Formal letters are a professional way to communicate with authority figures, businesses, or professional contacts. This guide explains when to use a formal letter, the types of letters, and step-by-step instructions to write one effectively.
When to Use a Formal Letter
- Professional Contexts: Job applications, official requests, or addressing authorities.
- Building Relationships: Creates a foundation for professional respect.
- Clarity: Ensures your communication is well-received and understood.
Types of Formal Letters
- Sales Letter: Promotes products/services.
- Acceptance Letter: Accepts offers like jobs or honors.
- Inquiry Letter: Seeks information or clarification.
- Apology Letter: Acknowledges mistakes or expresses regret.
- Cover Letter: Highlights qualifications for a job.
Steps to Write a Formal Letter
1. Write Your Name and Contact Information
- Include your full name or business name.
- Add your address in the top-left corner.
2. Include the Date
- Write the current date below your contact information.
- Use the format: Month Day, Year (e.g., January 3, 2025).
3. Add the Recipient’s Information
- Include the recipient's name, title, company, and address.
4. Write a Subject Line (AMS Style)
- Write the subject in ALL CAPS, summarizing the letter’s purpose.
- Skip this step for block style letters.
5. Add a Salutation (Block Style)
- Use formal greetings like "Dear Mr./Ms./Dr. [Last Name]" followed by a colon.
- If unsure of the recipient’s name, use "Dear Sir or Madam."
6. Write the Body
- Paragraph 1: Introduce yourself and state the purpose of the letter.
- Paragraph 2: Provide details supporting your purpose or request.
- Paragraph 3: Conclude with a summary and a call to action (e.g., "Please contact me at your earliest convenience").
7. Include a Sign-Off
- Use closings like "Sincerely," or "Best regards."
- Add your signature, printed name, and title.
8. Proofread Your Letter
- Ensure proper grammar, spelling, and formatting.
- Keep the tone professional and respectful.
Formatting Tips
- Be Concise: Keep it professional and to the point.
- Proofread Thoroughly: Avoid errors to maintain professionalism.
- Maintain Formal Tone: Avoid slang or overly casual language.
Examples of Formal Letter Formats
AMS Style Example
Date: January 3, 2025
Kennedy Jones
555 Forest Drive
San Francisco, CA 55555
SUBJECT: INVITATION TO DESIGN CONFERENCE
Dear Ms. Jones,
We are holding a conference on December 5, 2025, at the Melane Art Museum. I would like to invite you to attend and deliver a speech, as your expertise in art direction and photography would greatly benefit our attendees.
I look forward to your positive response.
Sincerely,
[Your Name]
[Your Title]
Block Style Example
Date: January 3, 2025
Sarah Brown
Kensington Corporation
123 Benton Lane
Santa Barbara, CA 55555
Dear Ms. Brown,
I am writing to express my interest in the graphic designer position listed on your careers page. My experience in color theory, design software, and animation makes me an excellent candidate for the role.
I look forward to the opportunity to discuss this exciting position further.
Sincerely,
[Your Name]
Summing it up
- Use the right format: Block or AMS style.
- Keep it professional: Be clear, concise, and respectful.
- Double-check for accuracy: Ensure correct names, titles, and grammar.
By following these steps, you can create formal letters that leave a lasting professional impression.