How to write an official letter

Formal Letter | How To Write a Formal Letter? Template, Samples, Examples

August 2, 2021 by Prasanna

Formal Letter Format in English: A formal letter is one written in an orderly and conventional language and follows a specific stipulated format. These letters are written for official purposes only, such as writing a letter to the manager, to the HR manager, to an employee, to the Principal of the college or school, to a teacher, etc. But we do not use formal letters for personal use such as writing them to our family, relatives or friends.

Formal letter writing format requires some specific rules and conventions. Also, the language of the letters should be very professional. The format here will help in relaying the content of the letter in a formal way. An example of a formal letter is writing a resignation letter to the manager of the company, stating the reason for resignation in the same letter.

Usually, these formal letters are written in English in private companies. But, in India, many companies, especially government firms, accept formal letters written in the Hindi language. In fact, the formal letter formats are also taught to the students in schools so that they would be able to write the letters for any particular situation to their teachers and principals. Read on to find more about the formal letter example and formal letter writing samples, for example of a formal letter.

Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.

How to Write a Formal Letter?

To write a formal letter follow the below-given tips:

Formal Letter Writing Topics

There could be many reasons to write a formal letter meaning. They are:

Formal Letter Format

The general format of a formal letter structure is given below:

Formal Letter Format in CBSE

In CBSE (Central Board of Secondary Education), the board prescribes the format to write the letter. The same Official Letter format should be followed by all the students who are pursuing education under this board.

Formal Resignation Letter

A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason. Here is a format to write a resignation letter

Formal Letter Sample

A formal letter sample is provided here, which is written to the editor of a newspaper, mentioning the issue faced by them and which has to be highlighted in the newspaper to draw the attention of the concerned authorities.

Formal Invitation Letter

An invitation letter is written to invite anyone for a particular occasion. Some format letter examples are invitation by junior to their senior in college for a farewell, by a company to attend the office annual day, invitation to attend the meeting or a conference, etc. Here is format to write the formal invitation letter.

Difference Between Formal and Informal Letter Format

FAQ’s on Formal Letter

Question 1.
What is a formal letter?

Answer:
A formal letter is one written in an orderly and conventional language and follows a specific stipulated format. These letters are written for official purposes only, such as writing a letter to the manager, to the HR manager, to an employee, to the Principal of the college or school, to a teacher, etc.

Question 2.
What is the resignation letter?

Answer:
A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason.

Question 3.
What are the types of formal letters?

Answer:

Official Letter | Samples, Format, How To Write an Official Letter?

September 14, 2020 by Prasanna

Official Letter: An official letter, also called a formal letter, is a document drafted for an organization or an individual in a professional setting. This essentially means such types of letters are used to express interest in a job/ product/ service or are used to convey messages between business entities. Some official letters are also transactional in nature. When communication is to be conveyed among employers and employees, a formal letter is used as well. For instance, appreciation letters, warning letters and appointment letters are examples of official letters used in a professional setting. Official letters can also be used between a customer and an organisation as well.

Regardless, all official letters must follow the formal conventions of drafting a letter – such as adhering to the rules of written English as well as having a formal structure. Furthermore, formal letters are always typed as opposed to being handwritten. And also, official letters serve as legal records of important events or occurrences. Hence, these letters must be drafted with precision and unambiguity in mind. Read on to explore the various formats, detailed guidelines and samples for official letters.

Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.

Official Letter Guidelines

The basic principle behind sending an official letter is to let the reader understand the contents of the letter through simple and concise sentences. This not only saves time but ensures clarity of the content. Furthermore, a specific structure must be followed throughout the document.

Types of Official Letters

The following types of letters are considered as official letters:

Official Letter Format

Following is a format typically used in most official letters:

How To Write An Official Business Letter (With Format And Examples)

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While letter writing may sound a bit old-fashioned to some, it still has plenty of uses within the professional world. Writing an official letter is one of the most straightforward ways to relay important information or express a point. Official letters get the point across professionally while avoiding taking up too much of the reader’s time.

This article will walk you through how to write an official letter with some rules and tips, and it will also give you some letter templates and examples that you can use to help you write your own.

Your official business letter should include a heading, a greeting, several body paragraphs, a closing, and your signature.

Official business letters shouldn’t include pictures, informal language, or anything that you don’t want to be saved in an official document.

You can use an official business letter whenever you need to communicate important information in a professional way.

