Definition of a Formal Letter

Formal Letters also called Business Letters or Professional Letters, are letters that are written in a strict and specific format. Formal letters are naturally much more formal in style than informal/friendly letters. Formal letters can be written for several reasons such as,

• to express your concerns while working in a professional setup
• to provide official information across your workspace
• to order goods, to apply for employment, etc.
• to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

Structure of a Formal Letter

To be able to write a formal letter, you have to first understand the reason behind the letter. As far as formal letters are concerned, the structure of the letter changes depending on the type of letter. There are certain rules to be followed to be able to draft a formal letter. Every sentence should be well thought out and laid down in such a way that the message you want to convey should be precise and clear to the reader.

Types of Formal Letters

There are different types of formal letters, as discussed, and they can generally be labeled under the following terms:

• Business Letters
• Letters of Application
• Letters to Newspapers

Business Letters

Business letters should be terse, clear, and to the point. There is no room for any kind of story in a business letter. Before you start to write a business letter, there are a few things you should keep in mind.

• Use simple, everyday language to convey the message instead of using flamboyant and overemphatic vocabulary.
• Never use jargon that is commonly used in business when you write a business letter.
• Avoid using abbreviations as much as possible.
• The modes of address vary according to the type of letter and the receiver.
• Clear and exact descriptions of the articles necessary with the expected quality and quantity should be listed with the utmost care when you write a letter to order goods.
• When replying to a business letter, always quote the date of the letter you are responding to and its reference numbers (if any).

Formal/Business letters include letters from an employer to the employees and vice versa, letters to order and replace goods, letters of serious concern to an officer of higher rank, letters of complaint, etc.

Letters of Application

Letters of Application usually consist of letters applying for employment. Before and after you write a letter of application, make sure you check for the following:

• Always start with a short introduction stating whether the applicant is writing in response to a reference from an advertisement found online or in the newspaper.
• State the age, education, and experience of the applicant.
• Provide the employer with a genuine expression of the applicant’s earnestness in taking up the job in the respective company.
• Also, furnish references so that the employer can gather an idea of the kind of employee you would be.

Letters of Application should follow the format of formal/business letters.

Letters to Newspapers

Always address these letters to ‘The Editor’ and end with ‘Yours faithfully. Letters to the Editor are letters that express concerns that should be addressed to the higher authorities. These letters should be professional and authentic. No newspaper would publish anonymous letters, so make sure you are writing the letter for a cause and provide your name and address correctly.

Writing a Formal Letter – Parts of a Formal Letter

When writing a formal letter, always be respectful and conscious of your language, no matter what the subject of the letter might be. To write a formal letter, there are some points to be remembered.

1. Always start with the sender’s address
2. This is followed by the date.
3. The receiver’s address comes next. The receiver can be the name of the firm or the one who represents the firm.
4. The subject of the letter is very important. It is a statement of the purpose of the letter. It should be written in a single line.
5. The salutation can be Dear Sir/Ma’am. If it is a person you know well, you can address them by their name, ‘Dear Shrinath’.
6. The body of the letter can be written in 3 paragraphs.
   • The first paragraph should be aimed at introducing yourself and stating the purpose of your letter.
   • The second paragraph should furnish all the information about the matter.
   • The third paragraph can be a concluding paragraph where you lay out your expectations regarding the matter.
7. To close the letter, you can use a complimentary closing like ‘Yours faithfully, ‘Yours sincerely, etc.
8. Unlike informal letters, the signature should include your name (in block letters) and designation below your signature.

Steps In Writing A Formal Letter | Paragraph Formation

Step 1 An Introduction

The first paragraph should ease into the main content and purpose of the letter.

Give a brief introduction about yourself and politely ask how the receiver is doing.

Step 2 Add Body of the Formal Letter

In this paragraph, go in-depth about the purpose of the letter and convey the relevant points and information that you wish to get across.

If multiple points need explanation, make the letter organized by creating more paragraphs or writing the points in a numbered fashion. This will make the text more digestible and prevent a cluster of large sentences that the reader has to wade through.

Remember to keep the tone formal and the sentences short. The language used should be professional but should allow the receiver to understand the contents easily. No matter the topic of the letter, always be considerate and respectful in the choice of words.

Step 3 Conclusion

Conclude your letter by simply stating what it is you are asking for (only as a reminder – this should already be specified in the body).

Let them know that you are hoping to hear from them soon and wish them a great day.

Format of Application to the Principal

The format of the application is an integral part of writing it. It decides the structure that is to be followed when drafting an application to the Principal. Below is the standard format for writing an application to the Principal:

Sample Applications to the Principal

Now that you are familiar with the format, let’s take a look at a sample application to the principal.

Application for Casual Leave

Write an application to the Principal asking for leave for three days because of a wedding you have to attend. 

Application for Medical Leave

Write an application to the principal asking for medical leave.