{"id":107731,"date":"2022-04-24T08:04:09","date_gmt":"2022-04-24T15:04:09","guid":{"rendered":"https:\/\/careerkarma.com\/blog\/?p=107731"},"modified":"2022-04-24T08:04:10","modified_gmt":"2022-04-24T15:04:10","slug":"how-to-write-a-formal-letter","status":"publish","type":"post","link":"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/","title":{"rendered":"How to Write a Formal Letter: Tips, Guidelines, and Formal Letter Examples"},"content":{"rendered":"\n<p>Learning how to write a formal letter is essential when establishing a sense of professionalism in the workspace. Whether you\u2019re communicating with your boss, employees, or someone outside of your business, <a href=\"https:\/\/www.communicationtheory.org\/need-for-a-business-letter\/\" target=\"_blank\" rel=\"noopener\" rel=\"nofollow\">a business letter acts as a representative of the organization<\/a>. The way you present yourself in your letter sets the tone for your business.<\/p>\n\n\n\n<p>Using a professional tone informs readers that you are serious about your work and possess expert knowledge on the subject you are bringing forward. This article looks at formal letter examples and formal letter formats, which will help you become an expert in professional communication.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-a-formal-letter\">What Is a Formal Letter?<\/h2>\n\n\n\n<p>A formal letter is a document written in a professional tone that follows a specific format, addressed to authorities, coworkers, dignitaries, and seniors. You do not address these types of letters to friends, family, or personal acquaintances. They are the opposite of an informal letter, which uses more conventional language.&nbsp;<\/p>\n\n\n\n<p>Formal letter examples include business letters, appointment letters, resignation letters, <a href=\"https:\/\/careerkarma.com\/blog\/cover-letter-guide\/\">cover letters<\/a>, and recommendation letters. You can send formal emails, but a paper letter gives more detailed personal attention.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-are-the-5-parts-of-a-formal-letter\">What Are the 5 Parts of a Formal Letter?<\/h2>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Address: <\/strong>You must include both the sender and the recipient&#8217;s address. The sender&#8217;s address belongs to the writer and is written on the top-right corner of the paper. It is followed by the sender\u2019s email address and then the date. The recipient&#8217;s address appears below the sender&#8217;s address, in the upper left-hand corner. You do not repeat the date under the receiver&#8217;s address.<\/li><li><strong>Salutation: <\/strong>The salutation is an essential part of a formal letter. Unlike an informal letter where you can address the recipient however you see fit, the standard salutation for a formal letter is &#8220;Dear Sir\/Madam&#8221;. If you do not know the recipient&#8217;s gender, you can address them by occupation or full name. Your salutation should depict respect.<\/li><li><strong>Title:<\/strong> After the salutation, the title or heading comes next. The title contains brief information on the subject of your letter. It should clearly state the letter\u2019s purpose, and it is usually written in caps lock or underlined.<\/li><li><strong>Body:<\/strong> The body is the main part of the letter, written in single-space paragraphs. The body paragraph comes after the introduction, before the conclusion, and should state the key reasons for writing the letter. You should divide this section into small, concise paragraphs.<\/li><li><strong>Signature: <\/strong>Once you\u2019ve concluded your arguments, you must include a subscription and a signature at the bottom of your letter. An example of a subscription is \u201cYours Faithfully\u201d. Your signature should appear below the subscription, in the same position. In a formal letter, the authentic signature is usually handwritten.<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-write-a-formal-letter-beginning-and-ending\">How to Write a Formal Letter: Beginning and Ending<\/h2>\n\n\n\n<p>You want to draw the reader in from the very first sentence, so it\u2019s vital to know <a href=\"https:\/\/careerkarma.com\/blog\/how-to-address-a-cover-letter\/#:~:text=Every%20part%20of%20your%20cover%20letter%2C%20from%20the%20address%20to%20the%20main%20body%2C%20leaves%20an%20impression%20on%20the%20employer.\">how to address formal letters<\/a>. On the same note, you want to end your letter strongly so the reader is left with a good impression of you as a professional. Below are key points to note when beginning and ending your formal letter.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-how-to-begin-a-formal-letter\">How to Begin a Formal Letter<\/h3>\n\n\n\n<p>The majority of formal letters begin with the word \u201cDear\u201d before the name of the recipient. You can either use the person&#8217;s first and last name or their title and surname. If you do not know the person&#8217;s name, you must address the letter using \u201cDear Sir or Madam\u201d.