How to Write and Format an Official Business Letter

A professional letter always starts with the appropriate format and style choices. You’ll want to keep the layout very simple and clean to enhance readability and ensure that your letter’s contents are understood.

Keep your margins to a standard one-inch on all sides, and choose a simple font such as Arial or Times New Roman. As far as what sections you’ll need, include all of the following in order:

Heading. The heading of your letter should specify who you are, to whom you intend to send the letter, and the date on the day the letter was sent. This serves the function of briefly introducing who you are and safeguarding against possible confusion in sending the letter (e.g., it arrives late, the wrong person opens it, etc.)

Your heading should be structured in roughly the following ways. At the very top, you’ll put your full name, your address, and additional contact information like your phone number and/or your email address.

Beneath this, you’ll put the date on the day the letter was sent. Then, you’ll put the contact information of the person receiving the letter. This includes their full name, their job title, their company, and their company’s address.

Greeting. After your heading, you’ll need to include a greeting or salutation to open your letter. Though emails may sometimes be a different story, in letter-writing etiquette, it’s considered impolite to launch into the contents of your letter without a formal greeting.

Your greeting will almost always begin with “Dear” and end with the recipient’s name and a comma.

If you have a formal relationship with the recipient or have no prior relationship with them, use an honorific such as “Ms./Mr./Mx./Dr.” followed by their last name. If you have a less formal relationship with this person, you could use their first name.

Avoid addressing your letter “to whom it may concern,” as it comes across as a bit careless (if you truly have no idea who you’re writing this letter to, it can be pretty difficult to convince the recipient to care about the contents).

Body paragraphs. Your body paragraphs are going to make up the contents of your letter. While the other sections are important for official purposes, this section is where your reason for writing the letter comes into play.

In an official letter, you’ll have around three paragraphs, but it may be appropriate to have two paragraphs or four smaller paragraphs on some occasions. Here’s a general breakdown of each body paragraph’s function:

First paragraph. In any correspondence, you want to get straight to the point. Immediately tell the recipient why you’re writing and introduce yourself if you’re a stranger. People have short attention spans and prefer clear instructions — help make your letter be more readable by giving them what they want and expect.

Middle paragraph(s). The body of your body paragraphs, this is the place where you get into the specifics of your letter. If the recipient needs certain information in order to proceed with your request, make sure all of it is included within these paragraph(s).

If you have a lot of dense info here, it can help to break it down into bullet points rather than paragraphs. A good rule of thumb is that a paragraph shouldn’t exceed 6 lines, or your reader’s eyes may start to blur.

Closing paragraph. Finish with a clear call to action and gratitude for the reader taking the time to consider your request. If further correspondence is required, you should also indicate when and how to do so. Make it easy for the recipient to know exactly what’s being asked of them.

Closing and signature. After you’ve written the body of your letter, you should include a short statement of gratitude to your recipient. This is typically a short sentence thanking the reader for their time, and perhaps including a call to action if you are making a request or inquiring about something.

End your letter with an appropriate closing salutation. Something like “Best,” “Regards,” or “Sincerely” should do the trick. Finally, write your full name at the bottom of the letter.

If you are including other documents along with this letter, be sure to include an enclosure statement after your signature. Simply type “enclosure” or “encl.” followed by the document(s) enclosed.

Once you understand the basics, writing a great business is a simple task.

How to Write the Body Paragraphs of Your Letter

The body paragraphs are the main points of your letter, and they have a loose structure that should be followed.

Keep your opening paragraph short and to the point. Clearly and concisely state why you are writing in the first sentence. Be sure to also give a brief introduction to yourself in the opening paragraph, and if you have never met or spoken with this person before, you may also want to specify who gave you their information or how you found it.

In the next paragraph or paragraphs, go more in-depth into your main point from paragraph one. Help the reader understand your objective and/or give examples that support your point. Give as much detail as you feel necessary, but keep it as concise as people to avoid boring the reader.

If your purpose of writing the letter is to persuade your reader in some way or to get them to take some action, be sure to use your body paragraphs to build a strong persuasive case.

Your closing paragraph should summarize your main point one final time and, if necessary, include a call to action or an indication of the next steps.

