How to write a formal letter

For some, writing a formal letter can be confusing and tedious. Formal letters are often considered stuffy and boring thus making it more difficult to write. However, writing a formal letter does not have to be intimidating or boring, it is often the writer that makes a formal letter both of these things rather than the actual need for a formal letter itself.

There is no denying that there are many excellent reasons for penning a formal letter. Whether it is to send an apology for an adverse action, to announce bad news, inquire about employment, or to request information about something or someone a formal letter will need to be considered.

Formatting a Formal Letter

In many ways, a formal letter is similar to a business letter; however, the rules for formal letter writing are a little more flexible than the rules for writing a business letter.

For example, a business letter is never indented; however, a formal letter can be indented as long as it is not written for business purposes. If the writer is requesting that a business send them specific information then no indentions should occur within the letter.

Conversely, if the letter is written as a condolence or an apology, then indentations are acceptable in this format. A formal letter should also have margins of 1” on all sides.

Writing the Formal Letter

Writing a formal letter is the component of letter writing that seems to stump many people. While most individuals have an idea of the subject matter, getting it down on paper seems to cause quite a few problems. A good way to disburse some of the stress of writing a formal letter is to break down the letter into specific elements and points that the writer wishes to bring to the readers attention.

• Who is the letter for. If the name of the recipient is not known, the writer should make every effort to find out.
  • Once the name is known, ensure it is spelled correctly.
  • Never address the recipient by their first name in a formal letter. Use Mr. or Ms. if the title is unknown.
  • If the recipient is a doctor. always use Dr. as the title
  • For certain professional positions, the job title plus the recipients last name is appropriate (ex. Principle Doe)
  • If no name can be found then address the letter with dear sir or madam.
• Address the issue in the first line of the letter. Many professionals are too busy to read all of their mail. The writer must grab the attention of the recipient immediately: "Dear Sir, I am writing in regards to your job position on careerposters.com."
• Get to the point quickly and succinctly. A formal letter should, in general, be no longer than three paragraphs. The body of the letter should not take up a full page unless it is ongoing correspondence that requires addressing specific criteria.
• Do not get too personal. A formal letter is not the venue to express personal grievances. If the writer is making a formal complaint then they should maintain a high level of professionalism. If the letter is to address a personal issue with the recipient, the writer should avoid personal attacks and focus on the issues.
• Check both spelling and grammar. Formal letters should be written with the finest grammar possible, writers should never use contractions while writing a formal letter, nor should the writer expect a spelling program to catch all of their errors. A computer program does not distinguish between there and their, for example as being wrong. If the writer does not catch these mistakes, the letter will go out with mistakes.
• Finish with a thank you. Once the writer has made all of their points, they should thank the recipient for their time.

What to Include in a Formal Letter

All formal letters should include the following components:

• Address of the sender. The senders address should be written, or typed in the upper right hand corner of the page. It should include name, address, city, state and zip code.
• Address of the recipient. The recipient address should be on the left side of the page about three spaces after the senders name and address.
  • Recipients formal title and name
  • Company name (if applicable)
  • Address
  • City, State, and Zip Code
• Date letter was written. The date is typed in with one space between the date and the recipient's city, state, and zip code. The date should be fully written out (ex. January, not Jan. or 01).
• Salutation. The salutation should begin two full lines under the date: Dear Sir or Madam, Dear Sir, Dear Madam, Dear Dr. Doe, Dear Principle Doe, Dear Ms. Doe, or Dear Mr. Doe, are all acceptable salutations. A comma (,) or a colon (:)can be used after the salutation
• Body of the letter. There should be one line between the salutation and the body of the letter. There should be no indentions at the beginning of each paragraph. The paragraphs should be single spaced with one line between each paragraph.
• Departure sentiment. The departure sentiment should start two lines after the last paragraph. Acceptable sentiments are Sincerely, Sincerely Yours, Best Regards, With Trust, etc. Sincerely is the most commonly used departure sentiment.
• Signature. If typing a letter, the writer should leave four line spaces between the departure sentiment and the typed name to leave room for the signature. If hand written, the full name of the writer should be printed below the signature. If typed, the full name of the writer should be typed in an Ariel or Times font below the signature.

Be aware of some of the pitfalls of formal letter writing, while the writer will want to keep it professional, the use of jargon or irrelevant wording will only succeed in making the letter seemed forced or off task. A well-written formal letter will give the impression of professionalism and precision of the person who writes it.