How to write letter formal letter

How to Write a Formal Letter | Useful Phrases with ESL Image

In this lesson, we will learn how to write a formal letter. A formal letter is a letter that is written in the formal language with a specific format for business or official purpose.

With the advent of email, it is becoming less and less common to write letters, but the few letters that you will write will probably be very important ones, such as covering letters for job applications, covering letters for questionnaires or surveys which are part of your research, or letters of complaint to your bank manager.

How to Write a Formal Letter

In English, there are a number of conventions that should be used when writing a formal or business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language like contractions.

Heading:

The heading consists of your address and the date.

(The return address should be written in the top right-hand corner of the letter.)

(The inside address should be written on the left, starting below your address.)

2. Date:

Different people put the date on different sides of the page. You can write this on the right or the left on the line after the address you are writing to. Write the month as a word.

Salutation or greeting:

(If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.)

(If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, …) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.)

Skip one line after the salutation and begin typing the body of the formal letter. This is the main part of the letter. Keep in mind the rules outlined above regarding brevity and coherence. It is best to use short, clear, logical paragraphs to state your business.

Ending a letter:

(If you do not know the name of the person, end the letter this way.)

(If you know the name of the person, end the letter this way.)

(Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put your title in brackets after your name.)

Formal Letter Format | Formal Letter Types, Examples

How to Write a Formal Letter?, Formal Letter Writing Format, Formal Letters, Topics and Letter Writing Samples

Letter writing is an important Topic in the English writing skills section for school students. Everyone must know how to write a Letter. While writing a formal letter, one has to follow a simple Letter Writing Format.

A Formal letter can be written for various reasons. Here we have covered the Formal Letter Format written for different purposes. On the other hand, an Informal letter is written to one’s friends, family or relatives. As an Informal letter is not an official letter, one does not have to follow the format of an informal letter strictly. Here, we will discuss the Letter Writing types and Samples

Formal Letter Types and Examples

Format of a Formal Letter includes:

The following points need to be taken into consideration while writing a Formal letter-

a. A Formal Letter strictly follows the prescribed format for writing a Formal Letter.

b. Use of colloquial words, abbreviations and slang language should be restricted while writing a formal letter.

c. A Formal Letter must be precise and to the point.

d. The Subject line is very important in a Formal Letter.

The Format of a Formal Letter is as follows –

1. Sender’s address: The address and contact details of the sender are written here. Include an email and phone number, if required or if mentioned in the question.

2. Date: The date is written below the sender’s address after Leaving one space or line.

3. Receiver’s address: The address of the recipient of the mail (the officer/principal / Editor) is written here.

4. The subject of the letter: The main purpose of the letter forms the subject. It must be written in one line. It must convey the matter for which the letter is written.

5. Salutation (Sir / Respected Sir / Madam)

6. Body: The matter of the letter is written here. It is divided into 3 paragraphs as follows –

Paragraph 1: Introduce yourself and the purpose of writing the letter in brief.

Paragraph 2: Give detail of the matter.

Paragraph 3: Conclude by mentioning what you expect. (For example, a solution to your problem, to highlight an issue in the newspaper, etc).

7. Complimentary Closing

8. Sender’s name, signature and designation (if any)

Letter Writing in English – Check out this Video for Complete info on Letter Writing Format

A Letter written for an informal purpose is called an Informal letter. It is written for a casual purpose.

Let us discuss the types of an informal letter –

Types of Informal letter

1.Letter to parents
2. Letter to siblings
3. Informal Letter to friend
4. Letter to classmates
5. Letter to neighbors

Letter Format Example and Writing Tips

Theresa Chiechi / The Balance

A printed letter is usually reserved for important professional communications, such as recommendation letters, cover letters, resignation letters, business and legal correspondence, and company communications. Since a letter is a formal mode of communication, you’ll want to know how to write one that is professional.