Official Business Letter Template and Example

Business Letter Template

Here is a rough, fill-in-the-blanks template utilizing all of these tips and requirements:

[Your full name]
[Your address]
[Your city, state, and zip code]
[your phone number]
[your email address]

[Recipient’s full name]
[Recipient’s job title]
[Recipient’s company]
[Company address]
[Company city, state, and zip code]

Dear Ms./Mr./Mx./Dr. [Recipient’s name],

[Paragraph one – introducing yourself and stating your purpose for writing]

[Paragraph two – going into more detail on your point, giving reasons or examples]

[Last Paragraph – wrap up your letter, express gratitude, and specify the next steps]

[Closing salutation],
[Your full name]

Enclosure: [the document(s) you’ve attached]

Business Letter Example

Here’s an example following the above template:

Jane Smith
8761 Canal Drive
Columbus, Ohio 43034
(777)-765-4321
janesmith89@gmail.com

September 23, 2020

Lisa Murphy
Manager
XYZ Software
1234 Cedar Street
Columbus, Ohio 43035

I’m writing to formally notify you of my decision to leave my position as Senior Graphic Designer at XYZ Software. My last day of employment will be October 7, 2020.

I appreciate the opportunity I’ve had to work with such an incredible team at XYZ Software. It’s been deeply rewarding to create innovative graphics and help to solidify XYZ Software’s visual design aesthetic. I’ve learned so much about professional design, and I’m deeply grateful for the personal growth this position has fostered.

Let me know in the coming weeks how I can best help during this period of transition. I have enclosed a timeline for the completion of my current projects, and I am happy to train any team members on taking over my duties if necessary. I wish you and the XYZ Software team all the best, and I hope that we continue to stay in touch.

Sincerely,
Jane Smith

Enclosed:
Project Completion Timeline

Tips for Writing a Professional Letter

Here are some of the best practices for writing a professional letter:

Proofread your letter. Make sure that your point is clear and that there are no errors in spelling or grammar. Even small things like not leaving a space between paragraphs can make your letter look very unprofessional.

Keep it concise. Respect your reader’s time by only including relevant and necessary info.

Use single space lines with a space after each paragraph. This letter format is standard and typically the easiest to read.

Print black ink on white paper. Print your letter on standard white bond paper, rather than colored paper or stationery.

Left justify your text. It just looks wrong otherwise. People expect their letters (especially official ones) to be left-justified.

Use a plain font. 10 or 12 point is the standard font size. Fonts like Arial, Calibri, and Times New Roman are common and generally well-liked.

What Not to Include in a Professional Letter

Official letters should maintain a professional tone, or else they will likely not be taken seriously or not be understood. For these reasons, you should avoid all of the following:

Incomplete sentences or run-on sentences.

Paragraphs that are too verbose or too terse.

“Miss” as an honorific.

Pictures or graphics (outside of logos)

Language that is too formal, and comes across as stiff.

Informal stationery (such as cards).

Anything you wouldn’t want saved in writing on an official document.

What Is an Official Business Letter?

An official business letter is a formal correspondence sent in a professional context. An official letter can be used to connect with another business, strengthen a relationship with a client, or issue a stern complaint.

Official letters are also used by job seekers all the time in the form of cover letters, letters of interest, and recommendation letters.

What unifies all official letters is a tone of formality and directness of language. Official letters don’t worry about being overly warm — they get to the most important points of the matter in as simple and straightforward a way as possible.

When to Use an Official Business Letter

There are a variety of situations when you might see or need to write an official business letter. These include:

Professional reference/letter of recommendation

Letter of acceptance to an educational program

Communication to stakeholders, clients, or employees

Letter of interest

Whenever you need to communicate official information in a professional way, using the format for an official business letter is generally a safe option. It’s usually better to be overly formal than too informal in these cases.

How to write an official letter

An official letter is any written correspondence whose purpose is to communicate an official concern. Official letters are also known as formal letters or business letters. There are several types of formal letters, and each one centers around a specific theme. The most commonly known official letters include application letters, cover letters, letters of recommendation, letters of resignation, confirmation Letters, acknowledgement letters, inquiry letters, adjustment letters, follow-up letters and complaint letters. Despite their different target audiences, all these letters share a hint of similarity when it comes to formatting, diction and writing style. Are you looking to get shortlisted for an interview but unsure on how to write an official letter? The following article will explore tips for writing a formal letter as well as the proper layout to use so that your message is conveyed in the right manner.

Guidelines to Writing an Official Letter

Before we embark on the format of a formal letter, let’s first examine essential tips that will help you in your formal letter writing.

