Formal Letter writing – Definition, Format and Examples

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Write a Formal Letter

You write a formal letter when you have an official request . There are different cases in which you have to write a formal letter: If you want to apply for a job, you write a cover letter. At work you then write a business letter. You can also send terminations or complaints in letter form. 

A formal letter always has a fixed structure consisting of a letterhead, subject line, salutation , body of the letter, greeting and signature. 

How to write a Formal Letter

There are a few things you need to keep in mind when writing a letter . For example, you should always create the letter on the computer and print it out. But there are also certain guidelines for how you should design the letterhead or label the envelope. Here you can see how to do it step by step.

 Read More :- Format of Formal Letter

Write a Formal Letter – Letterhead

At the top right of the page should be the place and date the letter was written. 

The sender’s full address is listed at the top left . So you write your street and house number, the zip code and the city. It often makes sense to provide your telephone number and email address. 

Below that, after 2-3 blank lines, is the recipient with their address.

Write a formal letter – subject line and salutation

Now leave another 2-3 lines of space. The subject follows below . Here you can summarize in a few words what your concern is. 

Writing a letter – example subject: Application for an internship at the Meier & Co. chocolate factory.

After 2-3 more blank lines, the salutation follows . 

  • If you don’t know the recipient of your letter , you write: Dear Sir or Madam,…
  • But if you know the name of the recipient , address him directly: Dear Ms. Joti , … / Dear Mr. Haaris, …

Note: There is a comma after the salutation. Then start a new paragraph and continue writing in lower case .

Writing a formal letter – Letter Text

These tips will help you when writing the text of the letter:

  • Write objectively . This means that you only describe the facts without evaluating them. 
  • Be polite . To do this, you use the polite form “Sie”. This is how you talk to a person you don’t know. You must capitalize them in all cases  ( You, yours, yours, yours… ).
  • It is important that your official letter is error-free before you send it. 

Write a formal letter – greeting and signature

At the end of the formal letter there is a polite greeting. 

Official letter – example greeting: Kind regards …

Below you sign your first and last name yourself.

Write a formal letter – label the envelope

When your letter is ready, fold it up and put it in an envelope . Now all you have to do is address the letter: 

  • Postage stamp: The appropriate postage stamp belongs in the top right corner. 
  • Sender : The sender’s name and address are at the top left. 
  • Recipient : The recipient’s name and address appear at the bottom right. 

Perfect! Now you can tape up the official letter and put it in the nearest mailbox. 

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