Correct formatting is especially important if you’re sending a hard copy to the recipient rather than an email, because the letter needs to fit the page, be clear and concise, be easy to read, and look professional.

Review information on what you need to include when writing a professional letter, examples, and advice on the appropriate font, salutation, spacing, closing, and signature for business correspondence.

Key Takeaways

What To Include in a Formal Letter

Formal correspondence should include the details of why you’re writing, your contact information so the recipient can follow up, a greeting and closing, and your signature.

Contact Information (Written Letter): A written letter should include your and the recipient’s contact information (name, title, company name, address, phone number, email), followed by the date.

Contact Information (Email): When sending an email, you don’t need to include the recipient’s contact information. List your contact information at the end of the letter, after your signature.

Greeting: Address the letter using a professional greeting and formal title («Dear Mr./Ms./Dr.»).

Body of Letter

Closing: Use a formal sign-off, such as «Sincerely» or «Best regards.»

Signature (Written Letter): End the letter with your handwritten signature followed by your typed name.

Signature (Email): Include your typed name followed by your contact information.

It’s important to include enough detail so that the recipient understands why you’re writing and the response you expect to the letter.

Writtten Letter Format

Here’s a template for each section of a formal letter:

Your Contact Information
Name
Address
City, State Zip Code
Phone Number
Email Address

Date

Recipient Contact Information
Name
Title
Company
Address
City, State Zip Code

Greeting
Dear Mr./Ms. Last Name,

Use a formal salutation, not a first name, unless you know the person well. If you do not know the person’s gender, you can write out their full name. For instance, write, «Dear Pat Crody» instead of «Dear Mr. Crody» or «Dear Ms. Crody.» If you do not know the recipient’s name, it’s still common and acceptable to use the old-fashioned “To Whom It May Concern.”

Body of Letter

Closing
Best regards,

Signature
Handwritten signature (use black or blue ink to sign a written letter)

Typed Signature
Your typed name

Email Letter Format

Here’s a template for each section of a professional email:

Subject Line
Subject: Your Name — Reason for Writing

Greeting
Dear Mr./Ms. Last Name,

Body of Message
Your message should be two or three paragraphs at most and should explain why you’re writing and what you’re requesting.

Closing
Sincerely,

Typed Signature and Contact Information
Mikala Schwartz
mikala.schwartz@email.com
617-123-1234

When sending email correspondence, include the reason you are writing in the subject line of the message. List your contact information under your typed signature at the end of the message.

Letter Template to Download

Here is a letter template that you can download (compatible with Google Docs and Word Online), or review the text version below.

Professional Written Letter Example

Nicole Thomas
35 Chestnut Street
Dell Village, Wisconsin 54101
555-555-5555
nicole@thomas.com

September 5, 2022

Jason Andrews
Manager
LMK Company
53 Oak Avenue, Ste 5
Dell Village, Wisconsin 54101

Dear Mr. Andrews,

I’m writing to resign from my position as customer service representative, effective September 16, 2022.

I’ve recently decided to go back to school, and my program starts in late September. I’m tendering my resignation now so that I can be as helpful as possible to you during the transition.

I’ve truly enjoyed my time working with you and everyone else on our team at LMK. It’s rare to find a customer service role that offers as much opportunity to grow and learn, and perhaps more rare to find such a positive, inspiring team of people to grow and learn with.

I’m particularly grateful for your guidance while I was considering furthering my education. Your support has meant so much to me.

Please let me know if there’s anything I can do to help you find and train my replacement.

Thanks and best wishes,

Signature (hard copy letter)

Professional Email Example

Subject: Annual Meeting

Thank you so much for your assistance in planning our annual meeting. Your expertise in handling the meeting arrangements, booking the conference facilities and hotel, coordinating travel, scheduling events, and organizing the meeting is greatly appreciated.

I appreciate your help and advice, and I am hoping we can plan on having your assistance with next year’s event. It’s tentatively scheduled for January 16–20, 2023, in Tampa, Florida. If you can confirm your availability, I’ll be in touch when we’re ready to start planning.

