How to Write a Formal Letter

Writing formal letters is very useful when communicating with professionals about important matters like job applications, research works, and bank transactions. Learning how to write a formal letter is easy if people would follow the format that is commonly used in this type of letter. In addition, it is necessary that these letters convey the interests and desires of the person who write the letter to the recipient. For those who want to know the basics in writing a formal letter, these steps will guide or help them write a well presented, concise, and interesting letter.


Before proceeding with the steps in writing a formal letter, it is important that people have ideas about the content of this letter. Additionally, it is essential that individuals have ideas about the factors to consider when they write this letter. To get the attention of the recipient, the letter should contain all the relevant information, yet it should be concise. With this objective, it is necessary that people should get direct to the point when they write these letters. Moreover, formal letters should be grammatically correct and free from spelling errors. These writings must follow a block style. Above all, it is significant that people avoid using slang words and they should avoid using subjective tone and language when writing this letter.


To learn how to write a formal letter, it is important to follow the basic steps. First, at the upper right corner of the paper, write one’s complete address, email address, as well as contact numbers for references. Second, at the left side below one’s contact information, provide the name together with the job position, and office address of the recipient of the letter. Third, double space and write the date. Fourth, provide a salutation including the title of the addressee. For instance, include Atty. if the recipient is a lawyer or M. D. if the recipient is a physician.

Fifth, state the reason for writing the letter. It is also helpful if they can provide a reference for the letter. For example, if the letter is written as a reference to a previous telephone conversation between the addressee and the writer then it should be stated in the first paragraph of the letter. Sixth, it is important to close the letter with words of gratitude. Finally, double space and provide a formal salutation above the name of the person who wrote the letter. By following these steps, everyone can easily write a presentable and interesting formal letter.

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