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Formal Letter Writing Structure

This document provides guidance on writing formal letters, including the standard structure and formatting. It recommends including your contact information, the recipient's contact information, a salutation, an introduction, body paragraphs, a concluding paragraph, and a closing. It also provides a sample letter and tips for formatting, such as using a plain font, single spacing, and proofreading. The purpose is to teach the proper format and language for formal letters.

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1K views4 pages

Formal Letter Writing Structure

This document provides guidance on writing formal letters, including the standard structure and formatting. It recommends including your contact information, the recipient's contact information, a salutation, an introduction, body paragraphs, a concluding paragraph, and a closing. It also provides a sample letter and tips for formatting, such as using a plain font, single spacing, and proofreading. The purpose is to teach the proper format and language for formal letters.

Uploaded by

salma salma
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Formal Letter writing Structure

We live in a world of technology backed communication. E-mails, texts, etc. are most of our


preferred modes of communication. However, letters still have a major use and importance in
our society. Especially formal letters written to authorities or professional contacts, because they
generally stay on record. Let us learn the correct format and language of formal letters.
Structure of the Letter
Sender’s Address
Date
Receiver’s Address
Subject
Salutation
Actual Letter
 Introduction
 Body of the Letter
 Conclusion
Concluding Remarks
Signature
Name

The following sample letter format illustrates the information you need to include when writing a
letter, along with advice on the appropriate font, salutation, spacing, closing, and signature for
business correspondence.

Sample Letter Format

Contact Information (Include your contact information unless you are writing on letterhead


that already includes it.)
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date

Contact Information (The person or company you are writing to)


Name
Title
Company
Address
City, State Zip Code.

Greeting (Salutation Examples)

Dear Mr./Ms. Last Name:


Use a formal salutation, not a first name, unless you know the person well. If you do not know
the person's gender, you can write out their full name. For instance, "Dear Pat Crody" instead of
"Dear Mr. Crody" or "Dear Ms. Crody." If you do not know the recipient’s name, it’s still
common and acceptable to use the old-fashioned “To Whom It May Concern.”

Body of Letter

 The first paragraph of your letter should provide an introduction as to why you are


writing so that your reason for contacting the person is obvious from the beginning.
 Then, in the following paragraphs, provide specific details about your request or the
information you are providing.
 The last paragraph of your letter should reiterate the reason you are writing and thank
the reader for reviewing your request. If appropriate, it should also politely ask for a
written response or for the opportunity to arrange a meeting to further discuss your
request.

Closing

Best regards, (Closing Examples)

Signature

Handwritten Signature (For a hard copy letter, use black or blue ink to sign the letter.)
Sample

Nicole Thomas
35 Chestnut Street
Dell Village, Wisconsin 54101
555-555-5555
[email protected]

May 6, 2020

Jason Andrews
Manager
LMK Company
53 Oak Avenue, Ste 5
Dell Village, Wisconsin 54101

Dear Jason,

I’m writing to resign my position as customer service representative, effective June 15, 2020.I’ve
recently decided to go back to school, and my program starts in early September. I’m tendering
my resignation now so that I can be as helpful as possible to you during the transition.

I’ve truly enjoyed my time working with you and everyone else on our team at LMK. It’s rare to
find a customer service role that offers as much opportunity to grow and learn and such a
positive, inspiring team of people to grow and learn with.

I’m particularly grateful for your guidance while I was considering furthering my education.
Your support has meant so much to me. Please let me know if there’s anything I can do to help
you find and train my replacement.

Thanks, and best wishes,

Nicole Thomas

Tips for Formatting Your Letter

To make sure your letter looks professional, follow these tips:

 Your letter should be simple and focused; make the purpose of your letter clear.
 Left justify your letter.
 Single space your letter and leave a space between each paragraph.
 Use a plain font such as Arial, Times New Roman, Courier New, or Verdana. The font
size should be 10 or 12 points.
 Leave a blank line after the salutation and before the closing.
 Business letters should always be printed on white bond paper rather than on colored
paper or personal stationery.

Check for Formatting Errors and Typos

Once you have written your business letter, proofread it and spellcheck it on the screen. Then
print it out and read it through at least one more time, checking for any errors or typos. This is
important as it's often easier to spot errors on a hard copy. 

Reading it out loud is a good way to catch a mistake.

Be on the lookout for formatting errors, such as two paragraphs that don’t have a space in
between them or lines that are indented incorrectly. Then, before putting your letter in an
envelope, sign above your typed name using black or blue ink.

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