&nbsp;<\/p>\n\n\n\n<p>Regardless of how you begin your letter, it must be accompanied by a comma. Your first sentence, which should start on a new line after the title, should directly indicate why you&#8217;re writing the letter.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-how-to-end-a-formal-letter\">How to End a Formal Letter<\/h3>\n\n\n\n<p>How you end your letter will be determined by the message you want to send. Examples of letter closings include \u201cYours sincerely\u201d, \u201cYours faithfully\u201d, \u201cRespectively\u201d, and \u201cWarm regards\u201d. Remember that you must use a comma to end your message.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-write-a-formal-letter-5-more-useful-tips\">How to Write a Formal Letter: 5 More Useful Tips<\/h2>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1200\" height=\"800\" src=\"https:\/\/careerkarma.com\/blog\/wp-content\/uploads\/2022\/04\/how-to-write-a-formal-letter-useful-tips.jpeg\" alt=\"A person handwriting a letter on a desk How To Write A Formal Letter\" class=\"wp-image-107733\"\/><figcaption>A formal letter could be either digital or handwritten.<\/figcaption><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-make-use-of-the-right-tone\">Make Use of the Right Tone<\/h3>\n\n\n\n<p>You must write a formal letter with a professional approach. Take into account your target audience and be wary of the words you use. Write in the proper format, avoid using slang and contractions, and maintain a courteous approach.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-be-clear-and-concise\">Be Clear and Concise<\/h3>\n\n\n\n<p>It is important to state the objective of your correspondence clearly in the introduction of your letter. Ensure that it is brief and straightforward. Knowing how to communicate is a <a href=\"https:\/\/careerkarma.com\/blog\/professional-skills\/#:~:text=your%20leadership%20skills.%C2%A0-,Communication%20Skills%C2%A0,-At%20the%20top\">professional skill everyone should know in the workspace<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-proofread-your-letter\">Proofread Your Letter<\/h3>\n\n\n\n<p>Proofread your letter and review your work thoroughly. This letter could be an <a href=\"https:\/\/www.ncbi.nlm.nih.gov\/pmc\/articles\/PMC6699540\/\" target=\"_blank\" rel=\"noopener\" rel=\"nofollow\">essential part of transitioning into the next stage of your career<\/a>. Give yourself at least four weeks to write, review, and check for spelling and grammar mistakes before sending it in. A letter that is free of errors will appear more professional.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-include-the-proper-elements\">Include the Proper Elements<\/h3>\n\n\n\n<p>When writing this type of letter, make sure to include all of the required information. This includes the address of the recipient, your name, and your signature.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-use-proper-format-and-presentation\">Use Proper Format and Presentation<\/h3>\n\n\n\n<p>When writing a handwritten formal letter, choose high-quality paper and a matching envelope. Ensure that you spell the name of the recipient correctly and that the address is correct. Remember to sign the letter.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-formal-letter-examples-to-help-you-communicate-effectively\">Formal Letter Examples to Help You Communicate Effectively<\/h2>\n\n\n\n<p>Writing any kind of formal letter is easy once you have mastered the techniques of sharing clear and concise messages. Below are formal letter examples that will help you communicate effectively. The first is a common example of a formal letter delivered by email, and the second is a common example of a formal handwritten letter.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-formal-letter-example-1-application-letter\">Formal Letter Example 1: Application Letter<\/h3>\n\n\n\n<p>Lynn Thomas<br>123 Main Street&nbsp;<\/p>\n\n\n\n<p>Anytown, FL<br>32821<\/p>\n\n\n\n<p>lynn@email.com<\/p>\n\n\n\n<p>February 12, 2022<\/p>\n\n\n\n<p>Hiring Manager,<\/p>\n\n\n\n<p>WebTech Solutions<\/p>\n\n\n\n<p>123 Business Road<\/p>\n\n\n\n<p>Business City, NY&nbsp;<\/p>\n\n\n\n<p>54321<\/p>\n\n\n\n<p>Dear Sir\/Madam,<\/p>\n\n\n\n<p>I am writing in regards to the human resources consultant position advertised on CareerKarma.com. I am very interested in this position and would appreciate being considered a candidate for it.<\/p>\n\n\n\n<p>I have work experience in human resources departments, providing help to various sectors. I have been employed as a human resources generalist for the past four years. Before this position, I worked as a human resources assistant for two years.