I look forward to working with you in the future, and thank you again.

Tips for Formatting Your Letter

Professional letters should be simple, short, and written in business format using a traditional font.

Proofread, Spellcheck, and Print

Once you have written your letter, proofread it and carefully spellcheck it on the screen. Then print it out and read it through aloud at least one more time, checking for any errors or typos. This is important as it’s often easier to spot errors on a hard copy.

Reading your letter out loud is a good way to catch a mistake.

Check for formatting errors, such as two paragraphs that don’t have a space between them or lines that are indented incorrectly. Then, before putting your letter in an envelope, sign above your typed name using black or blue ink.

If you’re emailing your letter, send a copy to yourself to be sure it’s perfect. Then send the final version to the recipient.

Print a copy of your written letter so you have it for your records. Your email will be saved in your “sent” email folder.

How To Address the Envelope

When your letter is ready to mail, fold it in thirds so it fits into a business-size envelope. You can use your word processing program to print the addresses on the envelope or handwrite them.

Print your name on the top left corner of the front of envelope. Print the recipient’s address in the center of the envelope, parallel with the long side. Add a stamp to the top right of the envelope.

Writing paper will require a response which is consistently appropriate for the specified target reader, and for example, you can expect to be asked to write different kinds of letters/emails. Moreover, their register and style can be formal or informal.

Formal letters are written to an individual or to an organisation. The purpose may be, for example,

The FCE test does not require you to include dates or addresses in any of your letters, whether formal or informal.

B2 First (FCE) Formal Letter/Email: Structure

CAE, FCE, CPE

More than Practice Tests

1. Salutation

If you don’t know the name of the person you are writing to, use “Dear Sir or Madam,” whereas if you know the person’s name you write “Dear Mr Smith” or “Dear Ms Smith”. Use the title “Ms” if you don’t know if the woman is married or unmarried.

2. The first paragraph (opening)

Here, you state your reasons for writing the letter and, if needed, what you are responding to. This should not be more than a couple of lines.

Useful phrases for the opening

3. The next paragraphs (main content)

In the next paragraphs, you give more details about why you are writing. Give relevant information, but don’t expand too much. Use linking structures to make your letter flow.” Moreover”, “Furthermore”, “In addition” are all good examples of words that can be used to link sentences together.

You should always be polite and respectful, even if you complain. A useful way to achieve it especially in formal letters is to use ‘modal verbs’, i.e., would, could or should.

4. The last paragraph

The last paragraph consists of telling the person what you would like them to do as a result of the letter, whilst also thanking them for their time. – “Thank you for your time. I hope to hear from you at your earliest convenience”

5. Closing

W hen signing off, look at how you started as a guide. If you don’t know the name of a person you can sign off with “Yours faithfully,” and if you do know the name of the person you should use “Yours sincerely,”. Your full name a surname should then be written under this.

It’s very important to write simply, clearly and logically informal letters. Contractions should not be used (“I am” not “I’m”). Therefore, keep your letter short, direct and to the point

B2 First (FCE) Formal Letter/Email: Model Answers

FCE Sample Formal Letter/Email

Topic

You have seen the following advertisement in a newspaper:

We are the National Diabetes Organisation and we are organising a campfor diabetic children. We need volunteers to work with us during the camp.

Your responsibilities will include:

Also, you should speak several languages because it’s an international camp

Write a letter applying to become a volunteer

Model answer

Dear Sir or Madam,

I am writing with regard to the advertisement posted in yesterday’s newspaper about the camp for diabetic children. I would like to take part as a volunteer if it is possible.

As you can see in my résumé, I completed a degree in nursing, so I am qualified to teach children about it. Besides, I suffer from diabetes, so I am quite familiar with this illness and how to deal with it.

Furthermore, I have some experience organising entertaining events for children, as I worked at a regular camp for children last summer. For this reason, I am capable of organising and playing fun games with children.