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The layout of Writing an Official Letter

There are two primary official letter formats;

Of the two styles used to write letters, the Block layout is the most frequently used format for business letters. In this style of writing, all the text is aligned to the left and single-spaced. The only time one is allowed to use double spacing in the block formal letter format is between paragraphs as it brings the transition without the to indent your text. Below is the sample template of the block letter format.

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The block format has salutation and closing and is best suited for letters to companies you are applying to or to an individual you have met before.

Administrative Management Style (AMS), on the other hand, is more concise. This makes it better suited for internal memos and instances when you have to be very direct. A modified version of the Block format is the Semi-Block official letter where all text is left aligned except the sender’s information at the top, and then the paragraphs are indented while the correspondent’s information remains indented at the same position.

How to write an Official Letter (Administrative Management Style)

1. The Sender address

A proper official letter must begin with the sender’s address that must place at the top right-hand corner of the document. In the sender address, include your full names and postal details. Currently, mobile numbers and email addresses are proving to be more valuable than postal addresses so remember to include them in your author’s address.

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Here is a sample of how a sender’s address needs to appear;

P.O Box 12345-00200

2. Date of the letter

Place the date one line below the author’s address. The date gives a reference point that future correspondence can refer to to either bring some sense of continuity or avoid confusion if you wrote more than one letter. Furthermore, if you are planning on saving a copy of the correspondence either for future generations or for legal reasons then having the date is crucial. When writing the date, remember to write the month as a word in full and to put a comma in between the month and the year. For instance: 31st July, 2018.

3. Recipient’s Address

After the date, draft the receiver’s address on the left-hand side of the letter. Remember to include the title of the recipient that is Mr., Miss, Mrs., Dr., Etc., before their name and followed with their job position on the next line. Afterward, include their postal address as well as the city and country. Always aim to research the receiver of your official letter so that you can know the title to use as well as their names. In case the recipient remains unknown to you. Put the title of the recipient only.

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4. Salutation/ Greeting

This phrase is used as a salutation when the person writing the official letter does not know the receiver. Please note that it is always recommended that you research the recipient of the letter beforehand.

This form of salutation is incorporated when the sender knows the recipient of the official letter. Always use the title and the surname only. In case the recipient is a lady, and you do not know her preferred title then use Ms. which is appropriate for both single and married women.

5. Subject line

The subject line at a glance tells the recipient what the letter addresses. For example, if it’s an application letter, then you will need to indicate the position being applied for as well as the unique job reference number in the advertisement if it was present.

6. The body of the Letter

The body is the central part of the letter, and it should convey in only three paragraphs or less. If you have more than three paragraphs when writing a formal letter, then you are not as concise as earlier pointed out in this article. Use a friendly opening then state the intention of writing the letter within the first paragraph. In the second paragraph, provide concrete examples that will accentuate your points. Later in the final paragraph of the body, give a summary of why you wrote the letter then advise on how to proceed further. Here is a template of the AMS formal letter format.

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7. Closing the Letter

When the recipient of the letter is unknown, use this as the ending, and then leave a space for a hand-written signature followed by your full names and title in brackets.

If you know the name of the recipient, then close the letter this way.

8. Proofread the Letter

The final step that most people forget is to double check spelling and grammatical errors; this is an important step that should not skip as misspelled words and grammar errors are inexcusable in business letters.

Below is a sample of an official letter in the block format

P.O Box 12345-00200

The Human Resources Manager

P.O. Box 67890-00100

RE: APPLICATION FOR THE ACCOUNTANT POSITION

I am writing to apply for the post of an Accountant following your online advertisement. I am a Bachelor of Commerce, Finance Option degree holder with experience in financial management sector. I am also a CPA (K).

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I am currently working at XYZ Company where I am in charge of managing the accounting books. Previously, I was the Accounts Clerk at JKL Tax Consultants where my responsibilities included accurately updating the cash book, preparing of the bank and general ledger reconciliations, maintaining petty cash, as well as filling all finance related documents. My experience in financial management has helped me develop ways of improving efficiency and reducing expenses. Furthermore, I can be a great team leader given my significant skills in training as well as in mentoring junior staff members.

I look forward to adding a significant role in the financial decision-making in your firm. Attached is my resume for easy reference. Thank you for your time and consideration, and I hope to hear from you soon.

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To conclude, you can opt to use the example above as an official letter template but remember to edit it to make it yours. Moreover, there are more formal letter examples online that can help you figure out how to write an official letter.

