a logical sequence and provide enough detail to make your point, while avoiding providing unnecessary information. Use transitional words and paragraphs to keep your message flowing and easy to understand.
- Conclusion: Conclude your letter by summarizing your key points and indicating what action you would like the recipient to take or any follow-up steps you plan to take. Be concise and positive.
Writing the Letter
The final step is writing the actual letter. Use a professional tone and proper language, avoiding jargon and overly-formal phrasing. Use a format that is easy to read, with straightforward sentences and paragraphs with appropriate spacing. Make sure you proofread the letter for spelling, grammar, and punctuation mistakes before sending it out.
Definition of Common Terms Used Regarding Formal Letters
Before we proceed further, it is important to understand some terms that are commonly used in formal letters. These include:
- Salutation: This refers to the greeting you use to address the recipient of the letter.
- Complimentary Close: This refers to the words you use to close your letter, such as “Sincerely,” or “Yours truly.”
- Body: This refers to the main content of the letter, where you convey your message.
- Enclosures: This refers to any additional documents attached to the letter.
Overview of Formal Letters
At their core, formal letters are a means of communication between parties that demand a certain level of decorum. They serve as a conduit for conveying important information, offering professional advice and opinions, extending invitations and apologizing for errors. They are essential in business and can be used in personal scenarios as well. By using a formal letter, you are demonstrating respect and professionalism to the recipient.
The Appropriate Structure of a Formal Letter
A standard format is generally used for formal letters. This includes the sender’s full name and address, the date, the recipient’s full name and address, the salutation, the body of the letter, the complimentary close, the signature, and enclosures. While specific formatting and style may vary depending on the nature of the letter, following a standard structure ensures clarity and professionalism.
Common Mistakes to Avoid While Writing a Formal Letter
There are several mistakes that individuals often make while writing formal letters:
- Using inappropriate language
- Being too informal or unfriendly
- Poor formatting, such as typos and grammatical errors
- Omitting information that the recipient expects to receive
- Letters that are too lengthy or overly verbose
- Failure to customize letters according to the recipient and context
Proper Formatting, Tone, and Language
Formatting, tone, and language are crucial in formal letters, as they can mean the difference between a successful letter and one that is ignored or misunderstood.
Elements of Proper Formatting
- Choose a formal font, such as Times New Roman or Arial, and use 11-12 point size
- Single-space within paragraphs and double-space between paragraphs
- Use your company’s or personal letterhead to identify yourself or the business organization
- Include the date and a subject line to make the purpose of the letter clear from the outset
- Identify the recipient’s name and address correctly and use their appropriate title and salutation
- Avoid using abbreviations, slang, or idioms
- Avoid use of strong language or emotionally charged words. Focus on facts and remain neutral.
- Maintain a professional, courteous, and respectful tone throughout your letter.
Appropriate Tone To Use When Writing a Formal Letter
The tone of your letter should reflect the level of formality of your communication and your intended message. To craft a professional and appropriate tone:
- Write in complete sentences and use accepted business vocabulary and standard English sentence structures.
- You may utilize a polite and professional tone. It reflects your professionalism, respecting the formality of the communication without any perceived stuffiness.
- Avoid any language that has ambiguous meanings. For example, slang may be appropriate in personal communication, but when it comes to formal business letters, it is essential to omit any unclear communication your letter may convey.
- Write the message in first-person plural or single, and use “we” or “I”. This emphasizes the personal relation with the reader while conveying your point of view.
Examples of Missteps and How to Rectify Them
- Misstep: Using a casual closing, such as “Take care” or “Later” instead of a more formal one, such as “Sincerely” or “Yours truly.”
- Rectification: Choose the proper ending for a formal letter, using a phrase that indicates respect, such as “Respectfully” or “Cordially.”
- Misstep: Using informal language or curse words in your letter. This can look unprofessional and can possibly damage your reputation in the company or organization.
- Rectification: Always proofread your letters before sending them out. If necessary, have a friend or colleague check them over as well before hitting the send button.
Case Study
One example of when a formal letter may be necessary is when you are seeking employment. When applying for a job, you will need to write a formal cover letter, introducing yourself to the potential employer and highlighting your qualifications and skills.
You can use a standard business letter format, with the following elements:
- Your full name and contact information
- The date of application
- The address of the addressee (specifically their name and organization)
- The name of the specific job or department being applied for
- A brief introduction of yourself and experience
- A short overview of the relevancy between your resume and the job description.
- Your conclusion with your future thoughts.
- Your signature and print your name below your signature.
In-depth Review of the Most Common Types of Formal Letters
There are several types of formal letters that you may encounter throughout your professional or personal life. Here are some of the most common ones:
Resignation Letter
This is a formal letter that an employee writes to their employer to indicate their intention to resign from their current job. A resignation letter should be professional, conciliatory and respectful. It should contain essential details such as your intended date of departure, reasons for leaving, and gratitude statements.
Complaint Letter
A complaint letter is a formal means of addressing any issues or grievances concerning any product or service offered by a company or organization. In this type of letter, you should explain the incident in question, why you are unhappy, what you would like the organization to do, etc. You must sound patient and polite.
Cover Letter
This is a short letter that accompanies a resume sent to an employer. It is also a formal letter that communicates the individual’s interest in a specific job vacancy, and they hope that their skills and qualifications make them the perfect candidate for the said job. Cover letters should provide an overview of an applicant’s experience and let the employer know why they are an excellent fit for the job.
Thank You Letter
A thank you letter is a message that expresses appreciation following any significant event or meeting. In business settings, these letters are usually sent after interviewing for a job or following an important business meeting, where the recipient of the letter provided their time and effort in helping you reach your specific goal. Thank you letters should be concise, genuine, and personal.
Conclusion
We hope this article has been helpful in guiding you through the process of writing a formal letter. Whether you are applying for a job, sending complaints, or communicating in a business setting, following the right format and tone can make all the difference in your success. Remember to consider your intended audience, remain professional, and keep it concise for the best results. Finally, don’t forget to use these tips and put them into practice as they may come in handy in the nearest future.