<\/p>\n\n\n\n<p>I have a strong desire to help people, and I excel in looking for answers to common HR issues, which I believe would be a valuable asset to your organization. I possess excellent communication skills, which are critical for HR success. I have a degree in human resources from Arizona State University.&nbsp;<\/p>\n\n\n\n<p>I promote employee retention and improve business cultures by establishing training and education programs. Making sure my employees have access to the information they need to succeed and comply with legal obligations is of utmost importance to me.<\/p>\n\n\n\n<p>I appreciate your taking the time to read this message, and I am looking forward to hearing from you about the next steps in the recruiting process. Please contact me if you have any questions or require extra information.<\/p>\n\n\n\n<p>Sincerely,<\/p>\n\n\n\n<p>Lynn Thomas<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-formal-letter-example-2-resignation-letter\">Formal Letter Example 2: Resignation Letter<\/h3>\n\n\n\n<p>Jennifer Lee<\/p>\n\n\n\n<p>22 Main Street&nbsp;<\/p>\n\n\n\n<p>Business City, NY&nbsp;<\/p>\n\n\n\n<p>87321<\/p>\n\n\n\n<p>lee@blue.com<\/p>\n\n\n\n<p>February 12, 2022<\/p>\n\n\n\n<p>Mr. Isaac<\/p>\n\n\n\n<p>Managing Director<\/p>\n\n\n\n<p>Blue Enterprises&nbsp;<\/p>\n\n\n\n<p>546 Business Road<\/p>\n\n\n\n<p>Business City, NY&nbsp;<\/p>\n\n\n\n<p>54321<\/p>\n\n\n\n<p>Dear Mr. Isaac,<\/p>\n\n\n\n<p>I am writing to inform you that I am resigning as the Product Manager for Blue Enterprises, effective March 23, 2022.<\/p>\n\n\n\n<p>Thank you very much for the professional and personal development opportunities you have afforded me over the last three years. I have loved working for the organization, and I appreciate the help during my tenure.&nbsp;<\/p>\n\n\n\n<p>Sincerely,<\/p>\n\n\n\n<p>[Signature]<\/p>\n\n\n\n<p>Jennifer Lee<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-use-formal-letter-examples-to-write-your-own\">How to Use Formal Letter Examples to Write Your Own<\/h2>\n\n\n\n<p>This article has provided you with formal letter examples to write your formal letter. According to ResumeLab, an <a href=\"https:\/\/resumelab.com\/cover-letter\/are-cover-letters-necessary\" target=\"_blank\" rel=\"noopener\" rel=\"nofollow\">excellent cover letter will get you the job<\/a> 85 percent of the time, even if your resume isn\u2019t impressive. Follow a sample letter and include all of the right elements to help you make the professional leap to boost your career needs.<\/p>\n\n\n\n<p>Always ensure that you maintain a formal tone and avoid a friendly tone, and proofread your work to ensure that you have no grammatical errors. With constant practice, you will develop your formal letter writing skills.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-write-a-formal-letter-faq\">How to Write a Formal Letter FAQ<\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1650812506394\"><strong class=\"schema-faq-question\"><meta charset=\"utf-8\"\/>What is the best way to start a formal letter?<\/strong> <p class=\"schema-faq-answer\"><meta charset=\"utf-8\"\/>The best way to start a formal letter is with a greeting. The salutation is the formal greeting. Most salutations begin with \u201cDear,\u201d followed by the recipient&#8217;s name. All salutations begin their titles with a capital letter and end in a comma.<br\/><br\/><\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1650812514398\"><strong class=\"schema-faq-question\"><meta charset=\"utf-8\"\/>Is it necessary to include a subject in a formal letter?<\/strong> <p class=\"schema-faq-answer\"><meta charset=\"utf-8\"\/>Yes, it is necessary to include a subject in a formal letter. The subject line should be written in a concise formal manner and should summarize the objective of the letter. Because the subject line functions as a title or heading for the material, it must be related to the written content.<br\/><br\/><\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1650812522709\"><strong class=\"schema-faq-question\"><meta charset=\"utf-8\"\/>What is the basic format of a formal letter?<\/strong> <p class=\"schema-faq-answer\"><meta charset=\"utf-8\"\/>The basic format of a formal letter includes six elements: the address (sender&#8217;s and receiver&#8217;s), date, salutation, subject, body text, and end. These elements are essential for the proper flow of information in any formal letter.<br\/><br\/><\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1650812530734\"><strong class=\"schema-faq-question\"><meta charset=\"utf-8\"\/>What tone should a formal letter always carry?<\/strong> <p class=\"schema-faq-answer\"><meta charset=\"utf-8\"\/>A formal letter should always carry a polite tone. Your formal letter should be professional and convey respect for the recipient. This polite and professional tone will also imply that the writer is serious about his or her subject.