A formal letter is sometimes referred to as Business letter because it gives no room for familiarities, every line in a formal letter should depict absolute seriousness.This kind of letter is written for official purposes only, it’s as important to start well as much as it is to end well.

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How to write a formal letter

Most importantly, When writing  a formal letter, you should be clear and concise, should be interesting and easily understandable. Unlike it’s counterpart, you can’t use slangs or abbreviation in a formal letter. I want to believe you already know the types and the format with which you can draft a detailed and very formal letter.

Nonetheless, you should be reminded that’s when you are writing any type of formal letter, your letter should be divided into three parts: the opening, middle and the closing.

The opening: In the opening, introduce yourself and your purpose for writing. In a case where by you are writing an Application letter, you should Identify the position you are seeking by name and state how you learned of the position. Establish that you have at least the minimum requirements for the job by listing your specific academic degree

The middle: In the middle part of the letter, emphasize how your skills directly relate to the responsibilities listed in the job advertisement, if you have taken specialized courses that are directly relevant to the needs listed in the job advertisement, describe them here. Such details make your letter memorable.

The closing: Here is where you express your willingness to provide more information, state that you are available for an interview and thank the reader for taking time to review your application. Do not use your closing to impose a deadline for a response, Recruiters will respond to you on their own schedule.

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In the above explaination, I had used a job seeking letter as an example. It’s the same when it’s a letter of recommendation or letter of complaint, Generally all formal letter should be written in the following format:

Format

  1. Sender’s address
  2. Date
  3. Name / Designation of Addressee
  4. Address of the Addressee
  5. Salutation
  6. Subject
  7.   Body– Introduction, Content, Conclusion
  8. Complimentary Close
  9. Signature / Name of the Sender
  10. Designation of the Sender

How to end a Formal letter

With emphasis on The Closing part of your letter, you should end your letter after a brief and enticing conclusion with any of the following after which you add your name:

  • Yours truly.
  • Sincerely.
  • Thanks again.
  • Appreciatively.
  • Respectfully.
  • Faithfully.

See Sample below, use the comment section if you have any question.

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