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How to Write an Official Letter

A well-written official letter can make a strong impression—far stronger than even the most elegantly phrased email (and it’s much more professional than a fruit basket). Whether you’re applying for a job, thanking a potential employer for an interview, or politely resigning from your old job (now that your beautifully crafted letters have earned you an exciting new opportunity), knowing how to write an official letter is a skill well worth mastering.

Formal Letters vs. Informal Letters

There are some crucial differences between informal letters (such as thank-you notes) and formal letters (such as cover letters). Maybe you’re thinking, “But I already know how to write a good letter! My aunt Mabel loves my chatty thank-you notes.” Well, it’s good to know the difference between the two!

Formal letters, on the other hand,

When you are learning how to write a formal letter, the precise structure can look intimidating, but in fact, it’s easily broken down into five separate components. Once you get a handle on the basics, you’ll be well on your way to knowing how to write an official letter.

Basic Structure of an Official Letter

There are four elements in every official letter (and an optional fifth element that sadly does not come with Bruce Willis): the heading, the salutation, the body, and the signature—and, when relevant, enclosures. Here’s an official letter sample to get you started on how to write a formal letter (or any other kind).

Heading

If you’re wondering how to write a heading for an official letter, look no further! A heading for an official letter consists of two things: your address (plus the date) and your recipient’s address.

Addresses

Salutation

A salutation is the greeting you use in your letter, whether formal or informal, and the most common one continues to be “Dear” plus the name or title of the person you’re writing to.

Salutation Examples

Keep the body of an official letter as brief as possible.

First body paragraph

Open by clearly stating why you’re writing this letter.

I am writing to complain about…

I am responding to your job advertisement in…

I am applying for the position of…

If this letter is part of a previously established correspondence, you should also note that here.

In response to your letter of…

At our recent meeting, you requested the first ten pages of my manuscript…

Second body paragraph

Here, you should include some supporting details about your work or educational experience, what makes you suited to a certain job, your disappointment with the company’s product, or other relevant information. This paragraph expands on the first paragraph.

Closing body paragraph

This is where you can reiterate the main point of your letter, suggest a next step, thank the recipient for her time—or all three!

Thank you for taking the time to consider my application.

I look forward to meeting you next week.

I would be happy to provide references or further samples of my work.

Signature

There are several appropriate closing signature phrases.

Letter Signature Examples

However, there are two pitfalls to avoid:

Enclosures

Official letters are often cover letters—that is, they are sent to accompany another document, such as a résumé. If you are including anything in the envelope other than the letter itself, it’s a good idea to write Enclosure or simply Encl. after your name. This lets your recipient know to look for another page or two and reduces the risk that your letter will get separated from whatever else you sent.

A Quick Look at Spacing for Official Letters

Keeping things nicely spaced will improve the overall appearance of your letter. Let’s take a second look at our official letter sample!

A Step-by-Step Guide on How to Write an Official Letter

Official Letter Dos and Don’ts

DO make every effort to find out the name of the person you’re writing to. That personal touch can make all the difference. Also, ensure the name is spelled correctly!

DON’T use the salutation “To whom it may concern.” It’s outdated and impersonal.

DO follow the rules of standard written English, and carefully proofread your writing. Consider using an editor to polish your letter and ensure that it’s free from error.

DON’T use overly familiar or colloquial language. Avoid contractions, and use complete sentences.

DO sound like yourself—just a very professional version of yourself.

DON’T use a thesaurus to try and sound more “intellectual.”

DO keep your letter short and to the point.

DON’T change the font size to adjust the appearance of your letter.

DO use letter-size paper and a business-size envelope.

DON’T use colored paper or stationery with any added embellishment or design—except your letterhead, if you have such a thing.

DO mail your letter as soon as possible after you write it. The date you wrote in the heading should ideally match the postmark.

Types of Official Letters

There are many types of official letters, and each one serves a specific purpose. Here are just a few examples:

While email is quick and efficient, it will never make as strong an impression as will a nicely written, professionally formatted, nonvirtual, hold-it-in-your-hands letter, which makes official letters ideal for a few key situations.

Knowing exactly how to write an official letter puts you ahead of the game and makes you stand out from the crowd—which is exactly what you need in today’s world. So give it a go! For the business side of things, have a look at this post. Also, the Internet has lots of resources (like this dictionary, this style guide, or these blog posts) to help you perfect your spelling and grammar.