<\/p> <\/div> <\/div>\n","protected":false},"excerpt":{"rendered":"Learning how to write a formal letter is essential when establishing a sense of professionalism in the workspace. Whether you\u2019re communicating with your boss, employees, or someone outside of your business, a business letter acts as a representative of the organization. The way you present yourself in your letter sets the tone for your business.&hellip;","protected":false},"author":166,"featured_media":107732,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[50463],"tags":[],"class_list":{"0":"post-107731","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-resume"},"acf":{"post_sub_title":"","sprint_id":"March 14","query_class":"how-to-write-a-*subject","school_sft":"","parent_sft":"","school_privacy_policy":"","has_review":null,"is_sponser_post":"","is_guest_post":""},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.0 (Yoast SEO v27.0) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How To Write A Formal Letter<\/title>\n<meta name=\"description\" content=\"Improve your formal letter writing skills with this detailed article. Learn how to write a formal letter and see examples of formal letters.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Write a Formal Letter: Tips, Guidelines, and Formal Letter Examples\" \/>\n<meta property=\"og:description\" content=\"Improve your formal letter writing skills with this detailed article. Learn how to write a formal letter and see examples of formal letters.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/\" \/>\n<meta property=\"og:site_name\" content=\"Career Karma\" \/>\n<meta property=\"article:publisher\" content=\"http:\/\/facebook.com\/careerkarmaapp\" \/>\n<meta property=\"article:published_time\" content=\"2022-04-24T15:04:09+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2022-04-24T15:04:10+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/careerkarma.com\/blog\/wp-content\/uploads\/2022\/04\/how-to-write-a-formal-letter.jpeg\" \/>\n\t<meta property=\"og:image:width\" content=\"1200\" \/>\n\t<meta property=\"og:image:height\" content=\"800\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Odedeyi Feyisayo Anthonia\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@career_karma\" \/>\n<meta name=\"twitter:site\" content=\"@career_karma\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Odedeyi Feyisayo Anthonia\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"8 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/\"},\"author\":{\"name\":\"Odedeyi Feyisayo Anthonia\",\"@id\":\"https:\/\/careerkarma.com\/blog\/#\/schema\/person\/2413d6b5c4dedbcb2991931ccb739b6a\"},\"headline\":\"How to Write a Formal Letter: Tips, Guidelines, and Formal Letter Examples\",\"datePublished\":\"2022-04-24T15:04:09+00:00\",\"dateModified\":\"2022-04-24T15:04:10+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/\"},\"wordCount\":1621,\"commentCount\":0,\"image\":{\"@id\":\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/careerkarma.com\/blog\/wp-content\/uploads\/2022\/04\/how-to-write-a-formal-letter.jpeg\",\"articleSection\":[\"Resume\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/#respond\"]}]},{\"@type\":[\"WebPage\",\"FAQPage\"],\"@id\":\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/\",\"url\":\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/\",\"name\":\"How To Write A Formal Letter\",\"isPartOf\":{\"@id\":\"https:\/\/careerkarma.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/careerkarma.com\/blog\/wp-content\/uploads\/2022\/04\/how-to-write-a-formal-letter.jpeg\",\"datePublished\":\"2022-04-24T15:04:09+00:00\",\"dateModified\":\"2022-04-24T15:04:10+00:00\",\"author\":{\"@id\":\"https:\/\/careerkarma.com\/blog\/#\/schema\/person\/2413d6b5c4dedbcb2991931ccb739b6a\"},\"description\":\"Improve your formal letter writing skills with this detailed article. 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She has written content in various niches, including but not limited to finance, technology, and arts and culture. She attended the University of Lagos and also has a certification from the Association of Accounting Technicians of West Africa.\",\"url\":\"https:\/\/careerkarma.com\/blog\/author\/odedeyi-feyisayo-anthonia\/\"},{\"@type\":\"Question\",\"@id\":\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/#faq-question-1650812506394\",\"position\":1,\"url\":\"https:\/\/careerkarma.com\/blog\/how-to-write-a-formal-letter\/#faq-question-1650812506394\",\"name\":\"What is the best way to start a formal letter?\",\"answerCount\":1,\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"The best way to start a formal letter is with a greeting. The salutation is the formal greeting. Most salutations begin with \u201cDear,\u201d followed by the recipient's name. 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