Finally, I must say that I can speak 3 languages, since I have spent some time abroad, in England and Germany. Therefore, apart from Spanish, I am fuent in English and German.

Can I ask about the duration of the camp? What is the daily timetable?I look forward to hearing from you.

FCE Sample Formal Letter/Email

Topic:

You bought the personal stereo advertised in a mail-order catalogue.

A GREAT LITTLE PERSONAL MUSIC CENTER THAT FITS IN YOUR POCKET!
(Very big and too heavy for my pocket)

It comes compete with:

It has a recording facility (didn’t work) ,will pick up any radio station, and plays all your tapes (destroyed two tapes) with high-quality sound.

Write a letter to Home Mail Order, complaining about the stereo, and asking for your money back, or a new stereo

Model answer

I am writing in connection with a personal stereo which I saw advertised in your mail-order catalogue. Last week I bought one of these, and I am sorry to say that I was very disappointed when I received it.

Furthermore, your advertisement promised that it would be a high-quality stereo complete with all necessary accessories. However, when I received it, the headphones were missing and there was a broken zip on the carrying bag. As well, the recording facility did not work, and I have already destroyed two tapes that contained my favourite musical compositions.

Finally, you also promised that it would be a compact and portable device. However, the stereo was so big and heavy that it could not be carried in a pocket.

Could you please arrange for me to receive a new one or refund my money in full?

I look forward to hearing from you.

B2 First (FCE) Formal Letter/Email: Example topics

FCE Formal Letter & Email Topic 1

You are helping to organise a visit to an English Language Academy in manchester. You have received a letter from John Webster, the director of the Academy. Read the letter and the notes you have made. Then write a letter to Mr Webster using all your notes.

I am very glad to see that you are coming to our academy in July. I am sure you will all have a very enjoyable time and that you will learn a lot of English.

Your can either stay all together in a youth hostel or individually with local families. Please tell me which you would prefer.

Tell me something about your group so that I can organise interesting spare time activities. What sort of things do they like doing?

Please ask if you need any further information.

Your notes:

FCE Formal Letter & Email Topic 2

You have just returned from a trip to Canada. You flew there and back with Maple Air. You decide to write to the airline to complain about your flight and ask for some money back. Read the advertisement and the notes you made and then, using the information, write a letter to the airline. You may add other relevant points of your own.

FLY MAPLE AIR TO CANADA

3 flights a day
wide, comfortable seats
friendly, well-trained staff
a good choice of food
special diets no problem
the latest in-flight entertainment

Phone 0179 765893 now or see your travel agent for more details.

Your notes:

FCE Informal Letter & Email Topic 3

Your parents have seen the following advertisement.

A marvellous experience and a wonderful opportunity to get you fit.Individualised health and fitness programmes in a charming rural setting.

They want you to send an email to ask for further details including answers to the following questions:

B2 First (FCE) Formal Letter & Email: Tips

B2 First (FCE) Formal Letter/Email: Useful phrases

We will finish it with some useful vocabulary mostly used to organize information. Although it is taking a shortcut, if you learn several expressions for each paragraph in each type of text that could be on your exam, you will certainly be able to create a very consistent and well-organized text.

Greetings

Dear Sir
Dear Madam
Dear Sir/Madam
Dear Mr Brown
Dear Ms Jones etc

Reason for writing

I am writing in response to your article/advertisement/letter.
I am writing with regard to your article/advertisement/letter.
I am writing regarding your article/advertisement/letter.
I am writing on behalf of

Referring to their letter

As you stated in your letter, …
Regarding … Concerning … With regard to …

Ending the letter:

I look forward to receiving your reply.
I look forward to your reply.
I look to hearing from you.

Closing

I am, yours faithfully (if you don’t know the name of the person you are writing to).
I am, yours sincerely (if you know the name of the person you are writing to).
Yours faithfully.
Yours sincere

Letters to complain: Useful phrases

Reasons for writing

I am writing in order to complain about.
I am writing to complain about

Introducing the complaint:

Introducing further complaints:

Secondly.
In the second place
Not only …….but also
In addition.
In addition to this.
Added to this
….was also unacceptable

Demanding action:

Letters to request information: Useful phrases

Reason for writing:

I am writing to receive further information about.
I am writing to enquire about. I am writing to receive more detailed information about.
I am writing to receive further details about

Requesting first piece of information

The first thing I would like to know is.
First of all I would like to know
I wonder if you would mind telling me first of all ….?

Requesting further information:

Could you also tell me….?
Could you also inform me ….?
Would you also mind informing me ….?
Would you also mind telling me ….?
Do you know ….?
I would also like to know if.
I would also like to know whether
I hope you might also let me know about …

Thanking for information:

I would like to thank you in advance for this information.
Thanking you in advance for this information.

B2 First (FCE) Formal Letter/Email: Questions & Answers

What is the purpose of the letter?

The task will tell you exactly what you have to do. This may include: asking for or giving information; initiating action or responding to a request; giving feedback on suggestions; making complaints, suggestions, or corrections.

Who will read it?

Probably someone who you do not know well, if at all. This may be a named individual, or an unnamed representative of an organisation, possibly a person in a position of authority or responsibility.

What style should I use?

Be polite. Use indirect expressions, formal linking phrases and set phrases wherever appropriate. Avoid being too familiar, or using contractions and colloquial language.

What information should I include?

In a transactional letter, you will need to read all the information you are given. This will include the task itself, plus one or more additional texts, such as letters, memos, adverts, and handwritten notes. You must respond to all the questions and points in the texts or notes.

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B2 First (FCE) Practice Tests!

How to write a Letter of Complaint? (FCE, CAE, CPE)

Letter of Complaint: Definition A complaint letter is a letter written.

10 Example Email/Letter Topics (Writing) (PDF) | B2 First (FCE)

A Email/Letter is usually written for an English-language magazine, newspaper or.

Letter/Email – examples & model answers | B2 First (FCE)

An email/a letter is written in response to the situation outlined.

How to write a report? | B2 First (FCE)

Reports are usually written to analyse a previous experience you have.

Informal letters are sent to people you know well (for example.

How to write an essay? | B2 First (FCE)

An essay is always written for the teacher. It should answer.

How to write a review? | B2 First (FCE)

A review is a piece of writing usually written for an.

Adverbs with two meanings & confused with adjectives

ADVERBS WITH TWO FORMS DIFFERING IN MEANING Two types of adverbs.

Choose the word or phrase which best completes the sentence.

B2 First (FCE)
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Formal Letter: Format, Types & Samples

Remember the leave application you were taught in school which most of us still can repeat precisely. Letter writing is an essential aspect of the syllabus that is covered during secondary grades as the emphasis is laid on imparting students the precise writing skills to use in different professional scenarios. In the digital age, our social media applications have certainly transformed the way we used to communicate in earlier times through letters. Now, these letters have turned into emails with quite a similar format. In this blog, we will shed light on the formal letter format, types as well as samples.

This Blog Includes:

What is a Formal Letter?

A formal letter is one written in a formal and uses formal language. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc, and not to personal contacts, friends, or family. A number of conventions must be adhered to while drafting formal letters.

How to Write a Formal Letter?

Here are the key elements of the formal letter and what to include in each section:

Formal Letter Format

The main structure of a formal letter includes:

These elements of a formal letter are structured as:

Formal Letter Writing Topics

Types of Formal Letter

Since we are clear with the elements of formal letter format, let’s include in the below-mentioned pointers the various types of a formal letter:

Letter of Enquiry

A letter of enquiry is written for collecting information. It is used under a business letter or formal letter. It helps a person to have information on course or job, price of service or product, terms and orders of working agreement, etc. Here are some of the details you must keep in mind while writing a letter of enquiry: